Frequently Asked Questions(FAQ)
Expand/Collapse e-timecard
Expand/Collapse e-xpense

Login

  •  Question: What are the browser requirements for using e-timecard?
         Answer: To access e-timecard via the Internet, you must have either Internet Explorer 8.0 and above or Firefox 18.0 and above. You also need to disable pop-up blocking for the e-timecard website, and you must have JavaScript enabled.   Back to Index

  •  Question: Why won't e-timecard accept my new password?
         Answer: For Division 16/1P/22 employees who utilize the eT&E timekeeping system, the password selected for w3id must also be accepted by the eT&E timekeeping system, since eT&E uses IBM w3 credentials to gain access to employees electronic timesheets. The eT&E system includes additional restrictions on the use of special characters. To avoid potential problems accessing eT&E, select at least two out of the three other options (upper-case, lower-case, or numbers) to meet the requirement for a strong password. The recently published rules for w3id password consist of (as modified for eT&E rules):
    Passwords must now have a minimum length of 15 characters.
    Passwords must now have a mix of at least 2 character types (upper-case, lower-case, numbers, no special characters).
    Spaces are no longer forbidden in passwords, in order to support pass phrases   Back to Index

  •  Question: Can e-timecard remember my login information, so I won't have to reenter it every time?
         Answer: Yes, if your company setup allows it. If there is a Remember check box on the Login screen, you can click it to have e-timecard remember your login information on this computer. Your administrator's settings determine whether e-timecard remembers your password along with your other login information.  Back to Index

  •  Question: What is a user ID and company?
         Answer: Your user ID is the unique identifier that your administrator assigns to every person who enters time through e-timecard. The system uses your ID to assess your permissions, determine the jobs and pay codes in your personal lists, etc. The company identifies the database that you connect to; each e-timecard user belongs to one company. If your employer has set up only one company for all users, then e-timecard automatically fills in the company on the Login screen, and you can't change it.  Back to Index

    • e-timecard Entry

  •  Question: What are the required fields on the time card?
         Answer: Each line must have a job and pay code for you to save the time card. Whether each of the extra information fields is required depends on your company's setup.  Back to Index

  •  Question: There are jobs already in the Job dropdown list. Where do these jobs come from?
         Answer: These are all of the jobs in your personal job list, available for easy selection. Your supervisor or anyone with approval authority for your time card can add a job to your personal list. If you have access to the company job master, then you have the option to add a job to your personal list yourself when you select it from the master list.  Back to Index

  •  Question: What if I can't find the job that I'm looking for in the dropdown list?
         Answer: If the Job dropdown list shows a Search option, select it to look up the job from the company job master. On the Look Up Job(s) screen, enter search criteria, then click Search to retrieve jobs.  Back to Index

  •  Question: There are several jobs that I need to add to my time card all at once. How can I do this?
         Answer: Select Add Multiple from the Job dropdown list. When the Look Up Personal Job List screen appears, click on the check box for each job that you want to add to your time card, then click OK.  Back to Index

  •  Question: I know the exact job code that I need to enter, I don't see it in the dropdown list, and I don't want to search for it from the job master. Can I just type the job?
         Answer: Yes you can. Select Manual Entry from the Job dropdown list. On the Manual Entry screen, enter the job code, then click OK to add it to your time card.  Back to Index

  •  Question: If I have access to the company job master, can I add jobs to my personal list when I'm not working on a time card?
         Answer: Yes. From the upper-left corner of any e-timecard screen, click My Settings > Personal Job List. Click Add to access the Look Up Job(s) screen, enter search criteria, then click Search to retrieve jobs. Either click Select to the left of one job, or click the check boxes to the left of multiple jobs followed by OK. When your job list reappears with each job that you selected added to the list, click Save to commit your additions.   Back to Index

  •  Question: If I no longer need a job that is in my personal list, how can I remove it?
         Answer: From the upper-left corner of any e-timecard screen, click My Settings > Personal Job List. Click Delete to the right of the job that you want to remove from your personal list, or click the check boxes to the left of multiple jobs to remove followed by Delete Selected. Click OK in the confirmation message, then click Save to commit your deletions.  Back to Index

