Travel Expense Reports Web Training Guide

Glossary of Terms

The following glossary provides brief definitions of some of the most commonly used terms in Express.

Allocation In some cases an expense line items or expense reports must be charged to more than one FAU (Full Accounting Unit). The expenses can be allocated either by dollar amount or percentage.
Credit Card Import Extensity Expense Reports offers integration with various credit card systems that allow you to access an electronic credit card statement and import credit card transactions into your expense report.
Document Approval When an approving Final Reviewer has either accepted or rejected any line items that contain exceptions to the corporate policy, than the document is ready for approval.
Exception An expense report line-item that is outside of University policy.
Expense Type Expense Types are used to classify your expenses. The University has a number of custom travel Expense Types built into the Expense Reports software. For instance, when you are entering an expense line item for your airfare, you should select the Expense Type "Airfare" to classify your expense line.
Foreign Currency Conversion EXPRESS Expense Reports makes it easy to be reimbursed in your home currency for those expenses incurred in foreign currencies.
Itemization EXPRESS allows you to easily itemize your hotel expenses. By itemizing, you are breaking out all of the detailed daily expenses that may make up your hotel statement.
Log In Window This is the window in which you type your user name and password to access the Extensity Application.
Override A line-item amount that has been adjusted by an approving Final Reviewer.
Personal Documents Folder This is where all of your Extensity Documents will reside once you create or submit them. You can view your Personal Documents folder from the Universal In-Box.
Proxy User Express allows users of EXPRESS applications to identify a co-worker as a "proxy" to create travel expense reports documents on their behalf.  Example: an executive who designates his/her assistant as a "Proxy User" to create Expense Reports on his/her behalf. 
Universal In-Box The Universal In-Box/Application Main Screen is the main screen of the Extensity Application, and the first screen that comes up after you log in. All of the status information related to the approval of your Extensity documents can be found in your Personal Documents folder in the Universal In-Box.
Workflow Workflow refers to the approval route that a University document takes within an organization or the flow your expense report will proceed through after you submit your expense report. Typical workflow for a travel expense report will move from creator - approving Final Reviewer - accounting/finance - payment.
Work Queue
Work Queue Folder		 An approving Final Reviewer's "in-box." This is where all incoming EXPRESS documents requiring review and approval will appear.

 

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