Related Expense User Guides:
Summary
Expense Items are the transactions that will be included in your Expense Report. See below for instructions on updating Expense Items for credit card charges and manually creating Expense Items for out-of-pocket expenses and to report on International Travel.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Updating Credit Card Transactions
- Creating a Manual Expense Item (Out-of-Pocket or International Travel)
Updating Credit Card Transactions
Fig. 1 IC Finance Cloud home page, Me tab near top of screen, Expenses app in middle of screen under Apps
Purchases made using a Purchasing or Travel Card will be loaded automatically into IC Finance Cloud as Expense Items and will need to be updated by the cardholder or a delegate assigned by the cardholder.
To update Purchasing and Travel Credit Card charges:
1. On the IC Finance Cloud home page, click the Me tab, then click the Expenses app.
2. On the left side of the Travel and Expenses screen, click the Expense (Wallet) icon. A list of outstanding IC purchasing and travel card expenses will be shown a the bottom of the screen. The last four digits of the corresponding card will be shown under the dollar amount for each transaction.
3. Click the Date at the left of the transaction line you would like to update. This will bring up a screen with transaction details. The Date, Expense Location, Amount, and Merchant Name fields will be pre-filled. The Template field should show as IC Travel & Expenses. The Athletic Travel template should only be used by Athletics.
4. Click to choose the appropriate Type of transaction from the dropdown list. You may be prompted for additional information based on the Type you select. For Lodging or Airfare, follow the itemization instructions below.
Lodging and Airfare
If you choose Lodging or Airfare, you will need to use the Itemization section at the bottom of the screen. Click the (Plus) icon next to Itemization to add an item. Fill out the fields that appear. Make sure you use the Authorization field to attach each item to the appropriate Spend Authorization. Click the (Plus) icon at the top of the section again if you need to add more items. The Account field that is normally completed will be greyed out and any information entered there will not be used. The "Personal" checkbox is not implemented, so please do not check this box. Make sure the Remaining Balance total shows as zero before proceeding.
Fig.2 Itemization of Lodging - Plus icon in bottom left corner, additional fields appear. Personal checkboxes should not be marked. Account field in top part of screen will not be used for this expense type. Remaining balance shows on right side of screen and should be zero.
5. In the Attachments box on the right side of the screen, Click the link or click and drag an image file from your computer to attach the receipt for the transaction when required.
RECEIPTS: Please note that all Purchasing card expenses require a receipt. Receipts for travel expenses $30 and under are not required. Different departments may have different regulations on what is required. Contact your department’s Cost Center Manager for reference.
iPhone and Mac Users: Please make sure your receipt images are in .JPEG or .PNG format. Some Apple devices save images in the .HEIC format, which is not compatible with Finance Cloud.
6. In the Description field, enter detailed information about the expense.
Prepaying for Next Fiscal Year
For prepaid expenses for next fiscal year, include in the Description field the full expense account number that will be charged to next fiscal year's budget - this should include a 7000-range operating expense subcode.
7. If the expense is travel-related, Click the + (Plus Sign) icon next to Authorization to select the associated Spend Authorization for this expense. Select the appropriate authorization item from the dropdown list and click OK. If this is a Lodging or Airfare expense, the Authorization field will appear under the Itemization section and needs to be completed for each item. You may skip this step if this is not a travel-related expense.
Spend Authorizations are required for travel-related purchases, including online registration fees.
8. In the Account field, review the account code for accuracy and update if needed. The three-digit department code defaults to the employee HR Cloud assignment. The subcode defaults to an expense type that should match the Spend Authorization, though this may need to be changed. If your subcode does not match the expense line item, a warning will appear. Make sure that the account you are charging has sufficient funds to cover the expense item.
Prepaying for Next Fiscal Year
For prepaid expenses for next fiscal year, change the operating expense subcode to 1613 for travel, or 1610 for non-travel expenses.
