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Entering an Expense Report

This guide will cover:

  • How to enter and submit an Expense Report in WyoCloud
  • How to process Procurement Card (p-card) transactions
  • How to check the approval status of your submitted Expense Report

Step One

  • Upon signing in, this home page will display. Click on the Navigator button (the three horizontal lines) in the top left corner:

  • From the Navigator > About Me > 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.

Step Two

Begin the process by creating a new report. 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.

  • To begin, navigate to the top of right of the screen, click Actions to open the drop down menu, then select Create Expense Report:

  • The Create Expense Report page will display:

  • Start by completing the Purpose field. You will see this field is required as it has an asterisk (*) next to it. This field should include or describe the business purpose of the expense report.  
  • To enter your first line item, begin in the Expense Items section and click on the Add (+) icon to add an expense item:

  • Enter the expense date in the Date field.  In the Template drop down, select Expenses.
  • In this example, we will be entering expenses relating to travel, however expense reports should be used for all types of employee reimbursement and p-card accounting.
  • Select the appropriate date of your trip (or transaction) and choose the appropriate Expense Type 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.

  • Once you’ve completed all the required fields when adding an expense line item, you will want to review and update the account information.

  • When purchasing using a General Ledger account, review the Account field.  It will default a value based on the selection you make in the Type field. Click the blue magnifying glass next to the account field to take a more detailed look at the account string. 

    o   No matter if you are purchasing using a General Ledger account or grant, you MUST at minimum update the default Expense Class (999)

  • If purchasing using a grant, the Project Number and associated grant information should be entered in the lower right corner of the screen. Once you select the Project Number & Task Number (should always be 1), the Contract Number and Funding Source should auto-populate.

  • Receipts are required to be attached for all expense items.  Click the plus sign (+) next to attachments to add an attachment.
    • 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.

  • After clicking on the add attachment plus sign, a pop up window will display. To add an attachment, simply click on Browse and attach a file as is customary in many applications. Save the attachment by clicking OK.

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  • After all pertinent information has been entered. Select Save and Close to finish adding the Expense Line Item to your Expense Report.

  • This will return you to the Expense Report page and you will see the newly added line item under the Expense Items region:

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You can add additional expense items by clicking the plus sign (+) under Expense Items and repeating the above steps.

Step Three

Entering Per Diem charges will follow a similar process as the one previously described. In addition, Per Diem requires providing the Per Diem Excel document as an attachment. This can be located on the Procurement and Payable Services WyoGroup.  When entering Per Diem as a part of an Expense Report, follow steps below:

  • Create an expense report and add an expense item following the same steps as other types of expenses. Select the relevant type of Per Diem from the Expense Type drop down.

  • The Per Diem Calculator Excel file will need to be completed. This document can be accessed in the Procurement and Payable Services WyoGroup. 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 to add it to your expense report.

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The University of Wyoming utilizes the US General Services Administration per diem rate calculator.  This calculator can be found online here.

 

Step Four

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

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.

  • For mileage, enter the final date of your trip in the Date field. Select the appropriate mileage option from the Expense Type dropdown.

  • Complete the remaining fields:

Per Diem Fields

Description

Start Date

Required. Enter the beginning date of your trip.

Type

Required. Enter the type of expense. For this 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.

Trip Distance

Required. Enter the total miles for the trip.

Description

Add a short description justifying the trip.

Starting Location

Required. Originating point of the trip.

Destination

Required. Final location of the trip.

Starting Odometer Reading

Not required, but if available please provide.

Attachments

Not required.

License Plate Number

Required. Provide the license plate number of the vehicle used for the trip.

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.

Step Five

Itemizing non-p-card expenses.

Note: This step is only required when itemizing a given transaction to be charged to more than one account and/or grant.  If you do not need to do this you can proceed to step six if processing p-card transactions or seven to complete your expense report.

  • To charge a transaction to multiple funding sources, begin the same as other expense items.  However you will need to select Split Funding from the Type drop down.
  • Input the total Amount of the transaction, Description, Merchant Name and Attach receipt.

  • Click Itemize.

  • Begin by entering the Type for your first funding source, transaction date and amount for that portion. 
  • By selecting the expense type, it will display additional fields.

  • Enter a Description for that portion of the expense.
  • 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 that funding source.  This can be repeated as many times as needed.

  • After all funding sources are added, click Add to Report.

 

Step Six

P-card transactions may also be processed as a part of the Expense Report process.

