You can create new pre-authorization requests and expense reports for any employee whose expenses you are authorized to enter. You can also open a request or report that one of your employees has already created and make changes to it if necessary. In turn, employees can modify requests and reports that you create for them as a group expense keeper. The system may send an email about your expense entry to the employee, depending on your administrator's settings.
Follow these instructions to enter a pre-authorization request or an expense report in mass entry for the employee you selected.
Note: The Edit Pre-Authorization Request or Edit Expense Report screen looks exactly the same as it would if the employee him/herself had logged into e-xpense, except that it displays the employee's name and ID above the tabs, and it has a Finish Mass Entry button instead of a Submit button.
To enter a request or report in mass entry
To begin entering expenses for the employee, do one of the following from the Create Pre-Authorization Request or Create Expense Report screen.
To create a new request, click Create to the left of the form.
To change an existing request, click the Edit Pre-Authorization tab. If the request that you want to change does not automatically appear, select it from the Pre-Authorization Request dropdown list.
To create a report for an approved request, find the request in the upper list, then click Create to the left of the request.
To create a report from a form that does not require a pre-authorization, find the form in the lower list, then click Create to the left of the form.
To change a report, click the Edit Expense Report tab. If the report that you want to change does not automatically appear, select it from the Expense Report dropdown list.
From the Edit Pre-Authorization Request or Edit Expense Report screen, follow your company’s normal procedure for entering the employee’s expenses. See one of the following topics for details.
When you are finished making entries to the request or report, first indicate to whom you want to send it. Select one of the following options from the Send to dropdown list.
The employee's name if the employee is required to review the request or report before s/he submits it to approvers.
Approvers to send the request or report directly to approvers if no review by the employee is required.
A Close Request check box appears to the right of the Send to dropdown list if you are entering a travel report for a request that is set up to allow multiple reports. Click Close Request to indicate that this is the final report for the trip, closing the request on which the report is based. If you do not click Close Request, then it is up to the employee to close the request if this is the final report for the trip.
To finishing sending the request or report to the employee or approvers, click Finish Mass Entry. e-xpense returns you to the Mass Enter Expenses screen.
From there, you can select an employee for mass entry. If you entered an org9 on this screen, then it still appears, and if you retrieved multiple employees for an org9, then the list is still available for you to select from without having to perform another search.