Enter an Employee Expense Report

Enter an Expense Report:
What policies govern Expense Reports?
What does an Expense Report affect?
When is an Expense Report not used?
Who can submit an Expense Report?

Navigation: NUPortal > Financial > Payments tab > Expense Reports > Create a new Expense Report

or Alternate Navigation: NUFinancials > Employee Self Service > Travel and Expense Center > Expense Report > Create

  1. To enter an Expense Report for someone else, click the magnifying glass and select their Employee ID.
  2. Click Add

Graphic of Proxy Access screen

Step 1: Enter General Information header

  1. Enter a brief Description that describes all expenses on this report.
  2. Click drop-down menu and select a Business Purpose.
    • Business Purpose is used to describe the nature of the reimbursement.
    • These are inexact; select the purpose that comes closest.
  3. Optional, in Comment enter additional notes for approvers.
  4. Click Accounting Defaults

Graphic of Expense Report entry screen

Step 2 Accounting Defaults

  1. Enter the chart string this reimbursement will be charged to.
    • Fund and Department are always required.
    • Enter the PC Bus Unit NWUNV before entering Project, Activity, Program or ChartField 1 (if applicable).
    • Account does not appear here; the expense account will automatically be applied when you select the expense types in the next step.
  2. Optional, to add another chart string, click Add ChartField line, enter % percentage and chartstring.
  3. When all chart strings have been entered, click OK to return to the Expense Report.

Graphic of Accoutning Defaults screen

Step 3 Details; Overview Tab

  1. Click drop-down menu to select an Expense Type (non-travel, travel; domestic, or foreign).
    • Expense Type represents the various types of costs incurred with each Expense Type mapping to a specific expense Account chartstring in the ledger.
    • Note: If using Other Expenses you must go to Accounting Details and enter the account you wish to use.
  2. Enter Date expense occurred (per receipt).
  3. Enter total Amount Spent. If this field is not active, information will be entered separately for this expense type.
  4. For a Group Meal click (people icon) to add required information (only appears when applicable, see next page).
  5. Four blank lines appear by default. To add additional expense lines, click Add next to New Expense.

Graphic of Expense Report entry screen

Step 4: Group Meal Attendees (if applicable)

  1. The employee being reimbursed automatically appears on the first line. Enter their Title.
  2. Click + to add a blank row.
  3. Enter the Attendees Name (Last,First), Company (school, employer, etc.), and Title (faculty, staff, etc.).
    • Repeat for each attendee.
    • To remove an unwanted line, click the minus symbol next to that line.
  4. After all Attendees have been entered, click OK to return to the Expense Report.

Grpahic of Group Meal Attendees screen

Step 5: Detail Tab

  1. Enter a Description for each Expense Type.
  2. Click the Non-Reimbursable checkbox for non-reimbursable and pre-paid expenses.
    • These will be removed from the reimbursement total.
    • Be sure to note the reason something is non-reimbursable in the Description.

Graphic of Detail tab

Step 6: Air/Hotel Tab (if applicable)

  1. Enter the Number of Nights stayed in the hotel for that expense line.
    • Hotel stays can be aggregated to one line or broken out for each day.
    • Each unique hotel stayed in must have at least one line.

Graphic of Air/Hotel tab

Step 7: Mileage Tab (if applicable)

  1. Enter the number of Miles driven on that day.
    • This may be a round trip figure.
    • Mileage reimbursement covers fuel, insurance, and vehicle wear and tear; these expenses may not be claimed separately.
    • Mileage must be entered in whole numbers only.
    • The mileage Rate is updated in NUFinancials annually by NU administration based on the Federal Mileage Rate and corresponds to the Expense Date.

Graphic of Mileage tab

Step 8 Attachments

  1. In General Information, click Attachments
    Graphic of Expense Report entry screen
  2. Click Add Attachment
    Graphic of Attachments screen
  3. Click Browse, select file name, and click Open
  4. Click Upload.
    Graphic of Attachments screen
  5. Enter a Description
  6. Click OK
    1. To remove an attachment, you must first Save for Later.
    2. Then, go back to the attachment and click (minus symbol).

Step 9: Save and Budget Check

  1. Click Save For Later You must complete the General Information and enter at least one expense line to save without error.
  2. Click Check Budget
    • Click OK in the corresponding pop up window (not shown).
    • Budget Checking Status will return as Valid or Error.
    • You may only submit an Expense Report with a Valid budget check.
    • Expenses created from Expense Reports will be reflected in budgets as expenses once they are budget checked, even if all approvals have not been processed.
    • Sponsored Project Expenses - F&A will not be applied to these expenses until they have been completely approved.

Graphic of Expense Report entry screen

Step 10: Select Workflow Routing and Submit

  1. Employees with multiple appointments (and their proxies), click the radio (circular) button next to the Appointment/Supervisor where this expense report should route.
  2. Click Submit.
  3. Graphic of Expense Report entry screen
  4. Click OK to the resulting confirmation.

Graphic of Submit Confirmation screen

View the Workflow Sequence (optional)

Graphic of Expense Report entry screen

  1. Click the Report Status link to view the workflow approval path in Approval Status.

Graphic of Approval Status screen

Expense Report Workflow Sequence

  1. Employee Certification (if entered by proxy)
  2. Project (if applicable)
  3. Department (Level 1, 2, 3, as applicable)
  4. ER (Expense Report) Supervisor
  5. ASRSP (if applicable)
  6. Accounts Payable

Appendix A - Multiple Expenses

  1. Enter the Date Range you want to enter expenses for.
  2. Select an expense under the column One Day if it occurred only once during the trip.
  3. Click Continue to return to the expense report.

Graphic of Add Multiple Expenses screen

Appendix B - Expense Types with default Accounts

Effective 1/27/16

Expense Type


Advertising & Promotion


Audio Visual Equipment & Supplies





Computer Equipment & Supplies


Domestic Airfare


Domestic Alcoholic Beverages


Domestic Breakfast


Domestic Dinner


Domestic Hotel/Motel


Domestic Incidentals


Domestic Lunch


Domestic Meal Group


Domestic Per Diem


Domestic Private Auto Mileage


Domestic Public Ground Transport


Domestic Rail


Domestic Rental Vehicle


Domestic Tolls & Parking


Domestic Travel-Mtg & Conf Fees


Domestic University-Owned Vehicle


External Telecom Services
Foodstuffs (non-catered food)

Foreign Airfare


Foreign Alcoholic Beverages


Foreign Breakfast


Foreign Dinner


Foreign Hotel/Motel


Foreign Incidentals


Foreign Lunch


Foreign Meal Group


Foreign Per Diem


Foreign Private Auto Mileage


Foreign Public Ground Transportation


Foreign Rail


Foreign Rental Vehicle


Foreign Tolls & Parking


Foreign Travel-Mtg & Conf Fees


Lab Supplies


Magazine Subscriptions


Mailing and Postage


Maintenance & Repairs


Membership Dues


Moving & Storage


Office Supplies


Other Expenses (*invalid account, must be changed under Accounting Details)



Professional & Consulting Services

Professional Development


Purchased Software

Research Subject Fees


Used for Advances