Entering an Expense Report

This guide will cover:

 

Information

This guide covers Expense Reports that are submitted for: 1) Personal reimbursement of travel-related or business-related expenses and 2) P-Card transactions.

The Expense Report Processing Business Process Guide is a reference tool to assist campus personnel in understanding the university’s Expense-Related processes. It is found on the Financial Affairs website>Policies and Reference Material>Procurement and Payment Services>Payment Services.

 

Step One

  • Upon accessing WyoCloud from WyoWeb, this home page will display. Click on the Navigator button (the three horizontal lines) in the top left corner to access Expenses.

  • First click My Profile to expand, then select Expenses.

  • The Travel and Expenses page will display.

  • If you are submitting an expense report on behalf of someone who has delegated this access to you, you will see a drop down menu next to Travel and Expenses.   You will first select this employee’s name from this drop down menu.

  • If you would like to assign someone as your delegate, please see Manage Delegates for Expense Report Submission.

 

Step Two

For personal reimbursements, begin the process by creating a new expense item.  In this guide, we will be expensing items related to Travel; however, the same process can also be used for any type of employee reimbursement.

  • From the middle of the page, click on + Create Item.

  • The Create Expense Item page will display.

 

Step Three

Complete the required fields for the expense type.

If you are creating an expense item for Per Diem or Mileage, or if the expense item will need to be itemized, see the Appendix section.

  • Start by completing the appropriate Date (1) for the expense item (transaction or trip). This field is required denoted by the asterisk (*) next to it.  You must enter the date for the next field Type to populate expense types. Choose the appropriate Expense Type (2) from the drop-down menu.

  • Complete all the necessary fields, including all required (*) fields.  Note, some fields may vary depending on the Expense Type selected. The example below will show all fields for Airfare & Bag Fees.

  • Amount – Amount to be reimbursed for expense item

  • Attachment – You must include an attachment providing proof of expense and it is recommended to attach in the order the fields are shown on the screen (i.e., attach a receipt after you’ve completed the Amount field and before you fill in the Description and Merchant Name).  Otherwise, be sure the Merchant Name or any other field does not reset to blank if you add the attachment at the end.

    • Receipts are required to be attached for all expense items. You can drag and drop the file into the dotted box or click the text “Drag files here or click to add attachment” then select Add File.

  • In the rare event you are missing a receipt, you must check the Receipt Missing box.  You will be required to provide justification as to why you are unable to provide a receipt.

  • Description – Include detailed description of the expense and business purpose

  • Merchant Name – Merchant name the original expense was paid to

  • Passenger Name – For airfare and bags only, include the passenger name the expense relates to

  • Departure City – For airfare and bags only, include departure city of flight

  • Arrival City – For airfare and bags only, include the arrival city of flight

  • To review and update the account information, click the blue magnifying glass next to the Account field to take a more detailed look at the account string. You MUST at minimum always update expense class 999 for EACH expense item.

  • A pop-up window will display with each chart of account segment.

  • Review that the Account value that auto populates corresponds with the expense item you selected from the Type field dropdown.  If the selection you made in the Type field is not similar (i.e., airfare corresponds to travel) use the Expense Item Natural Account Codes Crosswalk to verify what the Account value should be and change the account value segment. This crosswalk is available on the Financial Affairs Website > Chart of Accounts > Expense Item Natural Account Codes Crosswalk

  • If charging to a grant, the Project Number and associated POET information should be entered in the lower right corner of the screen. The Account should reflect the account the project is held in.  Verify the account for accuracy and update the expense class 999.  

  • After all pertinent information has been entered, select Save and Close if you are done with all expense items you need reimbursed for. If you have additional expense items to create for reimbursement you can create another expense item by clicking Create Another and follow the same steps from above. When you have created all expense items, click Save and Close on your last item.

  • After selecting an option from above, some users may see an additional pop-up screen if the system detects the expense item just created is a duplicate of another expense item (either recently created or submitted on a prior expense report).  Users have the option to keep both expenses or to delete an expense item. After selecting an option, you’ll be returned to the screen based on your selection at the top

Example 1:

Example 2:

  • This will return you to the Travel and Expenses page and you will see the newly added line item under the Available Expense Items region.

  • Some fields on this screen allow you to make changes to the line item directly from this screen.  For example, if you selected the wrong expense type, you can use the drop-down arrow to select the correct one.  Or review the description and make edits. 

  • You may receive the Warning shown below. Click Yes if you want to accept the change.

  • Lastly, you can view attachments or add additional attachments if needed by selecting the paper icon under attachments.  A pop-up window will display with the option to add or review attachments.

 

You can add additional expense items by clicking the + Create Item under Expense Items and repeating the above steps.

 

Step Four

Add expense item(s) to an expense report to submit for approval.

