Working in the Imported Expenses Section
To add imported expenses charged to corporate credit cards or obtained electronically from external travel agencies. The following only applies if your institution uses the manual reconciliation (By TRV) method:
1. Click the New Expenses Lookup/Multiple Expenses lookup icon in the upper right corner of the Imported Expense Detail section.
2. The Historical Travel Expense Lookup opens. This lookup allows you to search for expenses that have been imported into Kuali Financials. You may search based on the expense posting date, the date expenses were imported into the system, expenses from a particular travel company, the location in which the expense was incurred, and/or a trip ID (that is, a TEM document number). You may also search based on whether or not the desired expenses are reimbursable and whether or not they have already been assigned to accounts.
3. Enter search criteria and click the Search button.A list of matching records in table format is returned.
If you are an
arranger, payment records for all users who have delegated authority to you to
create their TEM documents are listed.
4. Choose expenses to add to your document by checking boxes in the Select? column.
Check boxes are
displayed in the Select? column only
for unassigned payments.
5. Click the Return Selected button.
The selected expense(s) is returned to the Imported Expenses tab. Once the document is fully approved, the expense will also display in the Reconciled Expenses sections of the Actual Expenses tab.
If your institution
is using the automatic reconciliation (By TRP) method, the imported expenses
will display only in the Reconciled Expenses tab. Expenses will be automatically
reconciled, if there is a match between the Credit Card File and the Travel
Agency File and the TEM (TA, ENT, RELO or TR without TA) document is fully
approved and the accounts in the file match the accounts on the
document.
A summary row for each imported expense is listed in the Imported Expenses section,.
6. To remove an imported receipt from this document, click the Delete button
Reconciled Expenses
Section