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
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:
This report does NOT include expenditure corrections on expense reports.
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).
It is recommended you export this report in csv format to be opened in Excel to search by employee name.
Under the "Procurement and Accounts Payable" heading on the Table of Contents, click on Expense Report Information.
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Status – Status of the Expense Report (i.e. Paid, Pending Individual Approval, Pending Manager Approval, Submitted, Withdrawn, Rejected, etc.).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.
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
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.