UCLA Express is an online travel expense reporting system incorporating the Extensity Expense Reports workflow.  The expense reports created in Express will replace the current Travel Voucher.  Travelers and proxies will create travel Expense Reports (ERs) in Express and route them to the appropriate reviewers.  Expenses charged to your University corporate card will be automatically imported into Express from GE Capital.  Once the expenses charged to your corporate card have been loaded into Express, you can select which items to include in a specific expense report and/or enter travel expenses you incurred using another form of payment.

The web training guide is intended to be used as a supplement to instructor-led training. It is meant for you to use as a reference when entering information in Express. This guide is not designed for self-study (i.e. it does not require the user to enter information or quiz the user on your knowledge of Express or University travel policies) nor does it replace or replicate on-line help available in Express.  However, we have tried to include enough information on the web so that travelers who are unable to attend an instructor-led training class can complete an expense report on the web.

The basic steps in completing an expense report using Express are as follows:

1. Login to your network and connect to the internet.

2. Login to Express.

3. The Universal In-Box will open.

4. Click on the New button to begin entering your travel expenses.

5. The Main Expense report window will appear.

6. Select GE corporate card transactions, or enter the required information in each field on the Main Expense report window and any additional information necessary to explain the expenses.

7. When you have finished, click the done button.

8. Click on submit to route your expense report to the reviewers.

9. Enter the required Reviewers according to your department's procedures.

10. Click exit.

11. Close your browser window.

To use Express, you need to have a basic understanding of the Windows environment.  It is assumed that you can use a mouse, are familiar with the basic Windows elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications.  You should also have a basic understanding of the University's travel expense reporting policies and know how to use a web-browser. 

To access the rest of the training guide beginning with the overview, click here or take a look at the list below if you are looking for information on a specific topic:

• I have never used Express and need a logon ID.  What do I need to do?  Go to Module 1:  User Registration.

• How do I login to Express?  Go to Module 2:   Logging into Express.

• I am a traveler and I just want to know how to enter the information required on an expense report.  Go to Module 3: Creating a Basic Expense Report.

• I am a reviewer and I need to review some expense reports.  Go to Module 4:  Reviewing an Expense Report.

• I am going to be traveling and won't have access to the internet while on my trip and I would like to enter my expenses into Express as I incur them.  Is it possible to complete an expense report offline?  Go to Module 5:  Advanced Functions.

• I need to prepare an expense report for someone else. What do I do?  Go to Module 6:  Managing Proxies.

• I need to reimburse someone for Travel Expenses who is not a UCLA employee.  How do I give them access to Express?  Go to Module 7:  Registering a Non-Employee User.

• I am a department head and I need to know the steps to take to set up workflow in my department.  Go to Module 7:  Designing the Department's Workflow.

• Where can I find information on the terms used in Express?  Go to the Glossary.

• I just want to start entering information and I don't need to read the Training Guide.  Go to the Express Website www.express.ucla.edu.

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