Travel Expense Reports Web Training Guide

Module 5 - Advanced Functions

Module Objectives

At the completion of this module, you should be able to:

• Allocate an expense report by percentage.
• Allocate an expense line item.
• Itemize a hotel expense.
• Import Credit Card transactions.
• Record advance payments such as deposits and registration fees.
• Download the Offline Extensity Web client
• Know how to perform an offline client sync.
• Know how to process an expense report offline.

Allocate an expense report to different FAU's

Express allows travel expense reports to be split by percentage to different FAU's.  To allocate the entire expense report to different FAU's:

1. Click the Multiple Allocation button in the header section of the Expense report window.

   

   The Allocation screen appears.

   

2. Enter the following fields to complete the allocation:

   Field Name	Definition	User Action
   Percentage	Allocation percentage	Enter the percentage value in this field.
   FAU	The FAU (Full Accounting Unit) to which you would like to allocate the expense.	Type, or select, the FAU (Full Accounting Unit) to which you would like to allocate your expense.

   
   

3. Click the Enter button to enter each allocation.

   

4. Repeat steps 2 and 3 until you have finished allocating your travel expenses.  

5. Click the done button to return to expense report window and continue with your expense report.  Note: The "To Be Allocated" amount must be 0% (as shown on the completed screen above) before you can use the Done button to continue.

Allocate an expense report line item

Express also allows travel expense line items to be allocated by percentage or by amount.

1. Select the line item in your expense report that needs to be allocated by either percentage or FAU by clicking on it to highlight the line.

   

2. Click the Multiple Allocation button in the expense line details section of the Expense report window.

   

   The Allocation screen appears.

   

3. Enter the following fields to complete the allocation:

   Field Name	Definition	User Action
   Amount	Allocation Amount	Enter the amount to be allocated in this field if you wish to allocate by amount.
   Percentage	Allocation percentage	Enter the percentage value in this field.
   FAU	The FAU (Full Accounting Unit) to which you would like to allocate the expense.	Type, or select, the FAU (Full Accounting Unit) to which you would like to allocate your expense.

   
   

4. Click the Enter button to enter each allocation.

5. Repeat steps 2 and 3 until you have finished allocating your travel expenses.  

6. Click the done button to return to expense report window and continue with your expense report.  Note: The "To Be Allocated" amount must be $0.00 (as shown on the screen above) before you can use the Done button to continue.

Itemize a hotel expense

Hotel bills usually include charges for the room as well as for meals and other expenses.  These charges must be itemized.  Initially, creating an itemized expense line item for a hotel stay or car rental is the same as entering in any other expense. Use the following instructions to enter your hotel or car rental expense line items. 

1. Create your expense report by entering the header information on your Expense report.  Next either complete the expense line details screen selecting lodging as the expense type or import your credit card transaction for the lodging.  Complete the additional details section including the Payment type, Hotel, City, State, and Reservation Source.  Since a receipt is required, you will also need to click on the Receipt included box.

   

    

2. Click the itemize button to itemize this expense. The following screen appears.  The initial information displayed on this screen comes from the expense report main screen.  It can be changed for each line on the itemizing screen.

   

   Change or enter information in the following fields as needed on the itemizing screen:

   Field Name	Definition	User Action
   Date	The date the expense was incurred.	Change if necessary.
   Amount	The amount of each item.  For lodging, this should be the cost of the room per night.	Enter the amount per line item.
   Expense Type	The expense type field describes the nature of the expense.	As you enter in multiple items to be itemized, you may select additional expense types if necessary.
   FAU	The FAU (Full Accounting Unit) to which you would like to allocate the expense.	Change the FAU as needed.
   Additional Details Fields	These fields will default from the previous screen.	Change as needed.

    

3. When you have finished entering the data associated with the first line item, click the Enter button to enter your first itemized expense.

   

   Tip: If you are entering multiple nights for a hotel stay, or multiple days for car rental, you're only required to enter the expense details once or each recurring expense.

   Click on the expense line item you just entered in the grid in the lower half of the screen to highlight it (as shown above) and then click the copy button . This copies all the hotel expense data from the previous day and advances the date for you.  You may then edit the details of each itemization including the FAU and the FAU allocation.

   Don't forget to click the Enter button for each copied expense item. 

4. Click the done button to return to expense report window and continue with your expense report.  Note: The "To Be Itemized" amount must be $0.00 (as shown on the completed screen below) before you can use the Done button to continue.

   

Other expenses that require itemization include ATM Withdrawals and Accounting for Personal Expenses.

Importing Credit Card Transactions to Create an Expense Report

Travel expenses paid for with your UCLA Corporate card can be imported directly into your expense report and then reimbursed directly to GE Capital so you do not need to write them a check.  

To import expense from your Corporate credit card, you would first complete the header section of your Expense report including the additional information required which is accessed by clicking on the more info button.  Once you have completed all the header information you can begin importing transactions.

1. Click the Charge Card button at the bottom of the Expense report screen to access your transactions.  Note: Credit Card transactions are saved on the server, not your laptop. If you are working offline you will not have access to your transactions.

