Creating an Expense Report

Purpose: Use this document as a reference for creating a new Expense Report in ctcLink. If you need to create one for travel reimbursement please follow the “Creating an Expense Report for Travel” guide instead. If you had work-related, out-of-pocket expenses you can use this form to request reimbursement.

Audience: Employees seeking reimbursement.

CtcLink is limited in the Expense Types available, so please use the “Common Expense Accounts Used” reference tool in conjunction to ensure your reimbursement comes out of the correct budget account.

The Expense Report is used for ALL employee reimbursements and replaces the A-19/For-Pay forms. Students and non-employees will follow a different process for reimbursement.

Navigation route: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

1. The Expense Report search page displays.

 

2. Select the Add a New Value tab.

 

3. Enter or use the Look Up (search glass icon) tool to select your traveler's Empl ID in the Empl ID field.

Note:  If you are authorized to enter an Expense Report on behalf of someone else you will need to enter their Empl ID at this stage.

4. Select Add.

 

 

5. The Create Expense Report page display.

 

6. Select the Business Purpose from the drop-down menu.

 

7. Enter a Report Description.

 

8. You can leave the Default Location blank, this is used for Travel mostly.

 

9. Leave Reference blank.

 

10. Select the Attachments hyperlink to attach your receipts and other documents. You can only attach one at a time.

11. Under Expenses begin by entering the Date of the expense, or select the Date from the calendar menu.

 

12. Select the appropriate Expense Type from the drop-down menu.
    1. You must have a Transportation ID set up in your profile if you will be claiming mileage reimbursement. A separate guide is available upon request.

 

13. Enter a brief Description.

 

14. Select Employee from the Payment Type drop-down menu.

 

15. Enter the Amount of your expense.
    Note: Amount will be greyed out if the line is for a mileage-based Expense Type. For mileage reimbursement select the Transportation ID from the drop-down menu, enter the amount of Miles, and click Enter or select the Calculate Gross Amount icon (green refresh arrows). The Amount total will populate.

 

16. Billing Type remains Billable.

 

17. To enter your budget code, select the gray arrow next to Accounting Details to expand the field.

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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.

 

18. If the Expense Report needs lines added or removed, select the Add a New Row[+] or Delete a Row[-] icon. Repeat steps 11 - 17 for every new line that is added.

 

19. Select the Save For Later link to Save/Update the new information.

 

20. 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.

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

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Process complete.