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HELPFUL TIPS FOR EXPENSE REPORTS - Review tips and tricks to ensure a sucessful expense report submission.
Step by Step Guide on Completing Expense Reports:
1. Click on the Search bar, enter Create Expense Report, and select the task.
2. Select one of the following options:
• Create New Expense Report
• Copy Previous Expense Report
• Create New Expense Report from Spend Authorization.
3. MEMO FIELD
•Expense Report Name with Naming Convention
•DEPT Initials_General Description (CO_Attend XYZ Conference)
•Detailed Purpose/Description; for Travel include dates and destination.
•Make sure you are answering the Who, What, When, Where & Why. Instead of “Attend Conference” use “Attending XYZ Conference to Present Research related to Grant XXXXXX”
4. BUSINESS PURPOSE (the new REPORT TYPE) select from the drop down.
5. Select a Driver Worktag, you will be able to adjust this on each line item once you get to the next part of the report. You can only select a Grant, Project OR Operating Account.
6. If you have One Card charges you will see them listed at the bottom of this screen. You can select applicable expenses and they will be added to your report. You can also add them individually in the “Expense Lines” section. Once you have picked the charges you want and or do not have charges click “OK”.
7. Click Add, then choose “Credit Card Transaction” to add one of your One Card Charges that need to be reconciled.
8. Once you select “Credit Card Transaction” you will be taken to a new screen (see screenshot on the right) where you can select one or more One Card charges to add to your report. Once you have picked the items you need, click “OK” and you will be brought back to the EXPENSE LINES section of your report.
9. If you selected One Card charges on the header page of added them (see previous slide), it is normal to see the warnings and missing information. You will need to add the details for each charge selected.
•Add receipt & select the correct Expense item from the drop down or by searching for the key word
•Memo: add detailed description for the business purpose of the expense, you may see additional required details for certain expense items on the right side of the screen.
•Verify the driver worktag, update if necessary or add itemization to split between multiple worktags
10. Click Add, & this time “New Expense” to add a reimbursable expense. A new line item will show at the top of the list on the left-hand side, it is highlighted, and no details will display until you add transaction information. Using the Calendar icon, select the Date when the expense incurred/paid.
11. After adjusting the date you must select the appropriate Expense Item. More instructions for itemization and expense items will follow.
12. Enter the Total Amount for this expense line. Additional instructions for adjusting the currency will follow.
13. Using the drag and drop functionality add any relevant supporting documents in the Attachments box or click Select Files to choose a file from your computer. Receipts are required for all reimbursable expenses totaling $50.00 or more.
14. Memos will be required for all line items. For the Memo add a detailed business purpose of the expense which answers the Who, What, When, Where & Why. Additional required details for certain expense items may appear on the right side of the screen.
15. You can adjust the Driver Worktag, or it will default to the last one used. Also, if you need to split the expense amongst more than one Driver Worktag (index) see the instructions on itemization to follow.
16. To save or update this line item you can click on any of the line items shown in the list on the left-hand side or go to the “Add” button to include another line-item; follow steps 10-15 for reimbursable items & steps 7-9 to add One Card charges.
17. Once you have added all you expenses you can either Submit or Save for Later. If you Submit the report, it will automatically start routing for approval based on the business process built into Workday. If you Save the report for later, you will be able to come back and update it. Saving is the same as a draft report in Chrome River.
HELPFUL TIPS FOR EXPENSE REPORTS
- Enter a meaningful narrative on the reason for the trip or the purchases. Follow the guidance under ‘Instructions’ when you start the ‘Create Expense Report’ task. Use the same level of detail on all reports as you would for a Sponsor-paid Grant.
- Use the OneCard for purchases. It takes longer to review personal credit card or cash purchases and may require additional documentation.
- Enter the Expense Date for a line item, as the receipt date or date paid.
- In the Memo field on the individual expense line – enter additional details about the expense. For example – for airfare, don’t enter just ‘airfare’ or leave it blank, enter ‘Airfare, Denver-Houston, 11/15-11/18/23’ or ‘Uber-hotel to airport’ or ‘Airfare for Sarah Jones, recruit’
- For Business meals, provide the names of the attendees and affiliation; make sure the reason for Business meal is clear. Follow the guidance under ‘Instructions’ on the right-hand side of the screen, after you’ve selected ‘Business Meals’
- Traveler meals are paid by per diem. Food charged on hotel bills are considered personal and are the responsibility of the traveler. Please pay for these separately at the hotel, or don’t charge to your room.
- Make sure a legible receipt is attached and the amount paid is clear, and it matches the line expense. Valid receipts typically have the vendor’s name, the date and a list of items purchased. By Policy (5.7.3), itemized receipts are required for: lodging, rental vehicles, alcohol and airfare.
- Make sure your attachment can be opened.
- Each receipt shall be entered on a separate line. For example, two taxi receipts for travel, one in Denver to the airport and one at the destination, from the airport to the hotel – are to be entered on separate lines, even though these are the same dates.
- Colorado Sales tax is typically not reimbursable. If a personal credit card or cash is used, Colorado businesses are required to charge you sales tax. In these instances, only request reimbursement of the pre-tax amount. (Alternately, use the OneCard and provide tax exempt documentation to the vendor.)