  •  Question: What are pay codes?
         Answer: Pay codes identify the type of earning, deduction, benefit, payroll earning, pre-tax deduction, and tax. On time cards, you enter payroll earning codes for regular time, premium overtime, vacation, sick, holiday, shift pay, hazardous pay, and so on.  Back to Index

  •  Question: There are pay codes already in the Pay Code dropdown list. Where do these pay codes come from?
         Answer: These are all of the pay codes in your personal pay code list, available for easy selection. Your administrator adds and removes codes in your personal pay code list. When you enter a pay code on a time card for the first time, e-timecard automatically adds it to your personal list.  Back to Index

  •  Question: What if I can't find the pay code that I'm looking for in the dropdown list?
         Answer: If the Pay Code dropdown list shows a Search option, select it to look up the pay code from a master list that contains either all company codes or all codes for your employee type. On the Look Up Pay Code screen, enter search criteria, then click Search to retrieve pay codes.   Back to Index

  •  Question: What if I use combination pay codes, and I don't see the combination that I'm looking for in the dropdown list?
         Answer: You can create a new combination by selecting Create from the Pay Code dropdown list. On the Create Combination Pay Code screen, click the radio button to the left of the primary pay code that you want to add to the new combination. Click the check boxes to the left of each secondary pay code that you want to link to the primary code, then click OK to add the new combination to your time card.  Back to Index

  •  Question: When I log in, I see my time card for the current period, but this isn't the one that I need. How can I select a different time card period?
         Answer: Select the time card that you want to work on from the Select a time card period dropdown list.  Back to Index

  •  Question: I don't see the time card that I need in the Select a time card period list, maybe because I submitted it a long time ago. Can I work on an old time card that is not in the list?
         Answer: Once your administrator exports a time card to payroll, whether you can access it depends on your company setup. If you see an Archived time cards option in the Select a time card period dropdown list, then you can select it to search for old time cards. Keep in mind, though, that your company setup determines the number of prior periods back in time that you can access, as well as whether you can review and correct archived time cards, or review them only.   Back to Index

  •  Question: I'm going to be traveling or have some paid time off coming up. Can I enter a time card for a future period?
         Answer: Yes, as long as your administrator makes the future time card period open for entries. Select the future time card period from the Select a time card period dropdown list. There may be limits on what you can enter on the future time card, such as only absence hours or only certain pay codes.  Back to Index

  •  Question: How do I enter vacation, sick, and holiday hours?
         Answer: You can do this by either selecting a job or a pay code. The easiest way is to select Vacation, Sick, or Holiday from the Job dropdown list. e-timecard then fills in the pay code, as well as the default cost element if it exists, and you enter the hours. Note that your administrator may set up holiday hours and associated codes to automatically appear on any time card that contains a company holiday.   Back to Index

  •  Question: How do I enter overtime hours?
         Answer: Select the overtime pay code from the dropdown list, select the job that you worked on, then enter the overtime hours that you worked under the appropriate day. The specific pay code to use for overtime depends on your administrator's settings.  Back to Index

  •  Question: Why do jobs and cost elements sometimes default onto my time card?
         Answer: Your administrator may set up a default job and/or cost element that automatically appears on the time card when you enter the associated pay code or select the appropriate Vacation, Sick, or Holiday option from the Job dropdown list. Your company setup determines whether you can change the job or cost element that defaults from the pay code. Another possibility is that if your company links jobs and work orders, then the job automatically appears on the time card line when you enter a work order.  Back to Index

  •  Question: Why does a pay code default onto my time card when I enter a job?
         Answer: Your administrator may set up a default pay code for regular time. This code automatically appears on the time card when you enter any job, as long as there is not a pay code already on the line. You can change the pay code that defaults if you wish.  Back to Index

  •  Question: How do I enter freeform text comments for my time card?
         Answer: Click to the left of the job line to go to the Comments screen. Follow the on-screen instructions to enter comments for the job line to apply to specific days or to all days in the time card period, or to enter comments for the entire time card.  Back to Index