  • Once you’ve added all expense items you wish to submit for personal reimbursement, you need to add the expense items to an expense report. To do this first select all expense items you wish to add to one report.

  • Use the check boxes to the left of the expense item to select all expense items you would like to add to a single expense report.

It is recommended not to mix personal reimbursements and p-card transactions on the same expense report.  A single expense report should include only personal reimbursement lines or only p-card transaction lines.

 

  • Then click the plus sign in the Create Report box.

  • The Create Expense Report page will display.

  • Start by completing the Purpose field.  This field is required donated by the asterisk (*) next to it.  This field should include or describe the business purpose of the expense report.

    • It is recommended the Purpose for expense reports containing personal reimbursements start with the word ‘Reimbursement’ followed by the business purpose description. This helps expedite the process in processing reimbursements for employees.  Example: Reimbursement for travel to XYZ Conference in Salt Lake City, UT for personal development 5/10-5/13/19.

  • If you are missing any information such as a receipt, you may see errors appear under the Expense Items. All errors must be resolved prior to submitting the expense report.

  • Confirm the Payment Method.  The system defaults to Electronic; however, you must have direct deposit for expenses (this is separate from Payroll) set up for this method.  See the Direct Deposit Quick Reference Guide for details.  Alternatively, this drop-down selection can be changed to Check to receive a printed check.

  • Check the box “I have read and accept the corporate travel and expense policies.”

  • Click Submit to begin the approval process.

  • A confirmation box will appear upon returning to the main Travel and Expenses screen confirming your submission.

 

 

Appendix

Table of Contents:

Per Diem

Per Diem Rates are set by the U.S. General Services Administration and are found at http://www.gsa.gov/perdiem; the Meals and Incidentals Expense Breakdown is found at http://www.gsa.gov/mie.  For foreign locations or Alaska, Hawaii and U.S. territories and possessions (OCONUS), see the university’s Travel Policy for additional information.

Meals & Incidentals (M&IE) Breakdown:

  • M&IE Total:  The full daily amount received for a single calendar day of travel when that day is neither the first nor last day of travel.
  • Breakfast, lunch, dinner, incidentals: Separate amounts for meals and incidentals. M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Sometimes meal amounts must be deducted from the report if already paid for (e.g., a conference registration fee paying for a meal).
  • First & last day of travel:  Amount received on the first and last day of travel and equals 75% of total M&IE.

Entering Per Diem charges will follow a similar process as the one previously described in Steps 1 through 4.  In addition, Per Diem requires providing the Per Diem Calculator Spreadsheet as an attachment. This calculator is located here.

When entering Per Diem as an expense item, follow steps below:

  • After selecting + Create Item from the Travel and Expenses homepage, on the Create Expense Item screen, complete the Date field first.

  • Select the relevant type of Per Diem from the Expense Type drop down.

  • The Per Diem Calculator Excel file will need to be completed.  A screenshot of this file can be seen below.

  • The Per Diem Calculator should be attached using the same method as attaching receipts to an expense item.

  • Once all fields are completed on the expense item, click Save and Close or click Create Another if you have additional expense items to create for reimbursement.

  • Then follow Step 4 from above to submit the expense item(s) to go through the approval process.

The University's Travel Policy details Per Diem (M&IE) information pertaining to university travel, as well as overarching policies.

 

Note: Per the Travel Policy, if the travel is being funded by a grant that does not allow for the use of per diem (M&IE), per diem will not be used and expenses will be claimed as actual expenses and a receipt will need to be included when submitting an expense report. See the Policy for details.

 

Mileage

Another commonly used expense type is Mileage.  To enter mileage as a new expense line item, begin as you have in previous examples Step 1 through 2 above.

NOTE: When entering mileage on an expense report, you cannot select split funding as an option.

If you want to itemize mileage, you must add individual lines specific to each account you wish to charge the mileage to.

  • After selecting + Create Item from the Travel and Expenses homepage, on the Create Expense Item screen, complete the necessary fields as indicated; choosing the Type of Mileage from the drop-down list.

  • Complete the remaining fields and Press Calculate to calculate the reimbursable amount. Mileage Rates are derived from the university’s Mileage Reimbursement Rate document found on the Financial Affairs website>Polices and Reference Material>Procurement and Payment Services.

  • Once all fields are completed on the expense item, click Save and Close or click Create Another if you have additional expense items to create for reimbursement.

  • Then follow Step 4 from above to submit the expense item(s) to go through the approval process.

Mileage Field

Description

Start Date

Required. Enter the beginning date of your trip.

Type

Required. Enter the type of expense. For example, we are using "Mileage – Domestic.”

Expense Location

Enter the primary location for this expense. For Mileage, the starting location is typically used.

End Date

Final date of your trip.

Reimbursable Amount

Press Calculate when fields are completed.

Description

Add a short description justifying the trip.

Starting Odometer Reading

Not required, but if available please provide.

