How to enter an Expense Report using Mobile Time and Expense with My Wallet activated

How to enter an Expense Report using Mobile Time and Expense with My Wallet activated

Document number: 17309

Creating an expense report for your travel related expenses using Mobile Time and Expense helps you keep track of expenses during the trip. You can enter expenses data daily, avoiding the need to remember such details as which customers you took to lunch, where you ate breakfast or how much you spent on entertainment. When your business trip is complete, simply submit the expense report to the on-line system for validation. Your expense report will be assigned a Report ID# from the online system once it completes the on-line edits.

Just as with Travel Authorizations, Expense Reports can only be entered for one Project Id. Multiple Project Ids require multiple Expense Reports.

Employees in business units that have implemented My Wallet must use My Wallet to populate their expense reports. Employees from business units that have not yet implemented My Wallet may choose to populate their expense reports using a template, an approved MTE Travel Authorization, or even copying a previously submitted expense report.

For information on templates, see Eureka! document 17307 — Customizing the Client.
For information on using My Wallet, see Eureka! document 17315 — How to use My Wallet in MTE.
For information on copying an Expense Report, see Eureka! document 17320 — How to make a duplicate report using MTE.

Please note that American Express transactions will be available for use in My Wallet with 24-48 hours from the date of purchase. This waiting period is subject to when the merchant reports the transaction to American Express.

Submit your expense report using Expense Imaging or the process enabled for your location. Expenses for less than $25.00 do not need receipts.

Before beginning an Expense Report, make sure a recent refresh of Control Data, Projects and Localities has been completed. For additional information, see Eureka! document 17306 — How to refresh Control Data for Mobile Time and Expense. It is also strongly recommended to perform a Status Update for all Expense Reports at this time. For additional information, see Eureka! document 17312 — How to check status with Mobile Time and Expense.

To enter a new Expense Report:

Log into Mobile Time and Expense (MTE).
For additional information, see Eureka! document 17302 — How to log into Mobile Time and Expense.
Select File from the menu bar and select New from the drop down list.
Click the radio button next to Expense Report. Your employee ID should default.
Enter a Description and click OK.
You will not be able to continue if you do not enter a description. You must use a unique description for each Expense Report.
The Default Accounting page will pop up prompting you for your accounting information. Enter your PC Business Unit, Project ID, and Activity ID by clicking the dropdown listboxes. These fields are required. The Resource type, resource category and resource subcategory will be blank and grayed out. The information for these last three fields will be provided by the online system.

Note: You may only charge your expenses to one Project ID per expense report.

Click OK.
Select a Business Purpose from the drop down list.
Select a Default Location by clicking on the down arrow to access the predefined list. If your country is US, select the appropriate city as well. If your city is not listed, select US All Other Cities.
The report Details link is optional and can be used to enter reference information.
Employees in business units that have implemented My Wallet only: To populate your American Express Corporate Card transactions using My Wallet, see Eureka! document 17315 — How to use My Wallet in MTE.

The transactions from My Wallet will populate the items in Steps 11 - 18 below. Verify that the Billing Action (step 15) and Preferred Merchant (step 16) fields are correct and make changes to them if necessary.

Note: All transactions must be paid with the American Express Corporate Card and populated from My Wallet unless American Express is not accepted by the vendor.
For the first expense type that was not populated using My Wallet (if available), click on the down arrow in the Expense Type field and select the type of expense you need for your Report. Hotel and Lodging expenses can be entered using the the Hotel Wizard. For additional information, see Eureka! document 17314 — How to use Hotel Wizard.
Depending on the expense type you have chosen, additional required fields will appear.
Enter the Date the expense occurred by clicking on the down arrow to access the calendar icon. Once you have the calendar icon open you can use your mouse to point to the date you wish to enter. Only dates that are equal to or before the current date are allowed for an Expense Report. Once all your expense items are added, you can click on the Date field header to sort all expenses by date.
Select your Method of Payment. Company policy requires use of the corporate American Express card whenever possible. For additional information, see Eureka! document 17315 — How to use My Wallet.
Select the Billing Action using the drop down box located next to Method of Payment. The billing action will be checked against the project information. Upon submission, the online system may override the billcode to match the project set-up.

Billable projects: Only Billable and Nonbillable Billing Actions are allowed.
Internal projects: Only an Internal Billing Action is allowed.

Select the merchant name by checking the check box beside either Preferred Merchant or Non-Preferred Merchant.

Preferred Merchant: Use the drop down list of Preferred Merchants
Non-Preferred Merchant: Check the Non-Preferred Merchant check box and type in the merchant name in the open Non-Preferred Merchant field. For information on creating merchant lists, see Eureka! document 17307 — Customizing the Mobile Time and Expense client.

Enter a Dollar Amount.
The Currency Code will default to the code for your business unit but can be changed if needed. This field is located next to the amount field.
Click the Enter button to populate your first expense row. Do not use the Enter key on your keyboard.
To enter more expenses, follow steps 11-18 above for each expense type.

Note: As Expense Reports with more than 50 lines may cause an Application Message timeout error, it is recommended that you do not create an Expense Report that contains more than 50 lines.
Once all expenses are entered, select File from the menu bar and select Save from the drop down list. If any of the required fields have not been completed, you will be prompted to complete those fields at this time.
After saving the Expense Report, select File from the menu bar and select Close from the drop down list to exit your report.
When you are ready to submit your Expense Report, select Online from the menu bar and select, Submit E xpense Report from the drop down list. You must be connected to the network to submit.

When the report has been submitted successfully, you will see the update in the Submission Results box. You will also receive a confirmation email. If there were any submission or validation errors, your confirmation email will state that the submission failed and provide you with the fields that are in error. You can access the Expense Report report, correct these fields and resubmit the report. For more information on correcting submission or validation errors, see Eureka! document 16808 — How to correct submission/validation errors on MTE Reports.