91Թ

Skip to main content

Evolution@91Թ

Creating Expense Reports

Creating the Report

Expenses Page – Click Create Report

Creating the Report

  • Fill in purpose – e.g., “Flick Lab Get Together”
  • Click “+ Create Item”

Creating the Item

  • Fill in the Date of the event – e.g., “7/29/22”
  • Type – e.g., “Food and Beverage Expense” – after, more boxes will populate

Creating the Item (cont.)

  • Fill in Expense Location – e.g., “United States”
  • Fill in the Amount – number before tip e.g., “47.86”
  • Fill in the Description – e.g., “Lab party to support collegiality and employee morale. Paid with personal CC.”
  • Fill in the Merchant Name – e.g., “Hopdoddy Burger Bar”
  • If there was alcohol – you will have to Itemize – Choose Type “Entertainment/Alcohol” (skip to below)
  • Make sure you have the correct account (COA)** for the Account Box
    • Do not copy and paste a COA with X’s for the type.
      • You can copy and paste the numbers before the group of 4 and the numbers/letters after the group of 4 (6130 in the below example)
      • You could also copy and past the group of 4 into your COA where the X’s are and then copy and paste the whole thing back in the Account
      • If you accidentally have already put the X’s,
    • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
    • For the three letters, most of the time, the default “RES” is correct (research expense), for non-research expenses, you should likely use “ACA”
  • You may or may not need Project Number, Task Number, and Expenditure Organization**

  • Occasionally, you will have to select if the property belongs to the “University” or “Individual”

Creating the Item: Itemizing – only done in rare circumstances

  • Calculate the alcohol amount
  • Fill in Date and Amount
  • Fill in Merchant Name and Description “Hopdoddy Burger Bar” & e.g., “Alcohol portion of bill
  • Make sure you have the correct account (COA)** – follow directions as above
    • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
    • The pictures below are a bit outdated, so the first .0. is now defaulted to “RES” – most of the time, the default “RES” is correct
  • You may or may not need Project Number, Task Number, and Expenditure Organization**
  • Click the “+” button to create a new itemization line
  • Fill in Date, amount, description, cost of non-alcohol portion of the bill, account, etc. as above
  • The remaining Balance on the top right should be 0

**For these steps, it is important to fill in each box, then click outside the box and wait for the next box to populate

Creating the Item: Finishing up

  • Add your receipts (for purchases greater than $75) to the attachments section.
    • Receipts must include:
      • Your Name
      • Last four of the CC used
      • Date
      • Vendor Name
      • Vendor Address
  • All flights must be booked through Concur
  • Add attendee list for parties, meals, get togethers, etc.
  • Select Save and Close

Creating the Report: Finishing up

  • ESI funds: Once everything is complete, email Andy to let him know the report is ready. He will double check the items, double check your remaining ESI balance, and submit on your behalf. After, you will then approve the report via email.
  • If you are submitting on a different funding stream – click the box to indicate you have read the rules, click submit.