  • To begin, find the Expense Items tile at the top of the Travel and Expenses page, click Card Charges to display p-card transactions.
  • Select the  p-card entry you wish to add to the expense report that you have created:

  • This will open the P-card Detail screen.
    • If your p-card transaction requires more than one funding source, click Itemize.
    • If the entire transaction should be charged to one account, you can simply update the Account or grant information.

  • Be sure to attach the reciept then click Add to Report to create a new report.  Alternately you can add it to an existing report by clicking the small arrow next to Add to Report and select an in progress report to add it to.

 

Step Seven

  • After you have added all needed expense items, you will submit the report from the Create Expense Report page.

    • Check the box “I have read and I accept the University of Wyoming travel and expense policies.”
    • 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.
    • Click Submit to begin the approval process.

  • A confirmation box will appear confirming your submission was successful, click OK.

You have now completed the steps of how to enter an Expense Report

 

Create An Expense Report: Appendix

When submitting an expense report, you will come across various expense types that function a bit differently than others. The following expense types, including: mileage, per diem, ground transportation and split funding should all be treated in a different manner than other expense types, which is outlined below. For each expense type, the tables below will let you know how to fill out the various fields that accompany each expense type.

Mileage Expense Types

Field

Information to be Populated

Start Date

Start date of travel.

Type

Mileage.

Expense Location

Destination of your trip.

End Date

End date of travel.

Trip Distance

Total number of miles, based on standard map miles.

Reimbursable Amount

Value that you will be reimbursed after clicking the calculate button.

Description

Business purpose of the Trip.

Starting Location

Enter the departure city.

Destination

Enter the destination city.

License Plate Number

Enter the license plate number of the vehicle driven.

Attachments

No attachments are required unless submitted cost comparison to justify mileage against the cost of a flight.

Account

Update chart of accounts based on the funding source.

*Note(s): When adding mileage as an expense item, the system will display the total reimbursable amount as $0 until the mileage is added to an expense report*

Per Diem Expenses

Field

Information to be Populated

Start Date

Start date of travel.

Type

Per Diem.

Expense Location

Specify the location where the expense incurred, or destination city if traveling overnight.

Amount

The value of the Per Diem.

Description

Business purpose of the trip.

Merchant Name

Users should enter their own name, or type N/A.

Attachments

Users will attach the per diem spreadsheet for an explanation of how the per diem rate was determined.

Account

Update chart of accounts based on the funding source.

*Note(s): For the amount value, employees will use the GSA.GOV website to determine per diem rates for the destination city. There is an Excel Per Diem spreadsheet on the WyoWeb group for Accounts Payable. The employee should complete this spreadsheet, being sure to remove any meals provided from another source. The spreadsheet will automatically make adjustments to the first and last day of travel, and will total the per diem for the entirety of the trip. This sheet should be attached to the expense item in WyoCloud Financial Management. The spreadsheet is required for per diem, and hand written calculations will not be accepted*

 

Ground Transportation Expense

Field

Information to be Populated

Date

Date of the expense.

Type

Ground Transportation.

Expense Location

Enter the location where the expense was incurred.

Amount

Enter the transaction amount.

Description

Enter the business purpose of the expense item.

Merchant Name

Enter the merchant name.

Attachments

Attach receipts or invoice.

Account

Update chart of accounts based on the funding source.

Split Funding

Field

Information to be Populated

Start Date

Enter the start date.

Type

“Split Funding” to itemize the transaction (p-card transactions will automatically be set to the p-card category, which also allows itemization).

Expense Location

Enter the city where the transaction occurred.

Amount

Enter the total amount of the transaction.

Itemize

After filling in the amount, the itemize button will be enabled.

Description

Enter the business purpose of the expense item.

Merchant Name

Enter the merchant name.

Attachments

Attach receipts or invoice.

Account

Update chart of accounts based on the funding source.

*Note(s):

  1. The Split Funding option should be used to charge the expense between multiple funding sources, or when a single receipt should be split between multiple categories.
  2. Itemize: After filling in the amount, the itemize button will become clickable. Within the itemization page, select the first expense type for the transaction, and adjust the chart of accounts as needed. To add a second line, select the plus button and select the next category. If paying the same categories, but using different funds, simply select the same category and edit the chart of accounts, or project, as needed. The user can add as many lines as necessary using the same process 
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Article ID: 32727
Created
Thu 6/29/17 11:04 AM
Modified
Mon 4/23/18 4:55 PM

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