  •  Question: I need to enter more than the basic job, pay code, and hours information for a job line. For example, maybe I need to enter a cost element. How can I enter this data?
         Answer: Go to the Extra Information area at the bottom of the time card, then change defaults or enter data in the appropriate fields. Your entries here apply to the active job line, which shows an icon to the left of it. Click in any of the job, pay code, or hours fields to select a different job line.  Back to Index

  •  Question: I don't know the exact code that I need to enter in one of the Extra Information fields. How can I look it up?
         Answer: Click to the right of the field that you want to look up. On the screen that follows, enter search criteria, then click Search to retrieve records. When you find the item that you're looking for, click Select to the left of it to add it to your time card.  Back to Index

    Understanding e-timecard Screens

  •  Question: When I look up jobs, pay codes, and other items, can I enter partial information in a search field?
         Answer: Yes. For example, you can enter 1 in a code field to retrieve all codes that begin with the number 1, or you can enter %1 to retrieve all codes that contain the number 1.  Back to Index

  •  Question: Can I sort by different columns on screens?
         Answer: Yes. Click the column heading to sort in ascending order; you will see an icon appear to the right of it. Click the column heading again to sort in descending order; you will see an icon appear to the right of it.  Back to Index

  •  Question: I use multi-week time cards, but I see only one week on the time card screen. How can I view the other weeks of the time card?
         Answer: Click to the right of Week: x/x to go to a later week. Click to the left of Week: x/x to go to an earlier week.  Back to Index

  •  Question: I've used up all the time card lines on the screen, and I still have more jobs to enter. Can I add new, blank lines?
         Answer: Yes. Just click New Page below the time card lines to add an additional page of blank lines.  Back to Index

  •  Question: I have more jobs on my time card than I can see all at once. How do I flip between the pages of my time card?
         Answer: Click either the Previous button or the Next button below the time card lines.  Back to Index

  •  Question: What are the balances in the upper-right corner of the time card screen?
         Answer: These are the available balances for absence pay codes such as vacation or sick. e-timecard updates these balances with each payroll cycle. Unless your company is set up to allow overcharging to absence codes, you cannot charge more hours to a code than the amount shown in the Balance box.  Back to Index

    Saving and Submitting

  •  Question: I’m done with my time card for this period. How do I send it to my approver?
         Answer: On the Edit Time Card screen, click Submit Time Card. Answer any prompts that appear on the Submit Time Card screen, such as entering your password, then click Continue to finish submitting.  Back to Index

  •  Question: I see an icon to the left of a time card line or number of hours after I try to save or submit. What does this mean?
         Answer: The line or number of hours contains a soft error. Soft errors do not prevent you from saving or submitting. You can choose to leave the error, or you can change the entry. Click Errors to find out how to correct the error.  Back to Index

  •  Question: I see an icon to the left of a time card line or number of hours after I try to save or submit. What does this mean?
         Answer: The line or number of hours contains a hard error that you must correct in order to save or submit. Click Errors to find out how to correct the error. After you correct each entry that has a hard error, try saving or submitting again.  Back to Index

  •  Question: Can I change a time card that I've already submitted?
         Answer: If the time card has been submitted but not fully approved, then you can click the Edit Time Card tab to change it, but you may have to supply an explanation for doing so, and you will have to resubmit. The only way to change an approved time card is to do so after your company exports it to payroll, and only if your company allows changes to archived time cards.  Back to Index

  •  Question: What is an "Amended" time card?
         Answer: Some screens in e-timecard use the term "Amended" to refer to a time card that was changed after your company exported it to payroll. Basically, "amended" means, "changed after archived."   Back to Index

  •  Question: When I log in, I get a message that my time card was rejected. What can I do to fix it?
         Answer: To the right of the rejection message, click View Details to read the reason and, if applicable, explanation that the approver entered for rejecting your time card. Click Close to return to your time card. Make corrections, provide reason codes/explanations as prompted, then resubmit the time card.  Back to Index

  •  Question: Why is e-timecard prompting me to supply reason codes/explanations for my time card changes?
         Answer: Your company uses your reasons/explanations to keep an audit trail. Your administrator’s settings determine the circumstances that require you to supply change reasons/explanations: never, when changing any saved data, only when changing a submitted time card, or only when changing an archived time card.  Back to Index

