Create out-of-pocket expense

Out of pocket expenses must be linked to a requisition, therefore they can only be created from the Travel Request screen.

Note: Out of pocket expenses cannot be unlinked from a requisition in the Transaction Linking & Allocation screen. If the transaction was created and linked to the incorrect requisition, you have to create a copy of the transaction and link that to the correct requisition and manually delete the original transaction. If you do not need to link the transaction to another requisition, then delete the incorrect transaction straightaway.

1. Click Home.
2. Under the menu heading Travel Request, click Statement - your name.
3. Select the requisition the out-of-pocket expense is for.

   The Travel Request & Expenses screen will display.

4. Click Out of Pocket Expense: Create New Item on the top-right hand side of the screen.

   The Out of Pocket Expense: Create New Item dialogue box appears.

5. Complete all the fields using the following descriptions:
   • Description. The name of the expense item as it will appear on your cash statement summary.
   • Date. The date the expense was incurred.
   • Source Country. Select the country where you made the transaction. This determines whether tax will be applied to the transaction.

     Note: This label may be different in your company setup.

   • Source Province/State. Select the province or state where you made the transaction. Depending on the Spend Wizard you select later, this may restrict the tax codes available when you complete your coding information.
   • Billing Currency. Select the currency you require the expense to be reimbursed in. Note: This label may be different in your company setup.
   • Exchange Date. This field will only show if your organization has chosen to enable it, and if the Billing Currency does not match the Source Country. It allows you to enter the date of the exchange rate that should be applied to this expense.
   • Exchange Rate. Depending on the set up of the system for your organization, this field will either self-populate based on the details you have entered in the source and billing currency fields, or you will be required to manually type in the exchange rate to be applied. This field appears if the Billing Currency does not match the Source Country.
6. Click Save.

   The Expenses tab of the Out of Pocket Expense: Details window appears, from which you must select the option that best applies to the expense claim you are creating.

   To view the transactions that are already linked to the requisition, click View Linked Transactions to display the information in another window.

   If you want to view the details you have entered on this window again, you can access them via the Summary tab of the Out of Pocket Expense: Details window. If the transaction is still available for editing, you can change the label and expense date. You can also delete a claim which is still open from this window.

   For control reasons, you cannot change the currencies or foreign exchange details. If you want to change these details, you need to delete this expense claim, and create a new one.

7. You now need to link this out-of-pocket expense to an expense report to submit it for approval.