The application you use to file expense reports is called Expenses.  All travel-related spending must be reported via e-Expenses, even if it was paid for using a corporate card or Egencia. This application is also used to obtain a reimbursement when someone spends their own money for something such as parking at the Martinos Center or printing a poster.

• Training: http://pulse.partners.org/services/training_expenses.htm
• Diego will name an RA as his delegate within the system so they can submit expenses for him
  • Diego should log into his PeopleSoft, navigate to financials production->employee self-service->travel and expense center-> Delegate
  • Then he should add you as a delegate by entering in your Partner’s ID

To submit an expense report:

Update is required: some of these instructions are obsolete, because of the new eWallet application. Refer to the training material on the Supply Chain website for the latest procedures.

• First, tape each receipt to plain paper. You can have multiple receipts on a page, but make sure they are all readable. It is good practice to write next to each receipt what it is for, and whether it was paid with the corporate card, personal card, or cash. Labeling isn’t necessary, but it makes things easier for AP, and also for you if you have to look back at old expenses.
• Login to PeopleSoft
• Navigate to Financial Production/Employee Self-Service/ Travel and Expense Center/ Create an Expense Report
• You will need to click the magnifying glass to indicate who you are creating this for (i.e you or Diego)
• Select “blank report”
• The approver is usually Janice, but for the MIC speaker series reimbursements, it is David Olson. Make sure to select the appropriate person. This is done on the top-right of the form.
• Write a description of the event
• Fill out the Expense type, date, amount, payment type, etc (usually local expenses).
• Business purpose is usually general expense
• Fill out location (Boston)
• Click on “*Detail” and provide a more in depth description of the expense. Diego likes to list who he went to dinner with and why for example.
• From “Detail”, select “Accounting Detail” and fill out the appropriate billing information, putting the cost center as the “Project” and “1600” for the GL Unit, and if necessary put “000000” under “Dept”
• Click check expense for errors. If they come up, write a reason in the appropriate box (if the dinner is coming up as too expensive, but it was for 2 people, indicate “dinner was for two people” in the Amount Exceeded row)
• Click submit
• Now upload the pdfs if you have them, or it is okay to fax the receipts with the coverpage of the expense report
• Print the expense report in NON-printable view. This will give you an itemized printout of the expense report which will make it much easier if you have to reference the report in the future.
• Click, printable view and print a copy, make sure the barcode prints properly
• If you are submitting an expense report for a trip Diego took, you keep all of the receipts for the trip in one expense report. You will also have to track down the hotel reservation and the flight booking to include in the faxed documents (even though these are booked through Egencia using a fund number and therefore don’t need to be officially added to the expense report). I usually write on the bottom of the reservations not included in the report, “Booked through Egencia using a Fund number, no reimbursement needed”. Finally, you will need to include a print out of the conference schedule, which can usually be found online. This is also included in the fax.
• File the expense report in the appropriate folder for the grant that was used to pay for the travel under the month that the expense report was submitted