Creating a Travel Expense Report in IExpenses:

When logged into Oracle, this is your list of available responsibilities Select RIT Reimbursement for Travel

Select – Request Expense Reimbursement

Note: To speed-up the process of entering your expense report it is helpful to have your receipts readily available

Creating a Travel Expense Report continued:

Complete all required fields (* Indicates each required field) It is important to clearly state the business purpose of this trip. The field can accommodate up to 240 characters If you traveled alone – Indicate so in the ‘Traveled with’ field Enter any Pro Card Expenses associated with this trip – i.e. Registration Fees. If there are none enter zero dollars

If you answered YES to International Travel you must also complete the Fly America Act filed and enter the currency used for the majority of this trip

Click Next

This screen will only be visible to those travelers that have a PNC Travel card and have charges that can be applied to their travel reimbursement.

If all of the credit card charges can be applied to the travel expense report you are working on then ‘Select All’ or you can click on only those that apply

Click – Next

Verify that the credit card transactions pertain to the travel expense report you are currently working on Since the dates are when the merchant charged the credit card - modify the dates as needed to match your receipts Since airline charges are usually in advance of the actual date of the trip – change the date to coincide with your departure date The Expense Type is based on the merchant MCC code – Please verify that the expense type is correct. If the Expense type is not correct

choose the appropriate type from the pull down menu

Categorizing an Expense as Personal:

Select the Expense Select - Categorize as Personal

o If you chose ‘Personal’ the transaction is not available for future useo If you chose ‘Remove’ the transactions are available for use at a future date

The bottom of your page now displays the expense that is considered personal and not reimbursable

Select –Next There are 3 tabs to choose from:

o Receipt Based Expenseso Per Diem Expenseso Mileage Expenses

Receipt Based Expense Entry Form

Enter the date Receipt amount Select the expense type from the drop down Enter the merchant name

Please Note: You are required to enter the details if you chose Hospitality or Miscellaneous

Per Diem Expense Entry Form

Enter the start date Enter the justification Enter the number of days

Note: If you chose per diem instead of the actual cost of the meals you must chose that option for the entire trip

Mileage Expense Entry Form:

Enter the date Enter the Address – to and from The justification/reason The trip distance Click on Calculate – this will display the reimbursement amount based on the cents per mile

Select – Next if you have entered all of your expenses

Review of Expense Allocations

The department charged is derived from your Payroll record unless the traveler set-up a default expense allocation The expense type determines the object code If needed the account number can be modified on this screen

Select – Next

Summary Expense Report

Attach Scanned Receipts:

Click - Add to attach your receipts

Give your attachment a title – Anything that is meaningful to you Enter a description Click the browse button to locate your scanned copies Click – Open on your desktop to attach the documents Click Apply

A confirmation at the top of the page confirms that the document was successfully attached

The employees reimbursement summary, total cost of trip, pre-paid airfare and Pcard Expenses are located at the top of the summary page

Click – submit