Reviewing employees’ archived expense forms

Your e-xpense administrator periodically exports expense forms to an accounts payable program. When an expense form has already been exported, we say that it is archived.

Once an employee’s expense form is archived, you cannot approve, reject, or change it, but you can still review and print it. The procedure for opening archived expense forms is slightly different from the one for opening current expense forms. The instructions below show you how to review your employees’ archived expenses.

To review employees’ archived expense forms

1. Do one of the following to access the Review Employees' Previous Expense screen.

• From the upper-left corner of any application screen, click Expense > Management > Review Employees' Expense.

• From any e-xpense management screen, click the Review Employees' Expense tab.

2. Follow the sub-steps below to enter criteria for the archived employee expense reports that you want to retrieve. Or, leave all criteria blank to retrieve all archived employee expense reports that you have access to.

1. Select an expense form from the dropdown list.

2. Enter an employee org9 (user-defined label) or a range of org9s. Click to the right of either field to look up org9s.

3. Enter an employee ID or a range of employee IDs. Click to the right of either field to look up employees whose expenses you are authorized to approve.

4. Enter a report number or a range of report numbers.

5. To retrieve expense reports that were created on a specific date or within a range of dates, make entries in the date From and Thru fields. You can enter dates manually. You can also click to the right of either date field to select a date from a calendar.

3. Click Retrieve. e-xpense retrieves expense reports according to the criteria that you entered.

4. Do one of the following, depending on whether you want to review one archived employee report or multiple reports.

3. One report: Click Select to the left of the archived report that you want to review. The View Expense Report screen appears with the report that you selected.

4. Multiple reports: Click the check box to the left of each archived report that you want to review, then click Review Selected. The View Expense Report screen appears with the first listed report among those that you selected.
   
   The order in which the archived reports appear depends on how you sorted the list on the previous screen; by default, it's sorted by employee last name. At any time, you can select from the Previous Expense Report dropdown list to move among the archived reports that you selected to review.

5. The View Expense Report screen shows the expense data that the employee entered in read-only format. Review the data on the main screen, or click the appropriate button to review additional information for a cell or the expense distribution summary for the report.

6. If applicable, you can view the archived pre-authorization request on which this report is based by clicking Review Request. The Pre-Authorization Printable View screen appears, showing the data that the employee entered in read-only format. Scroll to view additional data such as itemized cost details and a list of approvers.

7. Once you have finished reviewing the archived employee expense report, do one of the following, depending on whether you selected to review one report or multiple reports.

5. One report: From the upper-left corner of the screen, click Expense > Management > Review Employees' Expense and repeat from step 2 to retrieve archived employee expense reports matching different criteria. Or, select a different menu option to work on a different area of the application.

6. Multiple reports: Select the next archived employee expense report that you want to review from the Previous Expense Report dropdown list.