   

2. The credit card transactions window will open listing your credit card transactions.

   

   Tips for using the Credit Card Window:

   • Click the refresh button  to display your latest corporate card transactions. 

   • To select multiple transactions, hold down the shift key, click the transactions you would like to import. You can also use the ctrl key to select multiple transaction one by one. 

   • To view details on any transaction, click the transaction and click the details button . The Details Window provides information on the purchase, the card used and the merchant.

3. Select the transactions you would like to bring into - "attach" - to the expense report by clicking on them.  Click Attach .

   

   Note: After you click "Attach" the status changes from received to reimbursable. Transactions that have been attached to an expense report will also show the expense report tracking number.

4. Click done to begin the import process.  If you have selected an Expense that may have multiple expense types associated with it such as lodging, the following box will appear to allow you to select the correct expense type.  To change the expense type, you would click on the pull-down arrow and select a different expense type. Click OK to continue.  Note:  If the expense type listed is correct, then just click OK to continue.

   

5. If additional information is required, such as airline ticket numbers, names of guests, or explanations for certain expenses, the system will prompt you to enter this information before the credit card import is complete.

6. Enter any additional expense line items manually as described in the previous section.

7. Click the Done button after you have entered all of your expense items.

8. Select Submit from the popup box to submit your expense report for approval.

Recording Advance Payments

Certain expenses requiring advance payment such as hotel deposits for individuals and registration fees may be reimbursed prior to travel.  These deposits may only be reimbursed if paid using the GE Corporate Card.  Airfare may not be reimbursed prior to travel but you may use the Direct Billing System through the UCLA Travel Center to pay for airline tickets in advance of travel.

To enter a deposit:

1. Import the transaction from the charge card feed.

   

    
2. Change the expense type to Deposit.

   

    
3. Enter the reason for the payment in advance of travel.  Click OK.

   

    

4. Click done and submit your expense report for the deposit.

To account for a deposit:

1. Complete an Expense report for the trip after it has occurred.  Enter the amount of the previously paid deposit as a NEGATIVE AMOUNT for Expense Type "Deposit".

   

    

2. Enter the required information.

   

    

3. Link the expense report for the actual expenses to the expense report for the deposit by clicking on the references button on the expense report screen.

     

4. The documents association window will pop up.

   

    

5. From the list of available documents, select the appropriate document by clicking on it.  Click on the link button.

    

    
6. The linked document will display in the linked documents list. Click OK to complete the linking process and return to your expense report.

   

    
7. Enter the FULL AMOUNT of all expenses for this trip on the Expense report.

   

    
8. Click done and submit your expense report.

Working Offline

As a traveler, it is critical to have a time and expense application that can be used offline, on an airplane or in your hotel room. Express provides this flexibility with its offline client.  Note:  Working Offline is recommended for advanced users only if you must enter expenses while off site.  We strongly recommend that you access the Express website and work on-line if at all possible.

Downloading the Offline Web Client

Offline Client Sync

The offline function is currently not available.

Before you use your offline client you must perform an "offline client sync" while you are connected to the application server.  To perform an offline client sync:

1. You must be logged-in to your department's network.

2. Select "Offline Client Sync" from the Extensity program group.  The Extensity Login window appears.

   

3. Login to Extensity using your Express user ID and password.  Click .

   When the offline client sync screen appears, a status window flashes on the screen. This status window displays the status of the data being sent and received by your computer.

   

4. Once the sync is complete, exit the application.  Now you're ready to perform offline transactions.

The Offline Client Sync ensures that your offline client contains all of the latest business rules from the main extensity database. If you are working offline over an extended period of time, an offline client sync should be performed every few weeks to ensure you are working with the latest version of the University's Extensity configuration. 

Limitations while working in the Offline Client:

• The Offline Client Sync will not pull your unfinished Extensity Expense Report documents from the database and store them in your Universal In-Box.  

• When you log into the Extensity Offline Client you will not see Expense Report documents that are in progress.  

• You will not be able to submit Extensity documents while you are working in offline mode. Once you connect to the company network and launch the standard Online Extensity Client, you will be prompted to send your documents in progress to the database. If you wish to continue editing your offline documents in offline mode, do not send these documents to the database when prompted. If you wish to submit the documents, simply log into the Online Extensity Client, select the document you would like to submit and click the button.  

• You are not be able to approve Extensity documents while you are offline. Approval can only be performed while you are working online.

To process an offline expense report: 

1. Select "Offline Client" from the Extensity Application Group.
2. Log in to the Offline Client as you would the Online Client using your Express User Name and Password.
3. Once you have logged in, you may create a new expense report.
4. When you have completed your offline expense report, click done , and select "Keep it - I'll work on it later".
5. When you return to the office and connect to the network, or dial up from your hotel room you can connect to Express and submit your offline expense reports.

You have reached the end of Module 5. Click the left arrow to return to the previous module. Click on the right arrow to continue on with the next module. Make a selection from the Table of Contents on the left. Go to the Express website http://www.express.ucla.edu. If you wish to exit, close your browser.