Skip to Knowledge Base content

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.

  • 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.
  • For the first expense item, we will add our Airfare. Select the appropriate date of your trip and choose "Airfare & Bag Fees – Domestic“ from the drop down menu.  If youneed additional guidance on which Expense Type to use, visit the Chart of Accounts page on the WyoCloud website.

  • Complete all the necessary fields, including all required (*) fields:

  • When completing charges for travel, you may find you need to complete the fields below to provide a comprehensive expense item:

Travel Expense Fields

Description

Date

Required. Select the date the expense transaction was incurred.

Type

Required. Identifies the classification of this expense item. For the purposes of this example, we are using “Airfare & Baggage Fees – Domestic”

Expense Location

This field may not always appear. In this example, we are expense airfare – so we will need to complete. Typically, this field should represent the location of where the expense was incurred.

Amount

Required. Enter the total amount of the item being expensed.

Description

Enter the business purpose of the expense line item.

Merchant Name

Required. Enter the merchant name (company) from which the item was purchased.

Departure City

This field may not always appear. For this example, it is required. Input the departure city of your trip.

Arrival City

This field may not always appear. For this example, it is required. Input the arrival city of your trip.

Account

This is not marked as required, but UW will require its completion and accuracy. This field will auto-populate based on expense type. Details around this process can be found below.

Attachments

If an expense item did not come from a p-card and the expense is over $15.00, then a receipt is required. If the expense came from a p-card a receipt is required, no matter the dollar amount.

Accuracy in accounting will be vital to the success and efficiency of WyoCloud in the future. To ensure that you are expensing against the correct accounts, follow the steps below.

  • Once you’ve completed all the required fields when adding an expense line item, make sure your account information is accurate.
  • The Account field 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:

  • Verify all parts of the account string. The system may default to the “999” Expense Class (“Exp Class”). If this is the case, you’ll need to change this to the correct code. Click the drop down arrow to open the Exp Class menu to search for or select the appropriate code.
  • After you’ve ensured all the fields of the account string are correct, you can click the search button to verify the account string.  A valid account string will return results, as seen below:

  • If you have entered an invalid string, the search function will return “No results found.”

sign23

Note: Do not click Reset. Clicking Reset will clear all account information from your expense line item.

  • If for some reason 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.

  • To add an attachment, click the Add icon and the Attachments pop up window will display:

  • The Type and Category fields will default and can be left alone. To add an attachment, simply click on Choose File and attach a file as normally would. Save the attachment by clicking Save and Close.
  • 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:

sign23

When completing an Expense Report, it is necessary to add expense line items for all incurred charges.

This guide and the online training have shown you how to add a Travel expense line item.

Step Three

Entering Per Diem charges will follow a similar process as the one previously described, in addition to providing a required Excel document as an attachment. When entering Per Diem as a part of an Expense Report, follow steps below:

  • Under the Expense Items region, click on the Add (+) icon to add an expense item, as you’ve done previously. The Create Expense Item page will display. Add an expense item for Per Diem. You may idenitfy the item as such by selecting the appropriate per diem choice from the Type field:

Per Diem Fields

Description

Date

Required. For Per Diem, enter the final date of the trip.

Type

Required. Select the appropriate Per Diem type. Once you select this field, more detailed fields will appear for completion.

Expense Location

Select the location in which the Per Diem took place (e.g. CO, United States)

Amount

Required. Enter the total amount of per diem you accrued. For example, a three day trip with a Per Diem rate of $59.00 would be entered as $177.00.

Number of Days

Enter the total amount of days for which you should receive per diem.

Daily Amount

This field will auto-calculate based on what you enter in the Amount and Number of Days fields.

Description

Provide a description of the per diem expense.

Merchant Name

For per diem, this will always be “NA”

Account

This field auto-populates based on the Type selected. Ensure it is accurate prior to submission.

Attachments

Per Diem entries will require an attachment of the Per Diem Calculator Excel document. A screen shot of this document can be viewed below.

  • The Per Diem Calculator Excel file will need to be completed as well. This document can be accessed in WyoGroups – Accounts Payable. A screenshot of this file can be seen below:

*Navigation to find file: WyoWeb > WyoGroups > Administrative Groups > Accounts Payable > Files > Travel

sign23

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

Once complete, select Save and Close.

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.

 

  • Select the Add icon from the Expense Items section.
  • Enter in the requisite information in the Date and Type fields. In this example, the Date will be entered as the final date of your trip. The Type is "Mileage – Domestic".

  • 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

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:

  • Click Itemize to select the appropriate expense category. Then verify all transactional information fields. 
  • Confirm the Account field is correct. Use the search icon to update the account field if needed.
  • Click Add to Report then select the appropriate Expense Report.
  • The p-card transaction will appear as a line item within the expense report. Click the Add icon to add the necssary receipts and/or documentation to ensure proper processing:

  • Make sure to save your expense report by selecting Save in the top right hand corner.
  • After selecting Save, you will be routed back to the Create Expense Report page.
  • Once you are ready to submit, make sure you have clicked the checkbox next to the statement “I have read and I accept the University of Wyoming travel and expense policies.”
  • If you are done adding items to the report, click Submit.
  • A confirmation box will appear confirming your save and submission was successful:

Step Six

  • Should you receive an error when you are trying to submit your expense report, your error message will notify you as to what is missing.
  • Example Error Message:

  • To fix the errors, you will need to select on the expense line item that is missing and then provide the necessary information:

  • Click the Actions drop down and then Edit to go back into the expense item detail page and enter in the missing information:

  • Once all the missing information is filled in, click on Save and Close in the top right corner to go back to the Expense Report page:

Step Seven

  • Once saved and submitted, you can check on the approval status of your expense report by navigating back to the Travel and Expenses work area.
  • Locate the Expense Report area in the header, and click on In Progress to locate the report you wish to view:

  • View the progress specific of a report by clicking on the Numerical Hyperlink to open the expense report:

  • This will open the expense report and detail its approval status.

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 
Was this helpful?
0% helpful - 1 review

Details

Article ID: 32727
Created
Thu 6/29/17 11:04 AM
Modified
Thu 10/19/17 3:59 PM

Files (1)