Entering additional expense information

You can enter additional information for any cell on the Edit Expense Report screen.

To enter additional information for an expense report

1. If you have not already done so, open the expense report that you wish to enter additional information for.

2. To enter more details for any expense item, click to the right of the cell. Note that the image to the right of the cell appears different——if some additional information entries are required.
   
   When the Expense Detail screen appears, you have a number of options, as described in the steps below. The options that are available depend on your administrator's settings.

3. If the expense is in a different currency from the rest of the report, do the following.

1. Select a foreign currency from the dropdown list.

2. Enter a monetary amount.

3. Enter an exchange rate, or accept the rate that defaults from the foreign currency.

4. Tab or click in a different field. e-xpense fills in the amount for the original currency.

4. Create an expense distribution for the cell.

5. If you see a Per Diem button, you can click it to check the current, approved rates from a government web site. Unlike the rates described in step 9c for entering an expense report, these rates do not default, so you have to enter them manually.

6. If you already entered an amount for this cell on the Edit Expense Report screen, and if you charged over the per diem rate for the cell or if the category is automatically considered unallowable, then the appropriate amount appears in the Unallowable Amount field. You can change the unallowable amount if necessary or enter a new amount if it is not already filled in. The unallowable amount cannot be greater than the amount that you entered for the cell on the Edit Expense Report screen.

7. Enter a non-monetary quantity.

8. Enter the number of attendees.

9. Enter an explanation for the expense.

10. The Expense Type field defaults to Out of Pocket. If you paid for this expense item by another method, select one of the following options from the dropdown list.

• If you paid for the item with a company credit card, select Credit Card. Then, when the Credit Card Vendor field appears, select the vendor for the company credit card that you used to pay for the item. If you paid for multiple items on this report by company credit card, you do not have to select the same credit card vendor for each item.

• If the item was pre-paid by cash, select Cash Advance. Then, when the Cash Transaction Number field appears, you can view the display-only cash advance tracking number that the system automatically sets. e-xpense uses the same transaction number for all cash advance items on the report.

• If the item was pre-paid by check, select Check Advance. Then, when the Check Number field appears, enter the advance check number. e-xpense uses the same check number for all check advance items on the report, so if you change the check number for one item, e-xpense changes it for all items on the report that are pre-paid by check.

Note: You can also use the cash and check advance options to adjust for overpaid advance payments.

11. Click OK when you finish entering data to return to the Edit Expense Report screen. The button image to the right of the cell changes——to indicate that you have entered additional information.