Expense Report Information

This guide will cover:

• Navigating to the Transactional Reporting Table of Contents

• Locating the Report on the Table of Contents Dashboard

• Narrowing Down the Report with Prompt Entries

• Exporting and Reviewing the Data in Excel

 

Information

The Expense Report Information key transactional report shows the status of all expense reports which have been created, saved, submitted, or fully processed in WyoCloud. This report can be used to track expense reports to ensure they complete the full approvals process and reach a paid status. It is important to note the following:

1. This report does NOT include expenditure corrections on expense reports.

2. If you search by org code, you will only see expense items that are charged to that organization, which may not be the full amount on the expense report (i.e. if you have two expense items on one report and one is charged to a different org than what is filtered in the prompt, this second item will not appear in this report when filtered).

3. It is recommended you export this report in csv format to be opened in Excel to search by employee name.

 

Step One

Navigating to the Transactional Reporting Table of Contents

• Navigate to WyoCloud and click on the Reporting Table of Contents tile.

Step Two

Locating the Report on the Table of Contents Dashboard

• Under the "Procurement and Accounts Payable" heading on the Table of Contents, click on Expense Report Information.

• The report will open in a new browser tab and will begin to automatically run a list of data for all expense reports and their corresponding status.

 

Step Three

Narrowing Down the Report with Prompt Entries

• You may use the following prompts to narrow the report to only display expense reports relevant to your needs. Note, in most cases you can leave the defaulted “Select Value” in any or all prompts. 

  • Expense Report Number – Expense Report Number (i.e. EXP0006722953).

  • Employee Name – Name of the employee the expense report is for.

  • Preparer – Name of the employee who submitted the expense report.

  • Expense Status – Status of the Expense Report (i.e. Paid, Pending Individual Approval, Pending Manager Approval, Submitted, Withdrawn, Rejected, etc.).

  • Org Code – When filtering by Organization number, the select data will only return expense report line items that have been charged to the selected organization number.

  • Project Number – Project/grant number charged if applicable.

  • Corporate Card – Filter for p-card only expense reports or non-p-card expense reports (Yes = P-Card, No = Non P-Card).

  • Report Submission Date Between – Filter for expense reports submitted between a specific date or date range.

• After selecting desired prompts, click Apply.

 

Note: Make sure to use the appropriate number of filters/prompts to review the expense report information you are trying to gather. Applying too many filters may limit your insight of the pending/posted transactions for that report.

 

Example of not filtering by Organization Number in the Org Code Prompt:

 

Example of filtering by Organization Number in the Org Code Prompt:

 

Step Four

Exporting and Reviewing the Data in Excel

• The options to export and/or print are located at the bottom of the report.

  • It is recommended to export in a CSV file: Export > Data > CSV Format

  • Exporting to csv will allow the user to filter or find expense reports in any of the following columns

• The following columns are included:

  • Organization Code: Organization number

  • Employee Name: Name of the employee the expense report was submitted under

  • Preparer: Name of the employee who submitted the expense report

  • Expense Report Number: Expense report number (note: a single report may appear on the report multiple times if multiple expense items are included on that single report)

  • Corporate Card: A Yes identifies if it is a p-card transaction

  • Report Submission Date: This is the date when the report was submitted for approval.

  • Payment Date: This is the date when the payment was issued for reimbursements. P-Card (Corporate Card) transactions will be blank for the payment date.

  • Expense Report Status:

    • Saved: created but not submitted

    • Submitted: Expense Report expense is submitted

    • Pending Individual Approval: the report is waiting for the user’s approval, frequently because it was initially submitted by a delegate

    • Pending Manager Approval: submitted and waiting for approval prior to continuing to Payment Services. This approval could be the submitter’s manager or cost center approver.

    • Rejected: rejected back to the creator

    • Pending Expense Auditor Approval: waiting for Payment Services to audit

    • Ready for Payment Processing: fully approved and ready for payment

    • Withdrawn: withdrawn from submission

    • Paid: Payment is issued

  • Purpose: Expense Report purpose input at creation

  • Expense Type: Natural account expense description

  • Expense Location: Location where the expenses occur

  • Merchant Name: Company or an individual offering service for items for sale

  • Line Description: Description entered on the transaction line of the expense report at creation

  • Concatenated Segments: Account string the expense was allocated to. A combination of segments that identifies, segregates and categorizes transactional data

  • Project Number: Project number

  • Amount: Amount that an employee claimed for reimbursement or p-card transaction charge.

 

Note: P-Card transactions that have not been added to an expense report will show up in this report as blank in the following columns: Org, Expense Report Number, Report Submission Date, Payment Date, Expense Report Status, Purpose, Line Description, Concatenated Segments, Project and Amount. Please note when filtering by any prompt, these transactions could be excluded. It is recommended you run the Outstanding P-Card Transactions report to view these transactions.

 

You have completed all the steps to run the Expense Report Information report.