Changing requests or reports

You can change the data on a pre-authorization request or expense report as follows.

• Request: At any time until it is fully approved.

• Report: At any time until it is fully approved, unless the form's setup prevents changes to submitted reports. If the form doesn't allow changes after you've submitted, then you can change a report only if you've not yet submitted it, or if it was rejected.

If an approver rejects your request or report, then you will have to make changes to make it suitable for approval.

Note: This applies for any travel expense form that is set up to allow multiple reports. A pre-authorization request that has had at least one report created, but has not had the final report created, shows a status of First Report Created. You can review the request or create a new report based on this request, but you cannot change the request when there is at least one report created for it.

To change a request or report

1. Do one of the following to access either the Edit Pre-Authorization Request or Edit Expense Report screen.

2. When you log in, select Edit a request or Edit an expense report from the Go to dropdown list.

3. From the upper-left corner of any application screen, click Expense > Pre-Authorization > Edit or Expense > Expense Report > Edit.

4. From any pre-authorization request or expense report screen, click either the Edit Pre-Authorization tab or the Edit Expense Report tab.

2. Your request or report with the lowest request/report number automatically opens. If you want to work on a different request or report, you can select it from either the Pre-Authorization Request or Expense Report dropdown list.

3. If your request or report was rejected, then it automatically opens instead of the one with the lowest request/report number. You will see a rejection message at the top of the screen.

1. To the right of this message, click View Details to read the reason that the approver selected for rejecting the request or report, as well as the specific explanation if s/he entered one.

2. When you are finished on the Reject Information screen, click Close to return to the request or report.

4. Make your changes to the request or report.
   
   Hint: On an expense report, you can click below a date to remove the entire date and its associated column data.

5. If you are changing an expense report and need to make changes to any expense distribution data, do the following.

1. Access the Expense Distribution screen for the appropriate cell, date, or category, or for the entire report.

2. The first distribution line is automatically active. To change an additional distribution line, click Edit to the right of the line.

3. Change data as needed, which can include the org9, job number, percentage, or amount.

4. Click Update to the right of the distribution line to apply all of your changes to it.
   
   If you need to undo any changes to a distribution line before you apply them, you can click Cancel to the right of the line.

5. To delete a distribution line, click Delete to the right of the line.

6. When you are finished changing expense distribution data, click OK.

6. Click Save to save your changes to the request or report.

7. When you are ready to submit your request or report, do the following.

1. If you are submitting a travel report for a request that allows multiple reports, then a Close Request check box appears at the bottom of the screen. If this is the final report for this trip, click this check box to close the pre-authorization request on which it is based. Note that you can close the request after you submit the report if you need to.

2. If you are submitting a travel report for a form that is set up to allow multiple reports for one trip, then an Individual Trip check box may appear, depending on your administrator’s settings. Click this check box if this report is for an individual trip, meaning that it is not part of one, larger trip.

3. If a password field appears to the left of the Submit Request or Submit Report button, enter your password here. This is the same password that you use to log in.

4. Click Submit Request or Submit Report.

8. On the Edit Pre-Authorization Request or Edit Expense Report screen, e-xpense displays a message to confirm that you've submitted your request or report.