  •  Question: How do I know whether the reason code requires an additional explanation?
         Answer: If “(explain)” appears to the right of the reason code that you selected, then you must type specific details about your action in the Explanation field. Otherwise, the explanation is optional.   Back to Index

  •  Question: I’ve made multiple changes to my time card. Can I save time by applying the same reason code/explanation to all of them?
         Answer: Yes you can. Click the check box for each change row that you want to apply the same reason/explanation to, or click the check box above the rows to select all changes. In the Multiple Changes section, select the reason code and type the explanation, then click Apply.   Back to Index

  •  Question: Sometimes I think I saved my time card, but then I go back to the time card later and see that my changes weren't saved. What's going on?
         Answer: One possibility is that your browser has a pop-up blocker turned on. e-timecard requires pop-up windows in order to function properly. Make sure that you turn off your browser's pop-up blocker for the e-timecard website before using the application; ask your administrator if you need help doing this. And remember that unless you see a message at the top of the screen confirming that your time card entries were saved, then your changes were not saved.   Back to Index

    Reviewing

  •  Question: Can I review a time card without editing it?
         Answer: Yes, in three different ways. To see the time card details exactly as they appear in the Edit Time Card tab, except in display-only format, click the View Time Card tab. To see a summary of the time card sorted by job and pay code, click the View Summary tab. To see time card details sorted by job, click the View Report tab.   Back to Index

  •  Question: Can I review time cards that I'm not allowed to change?
         Answer: You can always look at one of your time cards in view-only format before your company exports it to payroll. After the time card is exported, whether you can review it depends on your company setup. If you see an Archived time cards option in the Select a time card period dropdown list, then you can select it to review time cards that have been exported.  Back to Index

  •  Question: I’m looking at my time card in the View Time Card tab, and I want to review the data in the Extra Information area for a different line. How do I switch lines?
         Answer: Click to the right of the job line that you want to view data for.  Back to Index

  •  Question: How do I review changes to my time card, including reason codes and explanations?
         Answer: Click Change History to see a list of all changes that you or other users have made to your time card. The screen shows only those changes for which your company required selection of a reason code/explanation.  Back to Index

  •  Question: How do I print my time card?
         Answer: Click Print, select All for Print Range, then click OK. You can print not only when you are editing the time card, but also from the View Time Card, View Summary, and View Report tabs and from the View Time Card Change History, View Late Entries, View Late Submit, View Time Card Errors, Enter Start/Stop Time, Comments, Job Instructions, and Reject Information screens. If you are an authorized approver, then you can print from these tabs: View for Approval, View Not Created, View Archived, and Delegate. If you are an authorized group timekeeper, then you can print from the Mass Amend Time Cards screen. If you are an authorized administrator, then you can print from the View Missing Time Cards screen.   Back to Index
    		•

    e-timecard Approval Functions

  •  Question: I’m authorized to approve time cards. How do I get started approving?
         Answer: There are two ways to get to the Approval View screen. While you log in, you can select Approve time cards from the Go to dropdown list if you want to start approving right away. Or, from the upper-left corner of any e-timecard screen, click Time Card > Approval View > View for Approval any time that that you want to access approver functions.  Back to Index

  •  Question: When I access the Approval View screen, I sometimes see time cards already displayed, even though I haven’t done anything yet. What’s going on?
         Answer: The Approval View screen always defaults to show time cards that are pending your approval: submitted time cards that no one has approved yet, and partially approved time cards that you have not approved yet. If you have no pending time cards, then the list is empty when you first access the Approval View screen.  Back to Index

  •  Question: What if I want to view time cards other than or in addition to those that are pending my approval—say, time cards that I’ve already approved?
         Answer: Under Status(es), click the check box for each status that you want to view time cards for. If you want to view all time cards that you are authorized to approve, regardless of status, click the All check box. When you click Retrieve, e-timecard updates the list of time cards according to the statuses that you checked.  Back to Index

  •  Question: What does the My Partially Approved status mean?
         Answer: This refers to time cards that have received at least one approval but less than the full number of required approvals, and you are one of the approvers who has approved them. To view these time cards, you must select both the Partially Approved and My Partially Approved check boxes.   Back to Index

