{"id":3060,"date":"2024-11-23T21:30:40","date_gmt":"2024-11-23T21:30:40","guid":{"rendered":"https:\/\/www.vanderbilt.edu\/evolution\/?page_id=3060"},"modified":"2026-04-28T18:29:01","modified_gmt":"2026-04-28T18:29:01","slug":"creating-expense-reports","status":"publish","type":"page","link":"https:\/\/www.vanderbilt.edu\/evolution\/creating-expense-reports\/","title":{"rendered":"Creating Expense Reports"},"content":{"rendered":"<h2>Creating the Report<\/h2>\n<p>Expenses Page &#8211; Click Create Report<\/p>\n<p><img loading=\"lazy\" class=\"wp-image-3061 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1.png\" alt=\"\" width=\"1234\" height=\"671\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1.png 2145w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-300x163.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-1024x557.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-768x418.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-1536x836.png 1536w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-2048x1114.png 2048w\" sizes=\"(max-width: 1234px) 100vw, 1234px\" \/><\/p>\n<h3>Creating the Report<\/h3>\n<ul>\n<li>Fill in purpose \u2013 e.g., \u201cFlick Lab Get Together\u201d<\/li>\n<li>Click \u201c+ Create Item\u201d<\/li>\n<\/ul>\n<p><img loading=\"lazy\" class=\" wp-image-3062 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2.png\" alt=\"\" width=\"1262\" height=\"686\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2.png 2145w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-300x163.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-1024x557.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-768x418.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-1536x836.png 1536w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-2048x1114.png 2048w\" sizes=\"(max-width: 1262px) 100vw, 1262px\" \/><\/p>\n<h3>Creating the Item<\/h3>\n<ul>\n<li>Fill in the Date of the event \u2013 e.g., \u201c7\/29\/22\u201d<\/li>\n<li>Type \u2013 e.g., \u201cFood and Beverage Expense\u201d \u2013 after, more boxes will populate<\/li>\n<\/ul>\n<p><img loading=\"lazy\" class=\"size-full wp-image-3063 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3.png\" alt=\"\" width=\"624\" height=\"312\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3.png 624w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3-300x150.png 300w\" sizes=\"(max-width: 624px) 100vw, 624px\" \/><\/p>\n<h3>Creating the Item (cont.)<\/h3>\n<ul>\n<li>Fill in Expense Location \u2013 e.g., \u201cUnited States\u201d<\/li>\n<li>Fill in the Amount \u2013 number before tip e.g., \u201c47.86\u201d<\/li>\n<li>Fill in the Description \u2013 e.g., \u201cLab party to support collegiality and employee morale. Paid with personal CC.\u201d<\/li>\n<li>Fill in the Merchant Name \u2013 e.g., \u201cHopdoddy Burger Bar\u201d<\/li>\n<li>If there was alcohol &#8211; you will have to Itemize \u2013 Choose Type \u201cEntertainment\/Alcohol\u201d (skip to below)<\/li>\n<li>Make sure you have the correct account (COA)** for the Account Box\n<ul>\n<li><strong>Do not copy and paste a COA with X&#8217;s for the type.<\/strong>\n<ul>\n<li><em>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)<\/em><\/li>\n<li><em>You could also copy and past the group of 4 into your COA where the X&#8217;s are and then copy and paste the whole thing back in the Account<\/em><\/li>\n<li>If you accidentally have already put the X&#8217;s, <a href=\"https:\/\/cdn.vanderbilt.edu\/vu-sub\/wp-content\/uploads\/sites\/291\/2024\/11\/07201229\/Expense_Type_Acct_Mapping.pdf\">here is a link to expense types.<\/a><\/li>\n<\/ul>\n<\/li>\n<li>The four numbers in the middle are generated by the &#8220;Type&#8221; from Oracle &#8211; <strong>do not change these<\/strong><\/li>\n<li>For the three letters, most of the time, the default &#8220;RES&#8221; is correct (research expense), for non-research expenses, you should likely use &#8220;ACA&#8221;<\/li>\n<\/ul>\n<\/li>\n<li>You may or may not need Project Number, Task Number, and Expenditure Organization**<\/li>\n<\/ul>\n<p><a href=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-3810\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png\" alt=\"\" width=\"1902\" height=\"835\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png 1902w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-300x132.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-1024x450.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-768x337.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-1536x674.png 1536w\" sizes=\"(max-width: 1902px) 100vw, 1902px\" \/><\/a><\/p>\n<ul>\n<li>Occasionally, you will have to select if the property belongs to the &#8220;University&#8221; or &#8220;Individual&#8221;<\/li>\n<\/ul>\n<h3>Creating the Item: Itemizing &#8211; only done in rare circumstances<\/h3>\n<ul>\n<li>Calculate the alcohol amount<\/li>\n<li>Fill in Date and Amount<\/li>\n<li>Fill in Merchant Name and Description \u201cHopdoddy Burger Bar\u201d &amp; e.g., \u201cAlcohol portion of bill<\/li>\n<li>Make sure you have the correct account (COA)** &#8211; follow directions as above\n<ul>\n<li>The four numbers in the middle are generated by the &#8220;Type&#8221; from Oracle &#8211; do not change these<\/li>\n<li>The pictures below are a bit outdated, so the first .0. is now defaulted to &#8220;RES&#8221; &#8211; most of the time, the default &#8220;RES&#8221; is correct<\/li>\n<\/ul>\n<\/li>\n<li>You may or may not need Project Number, Task Number, and Expenditure Organization**<\/li>\n<li>Click the &#8220;+&#8221; button to create a new itemization line<\/li>\n<li>Fill in Date, amount, description, cost of non-alcohol portion of the bill, account, etc. as above<\/li>\n<li>The remaining Balance on the top right should be 0<\/li>\n<\/ul>\n<p>**For these steps, it is important to fill in each box, then click outside the box and wait for the next box to populate<\/p>\n<h3>Creating the Item: Finishing up<\/h3>\n<ul>\n<li>Add your receipts (for purchases greater than $75) to the attachments section.\n<ul>\n<li><strong>Receipts must include:<\/strong>\n<ul>\n<li>Your Name<\/li>\n<li>Last four of the CC used<\/li>\n<li>Date<\/li>\n<li>Vendor Name<\/li>\n<li>Vendor Address<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>All flights must be booked through Concur<\/li>\n<li>Add attendee list for parties, meals, get togethers, etc.<\/li>\n<li>Select Save and Close<\/li>\n<\/ul>\n<h3>Creating the Report: Finishing up<\/h3>\n<ul>\n<li><strong>ESI funds:<\/strong> 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.<\/li>\n<li>If you are submitting on a different funding stream &#8211; click the box to indicate you have read the rules, click submit.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Creating the Report Expenses Page &#8211; Click Create Report Creating the Report Fill in purpose \u2013 e.g., \u201cFlick Lab Get Together\u201d Click \u201c+ Create Item\u201d Creating the Item Fill in the Date of the event \u2013 e.g., \u201c7\/29\/22\u201d Type \u2013 e.g., \u201cFood and Beverage Expense\u201d \u2013 after, more boxes will populate Creating the Item (cont.)&#8230;<\/p>\n","protected":false},"author":2421,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page_vunetid.php","meta":{"spay_email":""},"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v18.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.vanderbilt.edu\/evolution\/creating-expense-reports\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Creating Expense Reports - Evolution@91勛圖厙\" \/>\n<meta property=\"og:description\" content=\"Creating the Report Expenses Page &#8211; 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