How to enter an expense report
For reimbursement of expenses incurred as a result of work or on behalf of the company you must submit an Expense Report. Expense reports are tracked by departments and project codes to aid in the control of cash flow, ability to charge back incurred expenses to clients, or to pass costs to other business units. Separate expense reports should submitted for Billable and Internal charges. The Bill code is driven by the Project ID selected.
To enter an expense report:
Log into
Time and Expense application through
Planet PeopleSoft.
For additional information, see Eureka! document
17206 — How to log into Time and Expense.
Click the Expense Report link.
Click the Add link.
Select the type of method you would like to use to open this expense report by clicking the appropriate radio button on the application page and click the Continue button.
Enter a
Report Description.
For example: Trip to New York or Food for department lunch.
Select a Business Purpose from the drop down list.
). Default Location is where the expense actually took place,
not where your PeopleSoft office is located. To see all locations click the search icon, then click the
Lookup button. A list will be displayed. To select a location, click on the link in the list. You will be returned to the General Information section of your Blank Expense Report. Note: Be sure to review the entire list to find your city, they are not listed alphabetically. If you do not see your city listed separately choose your country or US - All Other Cities.
The Reference and Comment fields are not mandatory and can be left blank. These fields may be used for tracking or identification purposes.
Click the Default Accounting For this Expense Report link to associate the expense report with a specific Project ID.
Note: If you do not click on the link shown above you will get a dialog box indicating that you have left the Default Accounting section blank. The message in the dialog box will read PC Bus Unit, Project , and Activity are required. The Business Unit Options for this Business Unit require that Business Unit, Project and Activity are input. Click OK on the dialog box. The application will then take to you the Default Accounting page so that you can complete these fields.
Four fields are required on the Default Accounting page:
Department,
PC Business Unit,
Project ID and
Activity.
The
General Ledger Unit and
Department fields will default to your home information. If you make any changes to the department field your Expense Report will be routed to that department's manager for approval.
Operating Unit: Only employees in Argentina need to complete this field. All other employees should leave this field blank.
Select a
PC Business Unit using the search icon (
). To see all PC Business Units click the search icon, then click the
Lookup button. A list will be displayed. Click a link on the list to select a specific location.
Note: Many of the former Admin Project IDs have been eliminated. This will allow better tracking of expenses overall. If you do not see the Project ID you used prior to February 2002, you will have to select one from the list provided or check with your manager for more information on which Project ID to use.
Click the Continue button. This will take you to the Expense Details page.
Choose the
Expense Type using the drop down list and click the
Add button.
The common expense type fields -
Trans Date, Payment Type, Billing Code, Merchant, Description and
Reimbursement Amount - will need to be completed for each expense item. The fields shown for each expense line will depend on the type of expense you choose from the drop down box.
Use the
Delete icon (
) to remove line items. A dialog box will appear that says,
"Delete current/selected rows from this page? Delete will occur when the transactions is saved." Click
OK to continue. The row will then be deleted.
Once the information for that line item has been entered, use the drop down box and click the Add button to go to the next expense item.
When entering Hotel expenses, click the Hotel Wizard
( 
) icon. This
will take you to the Itemize Hotel Bill page.
Enter your information for Transaction Date, Payment Type, Billing Code, Location, Merchant and Description.
Number of Nights: Enter in the total number of nights you stayed at this hotel.
Total Amount: Enter the total hotel charge, including all parking, telephone and room service type charges. The Hotel Wizard will take you through the steps necessary to identify and separate these charges.
Use the check boxes to select the types of charges you need to separate out from your room charge and click the Continue button. The Hotel Wizard will take you through a series of pages prompting you to enter the charges for each type of expense based on the check boxes your selected.
After all of the hotel charges have been itemized, click the Done button.
Click the Done button when all expense information has been entered. The summary page will appear.
Review your report. If you need to edit any of the items click on the expense type link. Once you are verified the information is correct, click either the Save for Later button if you wish to save this report and complete it at a later time or the Save and Submit button to begin the approval process. This will generate a "Request for Approval" email to your manager.
Print the expense report and submit it according to your location . For information on how to print your expense report, see Eureka! document 17215 — How to Print an Expense Report.
The expense report has now been submitted and is being processed.
Click here to return to the beginning of this document.
Note: This feature has been disabled
for all business units that are currently using the My Wallet feature - PSOFT,
PSNLD, PSBEL, PSGBR, PSFRA, PSDEU, PSITA, PSESP, PSCHE and PSCAD.
For employees in business units other than those mentioned above, if you recently
changed to a new department and select to Copy from an Existing Report,
the accounting information associated to the expense report that you selected
to copy needs to be changed. Before submitting your expense report, verify that
the department information is correct. If this is not changed, the report will
be routed to your previous manager.
To use the Copy from an Existing Report feature:
After logging in to the Expense application, select Add and then Copy From Existing Report. The next screen will dispaly a list of all your previously submitted expense reports. To choose one click the Select button for the report you wish to use. You should choose one that will have the same PC Business Unit, Project ID and Activity Code and similar expenses to make the entry process quicker. To see more information about a specific expense report, click the Report ID link to see the details.
Click the Default Accounting for this Expense Report link to review and change accounting details. Click the Return to General Information link to get back to the General Information page.
Click the Continue button.
You will see the expense details from the previous report including previous totals. During your expense detail entry you will notice the running total on the right side of the page. It will not total your current expense entries. This will be updated to show the correct amount once you hit the yellow Done button.
To change expense totals for the line items, click the link name for each item you wish to edit. You will see the information default to the previous report entry but you will be able to edit all fields. Click the Done button when finished with the item.
Use the Delete icon ( )
to remove line items. A dialog box will appear that says, "Delete
current/selected rows from this page? Delete will occur when the transactions
is saved." Click OK to continue. The row will
then be deleted.
Choose the Expense Type using the drop down list and click
the Add button.
The common expense type fields - Trans Date, Payment Type, Billing Code,
Merchant, Description and Reimbursement Amount - will need to
be completed for each expense item. The fields shown for each expense line
will depend on the type of expense you choose from the drop down box.
Once the information for that line item has been entered, use the drop down box and click the Add button to go to the next expense item.
When entering Hotel expenses, click the Hotel Wizard (
) icon. This
will take you to the Itemize Hotel Bill page.
Enter your information for Transaction Date, Payment Type, Billing Code, Location, Merchant and Description.
Number of Nights: Enter in the total number of nights you stayed at this hotel.
Total Amount: Enter the total hotel charge, including all parking, telephone and room service type charges. The Hotel Wizard will take you through the steps necessary to identify and separate these charges.
Use the check boxes to select the types of charges you need to separate out from your room charge and click the Continue button. The Hotel Wizard will take you through a series of pages prompting you to enter the charges for each type of expense based on the check boxes your selected.
After all of the hotel charges have been itemized, click the Done button.
Once you have entered all expenses, click the yellow Done button. This will take you to a summary page.
Review your report. If you need to edit any of the items click on the expense type link. Once you are verified the information is correct, click either the Save for Later button if you wish to save this report and complete it at a later time or the Save and Submit button to begin the approval process. This will generate a "Request for Approval" email to your manager.
Print the expense report and submit it according to your location . For information on how to print your expense report, see Eureka! document 17215 — How to Print an Expense Report:
The expense report has now been submitted and is being processed
Click here to return to the beginning of this document.
Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003
All rights reserved.
Created: jel 01/17/2002
Revised: jw 11/16/2004
Reviewed: 09/24/2004