Entering additional expense details

To enter more details for any expense item on the Edit Expense Report screen, click to the right of the cell. The Expense Detail screen shown below appears.

This topic describes only the most common fields. Other fields that your administrator may select to appear for the category's cells include a non-monetary quantity and the number of attendees.

This item...	Is for this purpose...
Instructions icon New!	To view on-screen instructions for entering expense details, you can either click the icon to open a popup window, or hover your cursor over it to view the tool tip. Other screens that require extensive on-screen instructions also use this icon.
Date Category	This shows you the date and category of the cell for which you are entering additional information.
Foreign Currency Amount Exchange Rate Original Currency Amount	If the expense is in a different currency from the rest of the report, then you can enter foreign currency information here: Select a foreign currency from the dropdown list. Enter a monetary amount. Enter an exchange rate, or accept the rate that defaults from the foreign currency. Tab or click in a different field. e-xpense fills in the amount for the original currency. Prior to this version, the calculation was not automatic; you had to click a Calculate button.
	Click here to enter an expense distribution for the cell. The button changes to green with a dollar sign ($) when you enter at least one distribution for the cell.
Per Diem	If your administrator's settings allow the Per Diem button to appear, you can click it to check the current, approved rates from a government web site. These rates do not default, so you have to enter them manually.
Unallowable Amount	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.
Explanation	You can enter an additional explanation for the expense.
Expense Type New!	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 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. 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.
OK Cancel	Click OK to save your expense details and return to the Edit Expense Report screen. To exit the screen without saving any entries that you made since opening it, click Cancel.