Submitting Expenses

Periodically, as defined by your manager or administrator, you must submit your expense entries for approval. Once submitted (and approved), expenses are saved in the database and are available for reimbursement, project cost reporting, analysis and billing.

This topic describes how to submit expense sheets and how to review the status of a submitted sheet.

Warning: Once an expense sheet is submitted, it is no longer available for editing or available to add more expenses.

To submit an expense sheet:

Select the sheet to submit from either the Active or Rejected sheets drop-down lists.
Check that the 'reimbursable' status for each expense is correct.
Click the Submit button on the toolbar.

The submitted sheet is placed in the Submitted/Approved tab.

Notes:

Sheets must be submitted as a whole. Individual expenses from within a sheet cannot be submitted.
When expense sheets are submitted, your name and date range are automatically added to the sheet name. Expense sheet date ranges are based upon the minimum and maximum expense entry dates within each sheet.

To review the status of a submitted expense sheet:

The Submitted/Approved tab is where all submitted expense sheets are located.

The Sheet Status column displays whether the sheet is Approved, Under Review or if it has been categorized as reimbursed within the Administrative views.
Clicking on an expense sheet displays that sheet’s individual entries in the lower pane.
The Owed amount displayed on the tab's label represents the Reimbursable total for all expense sheets that you have not checked as “Received Payment” in the left most column. The Received Payment checkbox is a personal marker and its status is not transferred to the Administrative views.

Tip: You can review the approval paths for submitted time or expenses along with the status of any sheet waiting for approval by clicking the Show Approval Paths button on the toolbar. Note that this function will not be available if disabled by your administrator.