Actual Expenses Section

Travel and Entertainment > Travel and Entertainment Transaction Documents > Common Tabs in TEM Transaction documents > Actual Expenses Tab

Actual Expenses Section

This section allows you to manually enter data for expenses that have not yet been recorded.

Actual Expenses section field definitions

Title	Description
Company Name	Optional. The name of the company used. Enter the name or use the lookup icon to find one. This field is not validated.
Currency Rate	The currency conversion rate to be applied to the amount entered. To view conversion rates, click the Rate Conversion Site link. The FOREIGN_CURRENCY_URL parameter contains the destination URL for the link. You are not constrained by the standard rate, you may enter the rate in effect on the trip date, the rate used by the credit company, or another rate you know to be valid for this receipt.
Expense Amount	Required if this section is used. The monetary amount for this expense. Permissions control who can edit the TEM documents after submission.
Expense Date	Required if this section is used. The date the expense was incurred. Enter the date or select it from the calendar tool. The same expense cannot be claimed on the same day. You can use the Detail Expense tab to further breakout expenses.
Expense Type Code	Required if this section is used. The type of expense incurred. Select the appropriate type from the list. Expenses that can also be claimed in the Per Diem Expense tab cannot also be claimed in the Actual Expenses tab.
Missing Receipt	If a receipt is required for this expense, a check box will display so that you can indicate if the receipt is missing. You will also need to add a note. If the receipt is not available, check the box. If no receipt is required for the expense, the field defaults to “N/A”. If you check this box, you must enter an explanation in the Notes field.
Non-Reimbursable	Indicates whether the amount is reimbursable. If this amount is not reimbursable, check the box. If the expense type is defined as a Pre-Paid Expense in the Expense Type table, the expense is non-reimbursable and will be excluded from the amount due the payee. Non-reimbursable amounts are not included in the accounting line distribution, but they are included in the Total Expenses tab.
Notes	Required if the Missing Receipt box is checked or as defined in the Expense Type Object Code table. Further explanation pertaining to this expense. If notes are required, you can enter the note in either the summary or detail row of the expense.
Receipt Required	Display only. Indicates whether a receipt is required for reimbursement as defined in the Expense Type Object Code Table. Receipts may also be required if the expense exceeds a certain amount. In the event an amount is defined, the receipt required will always show yes, even though it may not be required if the expense is below the allowable amount.
Taxable	Indicates whether the expense is taxable as defined by the Expense Type Object Code table. Only users in the Tax Manager, Travel, Entertainment or Relocation and Moving Manager roles may change the entry in this box. If this box is checked, the document will route to the tax manager.
$US	Display only. Indicates the amount in US dollars.

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