Modifying Expense Reports

Navigation route:  NavBar > Navigator > Travel and Expenses > Expense Reports > Create/Modify

1. The Expense Report search page displays. 

2. Select the Find an Existing Value tab.

3. The Find an Existing Value tab displays. Enter a Search Criteria, you can search by your Empl ID (ctcLink ID), or the Report ID if you know it.

4. Select the Search button. 

5. The Search Results display. If you have multiple Expense Report forms, select the one you want to continue working on/ revise by clicking on any of the hyperlinks. If you only have one Expense Report in the system the form will open up when you click Search.

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6. The Modify Expense Report page displays. 

7. If you are modifying the budget, expand the Accounting Details to expose the ChartFields

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A full budget contains:

Oper Unit: Always 7190.

Account: The Account is a seven-digit number previously referred to as a Sub Object, this value will default automatically based on the Expense Type you select. A lot of the ones in the system default into a travel-related Account, for this reason, please use the “Common Expense Accounts Used” reference tool in conjunction to ensure your reimbursement is coming out of the appropriate Account.

Fund:

Approp (Appropriation Index): Not all budgets will have an Approp

Dept: By default there will be a Dept code here start with a “9” this is not your budget’s Dept code, please ensure you enter the appropriate code here as well.

Class:

State Purpose: Always N.

Grant budgets will also require:

PC Bus Unit: Always WA190

Project:

Activity:

Please reach out to Budget Services or Travel for assistance in obtaining your budget.

8. Use the Add a New Row [+] icon to create additional lines or the Delete a Row [-] icon to remove lines.

9. Click on Save for Later to save your changes.

10. If you are ready to submit your Expense Report select Summary and Submit to complete the submission.
    1. Select the checkbox to certify that the expenses submitted are accurate and comply with expense policies.
    2. Select Submit Expense Report.

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3. The Expense Report Submit Confirmation page displays.
4. Select OK.

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11. Process complete.