9. Some transactions may require additional information. Complete any additional fields marked with an Asterisk (*).
Estimated Miles
Please record your mileage in the Estimated Miles field only once.
If you use a car and have expenses for the Rental and Gasoline charges, enter the actual mileage for the Rental item, and enter a value of 0 for the Gasoline item.
When travelling by air, if you have fees that are charged separately from the actual airfare (e.g. agent fee, baggage), please use the Miscellaneous expense type for these. Only use Air Travel for the actual airfare so that you are only reporting on mileage once.
10. Click the Save and Close button in the top-right corner of the screen.
Creating a Manual Expense Item (Out-of-Pocket or International Travel)
If you make purchases using your own funds, you will need to manually create Expense Items to add to your Expense Report. Create only one Expense Item for each receipt. This item type is also used to report on International Travel (see below).
To create an Expense Item for an out-of-pocket expense:
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On the IC Finance Cloud home page, click the Me tab, then click the Expenses app.
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On the left side of the Travel and Expenses screen, click the Expense (Wallet) icon.
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Click the Create Item button.
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On the Create Expense Item screen, enter the date of the expense in the Date field.
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The Template field should show as IC Travel & Expenses. The Athletic Travel template should only be used by Athletics.
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From the Type dropdown list, select your expense type. Some expense types may require additional information. Please complete any additional fields that appear when selecting an expense type. See below for instructions on the International Travel expense type.
International Travel
Each expense report submitted for international travel should contain one manually created expense item with the Type of International Travel. Selecting this expense Type will prompt you to enter the following information:
- Date - Enter the last date of the trip
- Expense Location - Only the country can be selected for this expense Type.
- Amount - Please enter a dollar amount of 0.00.
- Number of Days - Enter the total number of days travelled. If you are submitting a separate expense report for pre-paid expenses, please enter a 1 in this field.
- Description - Enter the names of cities visited (and countries if visiting multiple countries).
- Employee Attendees - Use the Plus button to add the names of any employees that attended the trip. Add each attendee on their own separate line.
- Non-employee Attendees - Use the Plus button to add the names of any students that attended the trip. Select Student for the Attendee Type. Add each attendee on their own separate line.
You do not need to select an Authorization, an Account number, or attach any documentation to this item Type.
Make sure you are entering only one Expense Item per receipt
Example: If you pay for a hotel bill out of pocket which has itemized charges such as meals and parking, you will still only create one Expense Item with the Lodging type, and use the Itemization section at the bottom of the screen to detail the meals, parking, and any other itemized charges.
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From the Expense Location dropdown list, select the location of the expense. Search and select destination by city if in the United States or select search option to select another country. (NOTE: Your selection will default for any future Expense Items that you create until you make a different selection)
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Enter the dollar amount of the expense in the Amount field. Do Not Change from USD.
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In the Attachments box on the right side of the screen, Click the link or click and drag an image file from your computer to attach the receipt for the transaction when required.
iPhone and Mac Users: Please make sure your receipt images are in .JPEG or .PNG format. Some Apple devices save images in the .HEIC format, which is not compatible with Finance Cloud.
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If you do not have a receipt for an expense requiring a receipt, click the Receipt Missing checkbox. This should be done ONLY if you absolutely cannot find the receipt. If you check this box, a Justification box will appear and you will be required to enter a reason.
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In the Description field, enter a detailed description for the expense.
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Enter the name of the vendor in the Merchant Name field.
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If the expense is travel-related, Click the + (Plus Sign) icon next to Authorization to select the associated Spend Authorization for this expense. Select the appropriate authorization item from the dropdown list and click OK. You may skip this step if this is not a travel-related expense.
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To create additional expenses, click the Create Another button in the top-right corner of the screen and repeat steps 4 through 13.
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When you are done creating Expense Items, click the Save and Close button in the top-right corner of the screen to return to the Travel and Expenses work area.
NOTE: All travel-related Expense Item types and account numbers should match the corresponding Spend Authorization.