Tips:

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

Account

Advertising & Promotion

75150

Audio Visual Equipment & Supplies

73310

Books

73910

Catering
76725

Computer Equipment & Supplies

73075

Domestic Airfare

76765

Domestic Alcoholic Beverages

76769

Domestic Breakfast

76767

Domestic Dinner

76767

Domestic Hotel/Motel

76766

Domestic Incidentals

76767

Domestic Lunch

76767

Domestic Meal Group

76768

Domestic Per Diem

76767

Domestic Private Auto Mileage

76765

Domestic Public Ground Transport

76765

Domestic Rail

76765

Domestic Rental Vehicle

76765

Domestic Tolls & Parking

76765

Domestic Travel-Mtg & Conf Fees

76777

Domestic University-Owned Vehicle

76765

External Telecom Services
76960
Foodstuffs (non-catered food)
76725

Foreign Airfare

76770

Foreign Alcoholic Beverages

76774

Foreign Breakfast

76772

Foreign Dinner

76772

Foreign Hotel/Motel

76771

Foreign Incidentals

76772

Foreign Lunch

76772

Foreign Meal Group

76773

Foreign Per Diem

76772

Foreign Private Auto Mileage

76770

Foreign Public Ground Transportation

76770

Foreign Rail

76770

Foreign Rental Vehicle

76770

Foreign Tolls & Parking

76770

Foreign Travel-Mtg & Conf Fees

76778

Lab Supplies

73475

Magazine Subscriptions

73920

Mailing and Postage

75520

Maintenance & Repairs

75440

Membership Dues

75030

Moving & Storage

75852

Office Supplies

73010

Other Expenses (*invalid account, must be changed under Accounting Details)
73005*

Printing

75130

Professional & Consulting Services
75010

Professional Development

76730

Purchased Software
73100

Research Subject Fees

78660

Used for Advances

76765