Expense Reports in gov

Expense Reports In Gov-Free PDF

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Expense Type Quick Reference Guide,EXPENSE TYPE PAYMENT TYPE BILLING TYPE. Employee Paid In State Billable or Out of State Billable. Airfare Travel Card Agency Paid,Third Party Paid Third Party Paid. Employee Paid In State Billable or Out of State Billable. Fees Agency Paid Agency Paid,Registration Travel Card Agency Paid. Third Party Paid Third Party Paid, Employee Paid Example Taxi Shuttle Uber Shuttle Bus Toll Roads. In State Billable or Out of State Billable, Ground Fuel Receipts for Rental Vehicles Out of State Rental Vehicles.
Transportation Agency Paid Example Wright Express Card Fuel Purchases Agency Paid. Travel Card Example Train Tickets Long Haul Bus Fair Agency Paid. Third Party Paid Third Party Paid, Employee Paid In State Billable or Out of State Billable. Internet Access Agency Paid Agency Paid,Third Party Paid Third Party Paid. Employee Paid In State Billable or Out of State Billable. Agency Paid Agency Paid,Lodging Hotel,Travel Card Agency Paid. Third Party Paid Third Party Paid, Luggage Employee Paid In State Billable or Out of State Billable. Check Fee Third Party Paid Third Party Paid, Employee Paid In State Billable or Out of State Billable.
Third Party Paid Third Party Paid, Employee Paid In State Billable or Out of State Billable. Parking Tolls,Third Party Paid Third Party Paid,Per Diem Employee Paid In State Billable. In State Third Party Paid Third Party Paid,Per Diem Employee Paid Out of State Billable. Out Of State Third Party Paid Third Party Paid, Employee Paid Example Out of State Rental Out of State Billable. Agency Paid Example Direct Bill Rental Agency Paid. Rental Car, Travel Card Example Out of State Rental Agency Paid.
Third Party Paid Third Party Paid,Payment Type Definition Overview. Employee Paid expenses employee is expected to pay. Agency Paid expenses covered by the agency typically through an invoice or direct. Travel Card expenses paid upfront by agency through the use of the agency travel. card see the P T Card User Guide for a list of allowable and prohibited expenses. Third Party Paid expenses paid directly from a third party. Page 2 of 23,Create Modify,Navigation, NavBar Navigator Employee Self Service Travel and Expenses Expense Reports. Create Modify,Employee Self Service,Travel and Expenses. Expense Reports,Create Modify,Page 3 of 23,Add a New Value. Empl ID Click the Magnifying Glass to,look up the employee for whom you.
want to enter an expense report,Only you and the employees that you. are authorized to enter for will,Select the Employee ID or Name of the. person for it to appear in the field,Click Add to move to the next step. Page 4 of 23,Create Expense Report, This is the new Expense Report for 9 2 There have been some modifications to a few of the sections. Expense Reports are intended to document expenditures related to a travel event for which an. employee is seeking reimbursement This does not include items that are paid by the employee s. agency Documentation may be required to support claims even if they are paid by the employee s. agency or a 3rd party, Any travel policy exceptions must be documented and submitted with the Expense Report.
Dates of Travel must match what was approved on the PeopleSoft Travel Authorization or the State. Form 823 packet,Quick Start An Existing Report You can copy from. another Expense Report, This feature allows you to create an Expense Entries from my Wallet This option is. Report from not to be used,A Template A saved template can be. set and selected,A Travel Authorization You can auto. fill the expense lines and other fields by,linking an approved Travel.
Authorization This quick start option,will hyperlink your approved Travel. Authorization and all supporting,documentation This is the preferred. Edit your expense lines that carried over from,your fully approved Travel Authorization to. reflect actual charges,Ensure you attach the appropriate receipts and. documentation see the chart in Creating a,Blank Expense Report.
Page 5 of 23,Creating a Blank Expense Report, A blank Expense Report can be created without using one of the auto fill options If this option is used. attach a copy of a fully approved State Form 823 or fully approved Travel Authorization Special. requirements are described in the Business Purpose section. To create an Expense Report from a blank report fill out the following. Business Purpose,Business DTA Out of State This Report Description. business purpose is only to be used if,Enter the following Agency Acronym and a. your agency has been approved to,brief description of the purpose of travel. participate in the Delegation of Travel,Authority program Using this Business Reference.
Purpose requires that a fully approved, DTA Travel Authorization and This field is not used Do not enter any value. supporting documentation are into this field,attached You will need to contact your. Default Location,agency s travel department to confirm. participation and requirements Click the Magnifying Glass. Business In State Travel that has, taken place in state without crossing In the Description field enter the destination. state lines Contact your agency s travel location of the travel event. department to confirm internal Click Look Up, Business Out of State Any travel This field is defined by the zip code for the.
event that has crossed state lines destination city The zip code does not need to. Using this Business Purpose while be exact,building a blank Expense Report. After you select the appropriate expense,requires either a fully approved State. location or description it will return to the,Form 823 or a fully approved Travel. Create Expense Report page with the Default,Authorization to be attached If. Location completed,attaching a copy of the fully approved.
Travel Authorization it must show all Attachments,expense lines the full approval chain. and a copy of the Supplemental Attach all supporting documentation for the. Document Attachment Additional travel event and expenses All attachments. documentation attachments may be must be uploaded individually and clearly. required Contact your agency s travel labeled with a description. department to confirm the,requirements,Page 6 of 23. Refer to the Business Purpose for additional Click Browse Locate the files needed. information on Travel Authorization and State for upload and select Open. Form 823 requirements Click Upload,Enter a brief description of the. Prior to attaching files you will need to scan in,attachment in the Description field for. and create a pdf Word doc or picture files of,example Airfare Continue this process.
