The Itemize Cost Details screen lets you break down your estimated expenses by categories. The process for itemizing costs is slightly different, depending on whether you are filling out a travel/education request or a materials request. Below we show separate instructions for each.
Hint: If you need to start over on the Itemize Cost Details screen, click Reset. For a materials request, this simply clears all entries. For a travel or education request, clicking Reset clears entries and fills in the per diem rate and number of days, if applicable.
To itemize costs for a travel or education request
From the Edit Pre-Authorization Request screen, click Itemize Cost. The Itemize Cost Details screen appears with a list of expense categories. These can include airfare, auto rental, hotel costs, business meals, and per diem costs. Enter amounts only for the categories that are relevant.
Your administrator may have set up this expense form to default per diem rates. If so, and if you entered a location code and travel dates, then e-xpense fills in the per diem rate for each applicable category in the Cost Per Day/Unit column and the number of days in the No. of Days/Units column. You can make changes to the defaulted rates if you wish. Note that the expense form’s setup determines whether e-xpense defaults rates for lodging, for M&IE categories, or for both.
Enter the amount that you expect to spend per day or unit for the category in the Cost Per Day/Unit column.
Enter the number of days or units for which you plan to incur expenses for the category in the No. of Days/Units column.
If you are entering the number of days for a lodging category, then your entry must be no greater than the number of travel days minus one. For example, if you entered start date 9/21/07 and end date 9/27/07 on the Travel Information screen, then the number of days on the Itemize Cost Details screen must be no greater than 6.
Tab to the Est. Amount column or click in a field for the next category. e-xpense automatically calculates and displays the total estimated amount for the category.
Continue entering amounts and days/units for other categories as needed. As you make entries, e-xpense automatically updates and displays the total estimated costs for the request.
Your administrator may allow additional columns on the Itemize Cost Details screen to let you enter Saturday night stay analysis data.
Click OK. The Edit Pre-Authorization Request screen reappears with the Total Estimated Costs field filled in. The Itemize Cost button image changes to indicate that you have entered itemized cost data.
Note: 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 2 above, these rates do not default, so you have to enter them manually.
To itemize costs for a materials request
From the Edit Pre-Authorization Request screen, click Itemize Cost. The Itemize Cost Details screen appears with a list of expense categories. Enter amounts only for the categories that are relevant.
Enter the price per unit for the category in the Unit Cost column.
Enter the number of units that you plan to purchase for the category in the Units column.
Tab to the Est. Amount column or click in a field for the next category. e-xpense automatically calculates and displays the total estimated amount for the category.
Continue entering prices and units for other categories as needed. As you make entries, e-xpense automatically updates and displays the total estimated costs for the request.
Click OK. The Edit Pre-Authorization Request screen reappears with the Total Estimated Costs field filled in. The Itemize Cost button image changes to indicate that you have entered itemized cost data.