  •  Question: I didn't get a chance to approve or reject a time card before it got exported. Is it possible to list archived time cards on the Approval View screen?
         Answer: Yes, the Approval View screen lets you list time cards that were not fully approved before the export. In the Status(es) area, first click the Archived check box. Next, uncheck all other status boxes and click Retrieve to display archived time cards for all statuses, or check other status boxes as needed and click Retrieve to display archived time cards for the statuses that you selected.   Back to Index

  •  Question: Can I view only time cards for a specific time card schedule?
         Answer: Yes. Under Time Card Schedule and Period, select the schedule for which you want to view periods from the top dropdown list. Then, select the time card period that you want to view from the bottom dropdown list. When you click Retrieve, e-timecard displays time cards for the schedule and period that you selected. To return to the default view of time cards for all schedules, select the Select a schedule option from the top dropdown list, then click Retrieve.   Back to Index

  •  Question: How can I tell if I’ve already approved a time card in the list on the Approval View screen?
         Answer: The Status column helps you figure this out. Any time card with a status of Approved has been approved by the minimum number of approvers required to complete the approval cycle, but depending on your company setup, it may be possible for a time card to be fully approved without all designated approvers providing their approval. So, the way to tell if you approved the time card, for both fully approved and partially approved time cards, is to see if it shows an icon to the right of the Status column.   Back to Index

  •  Question: How can I tell if an employee saved a time card with soft errors?
         Answer: At a glance, you can tell which time cards have errors by seeing whether they show an icon in the Errors column on the Approval View screen. When you open an individual time card for review, if it was saved with soft errors you can see an Errors button, which you can click to review details.  Back to Index

  •  Question: I have my list of time cards and I’m ready to start reviewing them. What do I do next?
         Answer: If you want to simply review one time card, click Select to the left of it to open the time card. To review multiple time cards, click the check box to the left of each one that you want to review, then click Review Selected; the first time card among those that you selected opens.  Back to Index

  •  Question: I see that there are several ways to view a time card. When I open one to review, why does it always default to the same view: either View Time Card or View Summary?
         Answer: Your company’s setup determines the view in which time cards open. You can always approve time cards from View Time Card, as well as Edit Time card and View Report. If your company is set up to automatically display View Summary when you open time cards, then you can always approve from this view as well; otherwise, you need to review from one of the other three screens first before you can approve from View Summary. To look at a view of the time card other than the one that opens by default, click the appropriate tab.   Back to Index

  •  Question: How do I approve a time card while I’m reviewing it?
         Answer: Once you’ve reviewed all entries on the time card, including data like change and error information if needed, enter your password if a field at the bottom of the screen prompts you to, then click Approve. e-timecard updates the time card status to Approved.   Back to Index

  •  Question: Can I approve multiple time cards simultaneously?
         Answer: You can always approve multiple time cards in one action, as long as you have already reviewed all time cards that you select. Whether you can approve time cards without first reviewing them depends on your company’s setup. Either way, the process for approving multiple time cards is the same: on the Approval View screen, click the check box to the left of each time card that you want to approve, enter a password if a field at the bottom of the screen prompts you to, then click Approve Selected.  Back to Index

  •  Question: Can I approve all time cards that I’m authorized to approve at once?
         Answer: Yes, if your company’s setup allows it, and if the Approval View screen is displaying only time cards pending your approval. Click the check box at the top of the list of time cards, to the left of the column headings, to select the check boxes for all time cards in the list. Enter a password if a field at the bottom of the screen prompts you to, then click Approve Selected.   Back to Index

  •  Question: How can I approve time cards delegated to me by other approvers?
         Answer: By default, the Approval View screen shows only your own time cards. If you wish to view time cards for one delegating approver at a time, in addition to your own time cards, select the approver from the Delegating Approver dropdown list, then click Retrieve. To view time cards for both yourself and all approvers who have delegated to you, select All approvers, then click Retrieve.  Back to Index

  •  Question: How do I return to viewing only my own time cards instead of delegated time cards?
         Answer: Select the Select a delegating approver option from the Delegating Approver dropdown list, then click Retrieve.  Back to Index