the documents and receipts needed Your,until all needed files are attached. agency s process for scanning documents is,dependent on the equipment available Please. contact your agency office administrator or IOT,for assistance. Clicking the Attachments hyperlink will take you,to the Expense Report Attachments page. Click Add Attachment,If your trip has,expense of The Required documentation is.
Airfare The final ticketed itinerary showing departure return date time with final pricing. Registration Fee An invoice showing the vendor event and total price paid in full. Rental Vehicle The rental confirmation showing the dates of use and final price. Ground A receipt showing date of expense and amount paid This can include but is not limited to. Transportation cab fare ride share shuttle fuel for rental or State owned vehicles. The lodging folio showing check in departure dates nightly rate taxes charges and total cost. Lodging Hotel A lodging folio is required to claim meal per diem reimbursement. Luggage Check Fee A receipt showing date of expense and amount paid. The shortest route driving directions home or workstation whichever is closest to the point. Mileage of destination, Parking and Tolls A receipt showing the date of expense and amount paid. Denotes documentation is only required if IDOA AOS specifically requests or if it is employee paid. Page 7 of 23,Expense Type, Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type. Payment Type and Billing Type are not,auto filled You will have to manually. select each and ensure they are correct,You are responsible for following all. policies outlined and described in the,most current Financial Management.
Circular This includes policies,regarding reimbursements exceeding. cap amounts based on the fully,approved Travel Authorization or State. A copy of the current Financial,Management Circular can be found on. the IDOA Travel Services webpage at,https www in gov idoa 2459 htm. Contact your agency s travel,department if you have any questions.
Page 8 of 23,Expense Type Ground Transportation, Date Enter the date the expense is incurred Accounting Details. Expense Type Select Ground Transportation Click the Accounting Details dropdown to enter. from the drop down menu accounting information into the Chartfields. Information that has been previously set up will,Description Enter the purpose for the. default to the appropriate lines,NOTE Do not make changes to the GL. Payment Type Use the Expense Type Quick,Unit Bud Ref or Budget Date fields. Reference Guide for Assistance,If accounting defaults have been set up.
Amount Enter the estimated cost of the chartfield information will default. ground transportation for the day being Fields are able to be modified if. claimed needed,If accounting defaults have not been set. Currency This field is set to United States,up enter the required information. Dollars USD If the travel event is outside of,Accounting information is provided by. the United States expenses need to be,Controller Accounting Department or. converted to USD,supervisor based on your agency s.
Billing Type Use the Expense Type Quick structure,Reference Guide for assistance. Click Save for Later after entering each expense, Originating Location City where the travel line to prevent information from being lost. event begins Type the city name and click the,The Expense Report ER will be. magnifying glass to assign a zip code The zip,assigned a Report number after saving. code does not need to be exact,The Report number will display in the.
Location Destination city Type the city name center just above the Default Location. and the magnifying glass to assign a zip code Use this reference number to look up. The zip code does not need to be exact the saved ER if you ever need to stop. entering information and return later,Click the to add an additional expense line. Page 9 of 23,Expense Type Luggage Check Fee, Date Enter the date the expense is incurred Accounting Details. Expense Type Select Luggage Check Fee from Click the Accounting Details dropdown to enter. the drop down menu accounting information into the Chartfields. Information that has been previously set up will,Description Enter the purpose of the charge. default to the appropriate lines,Payment Type Use the Expense Type Quick. NOTE Do not make changes to the GL Unit,Reference Guide for assistance.
Bud Ref or Budget Date fields,Amount Enter the total cost of the luggage. If accounting defaults have been set up,chartfield information will default Fields are. Currency This field is set to United States able to be modified if needed. Dollars USD If the travel event is outside the,If accounting defaults have not been set up. United States expenses need to be converted,enter the required information Accounting. information is provided by Controller, Billing Type Use the Expense Type Quick Accounting Department or supervisor based on.
Reference Guide for assistance your agency s structure. Originating Location City where the travel Click Save for Later after entering each expense. event begins Type the city name and click the line to prevent information from being lost. magnifying glass to assign a zip code The zip,Click the to add an additional expense line. code does not need to be exact,Location Destination city Type the city name. and click the magnifying glass to assign a zip,code The zip code does not need to be exact. Page 10 of 23,Expense Type Mileage, Date Enter the date the mileage was incurred Miles Enter the number of miles based on the. shortest route driving directions from the online, Expense Type Select Mileage from the drop mapping source and click the Calculate Gross.
down menu Amount double arrows button,Description Enter the start and end points for. Accounting Details,miles claimed,Click the Accounting Details dropdown to enter. Payment Type Use the Expense Type Quick,accounting information into the Chartfields. Reference Guide for assistance,Information that has been previously set up will. Amount This will be auto filled based on the default to the appropriate lines. Miles input on a later field,NOTE Do not make changes to the GL.
Currency This field is set to United States Unit Bud Ref or Budget Date fields. Dollars USD If the travel event is outside of If accounting defaults have been set up. the United States expenses need to be chartfield information will default

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