Travel Expense Reports Web Training Guide

Module 4 - Reviewing an Expense Report

Module Objectives

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

• View a submitted expense report.
• Accept or reject expense report exceptions.
• Approve an expense report.

Express reviewer's Work Queue

The Express reviewer's Work Queue is where an Express reviewer can find all Express documents that require attention. It is the equivalent of an In-Box. In order to view a submitted Express expense report, simply choose the Work Queue tab, highlight the document you wish review and double click to open the document.

Column	Definition
Queued	This column tells you when the document arrived in the current Activity.
Type	This column lists the type of document.
Total	Total for the expense report document.
Tracking Number	This is the tracking number that Express automatically assigns to each expense report document.  This is a unique number used to reference a document.
A	Availability: Green Dot - you can work on the document. Red Question Mark - you have requested additional information from the owner.  Until the owner submits the document again, you cannot open it. Green Check - you have checked the document out of the work queue and can work on the document.
E	Exceptions column.  If there is a yellow caution marker , that means there are business rule violations associated with this expense report.
O	Overrides column.  If you see a pencil with a red X beside it in this column, it means changes have  been made to the document by an Express reviewer.
Activity	This column tells you where the document currently resides in the approval workflow.  Examples may be Create, Review, Final Review, Receipt Check, Accounting Audit, PAC Export, and Done.
Owner	The employee whose information is entered in the document.
Title	This is the title given to the expense report by the creator.
Created	This is the date the document was created.
Proxy	The name of the proxy user who worked on the document.

Review Screen

There are seven tabs on the Review Screen. Each tab provides the Express reviewer with key data to help make expense report approval decisions.

Note:  Expense reports in need of review and approval cannot be accessed while working off-line.

Handling Exceptions to Policy

The Express reviewer's primary focus is generally on exceptions to the University travel policy. In order to view a submitted expense reports exceptions an Express reviewer selects the exceptions tab.

If the expense report contains any exceptions to University policy, they will appear under the Exceptions Tab. Each Exception needs to be reviewed and either accepted or rejected. The Exceptions Tab is broken down into two sections:

• Business Policy Exceptions Region:  Lists each of the exceptions and the owners explanation, if applicable
• Expense With Exceptions Region:  Lists the expenses that have triggered exceptions.

When you select an expense in the Expense With Exceptions Region it will highlight the corresponding exception in the Business Policy Exceptions Region.

To accept or reject an exception: 

1. Highlight the exception by clicking on it.
2. Click the Accept or Reject button along the bottom of the screen.

Note:  When you reject an expense, there are two different messages that you may receive depending on whether the business policy exception occurred at the line item level or at the expense report level.

• If the policy exception occurred at the expense report level, the following message will appear when you reject the expense:

If you do not want the traveler to receive reimbursement for this expense, you will need do change the amount approved to 0 on the Expense details tab.

• If the policy exception occurred at the expense line level, the following message will appear when you reject the expense:

  

  Clicking yes in this instance will set the amount to 0.

Overriding an Expense Report Line-Item

an Express reviewer has the ability to change the information to a submitted expense report. This is generally known as an "override." an Express reviewer can execute a line-item override by selecting the Details tab.

The details tab gives the Express reviewer more information about the expense line-item. To view detailed information by line-item:

• Highlight the line-item in the Expense Details Region.
• Click the Show Expense Details button towards the bottom of the screen.

The Line Item Details screen will appear allowing the Express reviewer to make changes to the document. The following are examples of changes that can be made:

• Expense Type
• Amount Approved
• FAU

Approving the Expense Report

When the Express reviewer has finished reviewing the expense report and all exceptions have either been approved or rejected, the document is ready for approval.

In order to approve the document and send it along the workflow, the Express reviewer:

1. Clicks the Done button along the bottom of the screen.

2. Selects Approve from the popup box.
    

   Note:  an Express reviewer can also route an expense report to another Express reviewer.  If the person added is already an Express reviewer, they will not receive a copy more than once except for the final Express reviewer.  If the final Express reviewer sends the expense report to another Express reviewer, the expense report will come back to the final Express reviewer for final approval once the added Express reviewer approves it.

You have reached the end of Module 4. 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.