  •  Question: I’m reviewing a time card with problems that prevent me from approving it. What is the process for rejecting a time card?
         Answer: Start by clicking Reject from the screen that you are reviewing on. When the Explain Rejection screen appears, select the reason code for the rejection from the dropdown list, type an additional explanation if needed, enter a password if prompted, then click Continue. e-timecard updates the time card status to Rejected.  Back to Index

  •  Question: Can I approve or reject a time card with Open status?
         Answer: Your company's setup determines if you can approve time cards with an Open status. Even if you cannot approve open time cards, you can still review or reject them.   Back to Index

  •  Question: After I approve or reject a time card, sometimes e-timecard sends me back to the Approval View screen, while other times it opens another time card. What’s going on?
         Answer: It depends on whether you selected one time card or multiple time cards to review. If you selected one, then e-timecard always brings you to the Approval View screen after you finish approving or rejecting a time card. If you selected more than one, then e-timecard opens the next time card listed among those that you selected, in the same view in which you were viewing the one that you just approved or rejected. If you approved or rejected the last time card in the list, then the Approval View screen appears instead, even if you selected additional time cards that you did not yet approve or reject.  Back to Index

    Managing Your Employees' Time Cards

  •  Question: I selected multiple time cards to open from any of these screens: Approval View, Approval Not Created, or Approval Archived. How do I switch to view a different time card?
         Answer: At any time, from any time card view, you can use the Select a time card period dropdown list to switch to a different time card among those that you selected. The time cards are listed in the dropdown according to how you sorted them on the list screen; by default, they’re sorted by employee last name.  Back to Index

  •  Question: How can I review the approval requirements for a time card?
         Answer: After you open the time card for review, click Approver Info. On the View Approver Information screen, you can see all approvers for the time card that you are reviewing. If an approver has approved the time card, then his/her name appears in the Approved By column.   Back to Index

  •  Question: How can I review time card profile data for the employee whose time card I’m reviewing?
         Answer: After you open the employee’s time card for review, click Profile. On the View Time Card Profile screen, the data that you can view includes profile and schedule codes, profile frequency (weekly, biweekly, etc.), and standard hours for individual days and for the period.   Back to Index

  •  Question: Is it true that I can email my employees while using e-timecard approval functions?
         Answer: Yes you can, when you view a list of employee time cards on either the Approval View or Approval Not Created screens. Click the check box to the left of each time card belonging to an employee who you want to email, then click Email Selected to open an email window with the employees who you selected in the Bcc field.  Back to Index

  •  Question: How can I view a list of time cards that employees have not created yet for the period—in other words, “missing” time cards?
         Answer: From the upper-left of any e-timecard screen, click Time Card > Approval View > View Not Created. Select a time card schedule or leave the dropdown list as is to view time cards for all schedules, enter a required time card start date, select a different approver or leave the default of your own name, then click Retrieve. e-timecard lists uncreated time cards according to the criteria that you entered.  Back to Index

    Creating and Changing Your Employees' Time Cards

  •  Question: How do I create a time card for an employee who is not available—for example, because s/he will be absent for the rest of the time card period?
         Answer: First, follow the steps for retrieving a list of time cards that haven’t been created. If you want to simply create one time card, click Select to the left of it to open a new time card for the employee/period. To create multiple time cards, click the check box to the left of each one that you want to create, then click Create Selected; a new time card opens for the first employee/period among those that you selected.  Back to Index

  •  Question: Can I make changes to a time card that an employee under my approval authority has already created?
         Answer: Whether you can change an existing time card for an employee, and if so what kind of changes you can make, depends on your company’s setup. If the Edit Time Card tab is clickable when you are viewing a time card, that indicates that you can make changes. Check with your administrator to find out your change permission level.   Back to Index

  •  Question: I can’t find a past, approved employee time card when I search from the Approval View screen. Can I review or make changes to an old employee time card?
         Answer: Once your administrator exports a time card to payroll, you can still review it as long as you are the employee’s authorized approver. As an approver, however, you can never change your employees' archived time cards.   Back to Index