Ending Odometer Reading

Not required, but if available please provide.

License Plate Number

Required.

Attachments

No attachments are required.

Starting Location

Required. Originating point of the trip.

Destination

Required. Final location of the trip.

Trip Distance

Enter Number of Miles.

Account

As with previous expense line items, ensure the account string is accurate. Update if necessary.

Project Number

May not be applicable. If the expense can be charged to a project or award, provide the number.

 

Itemizing Expense Items for a Personal or P-Card Transactions

Overview: Itemization is only required when itemizing a given transaction to be charged to more than one account and/or grant OR if the expense item needs to be broken out into multiple expense types (ex. Hotel and Parking). The same concept applies to both personal reimbursements and p-card transactions; however, see how to begin the p-card process in the section below for Processing/Reconciling P-Card Transactions.

Personal Reimbursement

To complete itemization on a Personal Reimbursement expense item, begin as you have in previous examples Step 1 through 2 above.

  • After selecting + Create Item from the Travel and Expenses homepage, on the Create Expense Item screen:

    • Complete the Date field first and select Split Funding from the Expense Type drop down.

    • Input the total amount of the transaction, Description, and Merchant Name.

    • Add Attachment.

  • Within the itemization section, begin by entering the Type for your first funding source, transaction date and amount for that portion. 

  • Then, complete the Merchant Name and Description information.

  • Update the Account and/or Project POET fields. Be sure at minimum to change the Expense Class from the default (999) in the Account field.

  • If you are charging to a grant, type the Project Number then hit tab to display the Task Number, Contract Number and Funding Source fields.

    • Note: ensure your browser window is fully expanded for the full grant information to display.

  • To add additional funding, click the plus icon (+) and repeat steps to complete the information about the expense item and funding source on the new line.  This can be repeated as many times as needed.

  • After all itemization for funding source or expense type are added, the Remaining Balance should indicate 0.00.

  • Click Save and Close, Create Another or Add to Report if you’ve already created an expense report.

  • Then follow Step 4 from above to submit the expense item(s) to go through the approval process.

 

Processing/Reconciling P-Card Transactions

P-card transactions must also be processed as a part of the Expense Report process. Transactions must be reconciled within 30 days of the transaction posted date or the p-card will be placed on hold.  See the Procurement Card Policy and Procedures Manual for further details regarding the p-card policy located on the Financial Affairs Policies and Reference Materials website under the "Procurement Card Information" heading.

Do not mix personal reimbursements and p-card transactions on the same expense report.  A single expense report should include only personal reimbursement lines or only p-card transaction lines.

  • To begin, find the Expense Items that are labeled as P-Card in the Cash and Credit Card Expense Items list.

  • Select the p-card entry you wish to add to an expense report by clicking on the hyperlinked date.

    • Note: Some details may be entered in the fields provided on this screen, but is recommended to enter into each line to complete all fields so no required fields are missed and the expense class 999 with any other account changes can be completed.

  • This will open the P-Card Detail screen. 

    • Update Type to the correct expense type for the transaction.

      • Include the attachment/receipt in the Attachments field.

    • Complete a full description of the expense item in the Description field.

    • The Merchant name should auto populate for p-card transactions.

    • If the entire transaction should be charged to one account, you can simply update the Account information or POET information.

Itemizing P-Card Transactions

  • If you have multiple expense items available, you can toggle between them using the drop down to the left of Add to Report in the upper right hand side of the screen.

  • Once you are done completing all required information for the p-card transaction(s), click Save and Close to return to the main Travel and Expenses homepage.

After you have completed all information for the p-card transactions you are ready to submit, the next step is to add the p-card transactions to an expense report.

  • From the Travel and Expenses homepage, use the checkboxes to select the p-card transactions you wish to add to one expense report and click on the Create Report icon.

  • The expense report screen will display.  Provide a detailed business purpose in the Purpose field.  

    • It is recommended to begin the Purpose description with “P-Card” followed by the detailed business purpose. Example: P-Card expenses for hosting and office supply purchases.

  • Confirm the Payment Method.  The system defaults to Electronic, however you must have direct deposit for expenses (this is separate from Payroll) set up for this method.  See the Direct Deposit Quick Reference Guide for details. Alternatively, this drop down can be changed to Check to receive a printed check.

  • Check the box “I have read and accept the corporate travel and expense policies.”

  • Click Submit to begin the approval process.

  • A confirmation box will appear upon returning to the main Travel and Expenses screen confirming your submission

 

 

You have now completed the Entering an Expense Report QRG

 

Was this helpful?
0 reviews
Print Article

Details

Article ID: 32727
Created
Thu 6/29/17 11:04 AM
Modified
Mon 2/5/24 2:36 PM

Related Services / Offerings (1)

WyoCloud is the University of Wyoming’s Human Resources and Financial Management principal solution.