Receiving expense receipts

You can electronically receive receipts for any expense report that has at least one category that requires receipts, as long as the employee has already submitted the report and it hasn’t been rejected. It can be submitted but unapproved, partially approved, fully approved, even archived.

As long as you are an authorized approver, you can acknowledge receiving expense receipts for a report, regardless of your required/optional status or place in the approval hierarchy. Any expense item that requires receipts needs to have receipts acknowledged only by one approver, regardless of how many approvers are required to approve the report.

Follow these instructions to receive expense receipts for your employees.

To receive expense receipts

1. Do one of the following to begin the process of receiving receipts.

• From the upper-left corner of any application screen, click Expense > Management > Receive Expense Receipts. Go to step 2.

• From any e-xpense management screen, click the Receive Expense Receipts tab. Go to step 2.

• From the Approve Expense Report screen, open the expense report. Then, on the View Expense Report screen, click Receive Receipts. The Receive Receipts dialog box opens. Skip to step 5.

2. On the Receive Expense Receipts screen, follow the sub-steps below to enter criteria for the reports that you want to retrieve for receiving receipts. Or, leave all criteria blank to retrieve all employee expense reports that you have access to and that require receipts.

1. Select an expense form from the dropdown list.

2. For the Receipt Received check box, leave it turned off to retrieve expense reports that have at least one item requiring a receipt that has not yet been received. Or, check the box if you want to list expense reports that have had all receipts received.

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

4. 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.

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

6. To retrieve expense reports that were created on a specific date or within a range of dates, make entries in one or both of 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 that require receipts and that meet the criteria you entered.

4. Click Select to the left of the report that you want to receive receipts for. The Receive Receipts dialog box opens with receipt data for the report that you selected.

5. The dialog box lists all expense items for the report that require receipts, sorted by category and then by expense date. If a receipt has already been received for the item, the screen shows the name of the approver who received the receipt and the date when s/he received it. To sort the list by a different column or in a different order, click the column heading.
   
   The dialog box also shows the amount that the employee entered for each expense item as well as the total for all items on the expense report that require receipts.

6. To acknowledge that you have received receipts, place a check to the right of each expense item for which you have received receipts.

7. If you previously indicated that you received expense receipts for an item in error, you can uncheck the item.
   
   Hint: As a shortcut, you can click the check box above the list to check all expense items for this report. From there, you can click OK to receive all expense receipts for the report, or uncheck boxes as needed before clicking OK.

8. Click OK. e-xpense updates receipt data for the expense report according to your selections.

9. e-xpense presents a message to confirm that you have successfully updated receipt data for the report. The screen that this occurs on depends on whether you accessed receipts from the list that you retrieved or directly from the expense report.

• Accessed from the list that you retrieved: e-xpense returns you to the Receive Expense Receipts screen. Repeat from step 4 to receive receipts for a different expense report that you have already retrieved. Or, repeat from step 2 to retrieve reports matching different criteria.

• Accessed directly from the expense report: e-xpense returns you to the View Expense Report screen. From here, you can approve the expense report if you have not already done so.

See also

Reviewing whether receipts have been received for expense reports