  •  Question: How do I find and review approved, archived time cards?
         Answer: From the upper-left of any e-timecard screen, click Time Card > Approval View > View Archived. Select an employee ID from the dropdown list, enter time card period dates if you wish, then click Retrieve to list archived time cards according to the criteria that you entered. If you want to simply review one archived time card, click Select to the left of it to open the time card. To review multiple archived time cards, click the check box to the left of each one that you want to review, then click Review Selected; the first time card among those that you selected opens.   Back to Index

    Delegating Approval Authority

  •  Question: I’m going to be unable to approve my employees’ time cards for a while, maybe because I’ll be on vacation. How do I send my employee time cards to another approver during my absence?
         Answer: You can delegate your authority to any other user who is set up in the system as an authorized approver. To do this, click Time Card > Approval View > Delegate from the upper-left of any e-timecard screen. Select the employee ID of the approver who you want to delegate to, enter the from and through dates for the delegation, and select the reason why you are delegating your authority. Click Add to create the approval delegation, then click Save.   Back to Index

  •  Question: Can I change approval delegations that I’ve already created?
         Answer: You can change the following data for an existing approval delegation: which application(s) the delegation applies to, the through date, and the reason. To change an approval delegation, find the record in the list on the Delegate Approval screen, click Edit to the right of it, change data as needed, then click Update to apply your changes. Make sure that you click Save to commit your changes.  Back to Index

  •  Question: Can I delete approval delegations?
         Answer: Yes. To delete one or more approval delegations, find the record(s) in the list on the Delegate Approval screen. Either click Delete to the right of one delegation record, or click the check boxes to the left of multiple delegation records followed by Delete Selected. Click OK in the confirmation message, then click Save to commit your deletions.   Back to Index

    Managing Your Employees' Personal Job Lists

  •  Question: I need to add jobs to one or more of my employees’ personal job lists. How do I do this?
         Answer: If your company's setup allows, then from the upper-left of any e-timecard screen, you can click Time Card > Approval View > Employee Job List. Select an employee ID to view that employee’s list of jobs, then click Add to select jobs from the company job master to add to the employee’s list. When you return to the employee’s list with the jobs that you selected added, click Save to commit your additions.   Back to Index

  •  Question: I know that one employee already has the jobs in his/her personal list that I need to add to another employee’s list. How can I quickly copy jobs from one employee list to another?
         Answer: You can copy jobs as long as you are the authorized approver for both employees. From the Manage Personal Job List screen, select an employee ID to view that employee’s list of jobs, select the employee ID to copy to, then click the check box to the left of each job that you want to copy. Click Copy Selected and you’re done—no need to click Save.  Back to Index

  •  Question: If a job no longer needs to be in an employee’s personal list, how can I remove it?
         Answer: From the Manage Personal Job List screen, click Delete to the right of the job that you want to remove from the employee’s list, or click the check boxes to the left of multiple jobs to remove followed by Delete Selected. Click OK in the confirmation message, then click Save to commit your deletions.   Back to Index

    		•

    e-timecard Mass Entry

  •  Question: I’m an authorized group timekeeper. How do I access time card mass entry?
         Answer: You use the same web application and the same ID and password to access mass entry that you use to access other e-timecard functions. There are two ways to get to the Mass Enter Time Cards screen. While you log in, you can select Mass enter time cards from the Go to dropdown list if you want to start with mass entry right away. Or, from the upper-left corner of any e-timecard screen, click Administration > Mass Enter Time Cards > Mass Enter Time Cards any time that you want to access mass entry.  Back to Index

  •  Question: What criteria am I required to enter in order to retrieve time cards for mass entry?
         Answer: On both the Mass Enter Time Cards and Mass Amend Time Cards screens, the employee is required to retrieve time cards. Exception: On the Mass Enter Time Cards screen, your company's setup may let you leave the employee blank to retrieve a list of all employees for the org9 (department). Depending on your company’s setup, you may be required to enter the org9 of the employee whose time you want to enter or review, or the org9 may be optional.  Back to Index

  •  Question: Can I look up the employee and org9?
         Answer: You can always click to the right of the Org9 field to look it up. If you see to the right of the Employee field, then you can click it to look up that item as well. If your company’s setup does not give you the option to look up the employee, then you must know the exact employee ID and type it in order to enter the employee’s time.  Back to Index

  •  Question: How do I retrieve a current time card for mass entry by end date?
         Answer: On the Mass Enter Time Cards screen, enter a time card end date, employee, and other criteria as needed, then click Retrieve. e-timecard searches for a time card that matches your criteria. If it finds one, then it instantly opens it on the Edit Time Card screen.  Back to Index

  •  Question: How do I retrieve multiple, current time cards for an employee?
         Answer: On the Mass Enter Time Cards screen, leave the time card end date blank. Enter an employee and other criteria as needed, then click Retrieve. e-timecard searches for time cards for the employee. If it finds one or more, then it instantly opens the most current time card on the Edit Time Card screen and gives you the option to move among the employee’s time cards.  Back to Index

  •  Question: How do I select a time card from a list of employees that I retrieve for an org9?
         Answer: If the Mass Enter Time Cards screen displays a Retrieve List button, this means that this option is allowed. Enter an org9, leave the employee blank, then click Retrieve List to see all employees for that org9. When you click Select to the left of an employee, e-timecard either opens the employee's time card for the end date that you entered, or it opens the employee's current time card if you left the end date blank. Either way, you have the option to move among the employee's time cards.  Back to Index

  •  Question: How do I retrieve pre-approved time cards that I enter from paper time cards?
         Answer: On either the Mass Enter Time Cards or Mass Amend Time Cards screens, click the Pre-Approved check box. Enter other criteria as needed, then click Retrieve. If you are not allowed access to pre-approved time cards, then you cannot check this box.  Back to Index

  •  Question: How do I retrieve unapproved time cards that still need to go through the approval cycle?
         Answer: On either the Mass Enter Time Cards or Mass Amend Time Cards screens, make sure that the Pre-Approved box is unchecked. Enter other criteria as needed, then click Retrieve. If you are not allowed access to unapproved time cards, then you cannot uncheck this box.  Back to Index

  •  Question: I see that there are several ways to view a time card. When I open one in mass entry, what determines whether it opens in Edit Time Card or View Time Card?
         Answer: Edit Time Card automatically opens when you retrieve an unsubmitted time card from the Mass Enter Time Cards screen. View Time Card automatically opens when you retrieve any archived time card from the Mass Amend Time Cards screen, or a submitted, approved, or closed time card from the Mass Enter Time Cards screen. To look at a view of the time card other than the one that opens by default, click the appropriate tab. If the time card is not editable—for example, because you are not allowed to change archived time cards or time cards created by employees—then Edit Time Card is not clickable.  Back to Index

  •  Question: I entered an employee and left the end date blank or I selected an employee from a list that I retrieved for an org9 on the Mass Enter Time Cards screen, or I selected multiple time cards to open on the Mass Amend Time Cards screen. How do I switch to view a different time card?
         Answer: At any time, from any time card view, you can use the Select a time card period dropdown list to switch to a different time card. If you retrieved from the Mass Enter Time Cards screen, then the time cards are sorted in the dropdown by time card period. If you retrieved from the Mass Amend Time Cards screen, then it depends on how you sorted time cards on that screen; by default, they’re sorted by start date.  Back to Index

  •  Question: I’m entering a lot of time cards for different employees in one session. How can I quickly verify that I’m entering time for the correct employee?
         Answer: To the right of the Select a time card period dropdown list, you can see the name and ID of the employee to whom the displayed time card belongs. Note that the upper-left of the screen shows your own name.  Back to Index

  •  Question: How do I know whether to enter daily hours or period total hours for the employee in mass entry?
         Answer: Your company’s setup determines if you enter daily hours or period total hours for the employee. You can tell which to enter by seeing if the Edit Time Card screen shows one entry column under Total, or entry columns for each day column.  Back to Index

  •  Question: What do I do to indicate that I’m done entering time for the employee and that I’m ready to select a different time card?
         Answer: Click Finish Mass Entry. When you click for an unapproved time card, e-timecard changes its status to Submitted and sends it to the employee’s approvers for approval. When you click for a pre-approved time card, e-timecard changes its status to Approved, and the approval cycle is complete.  Back to Index

  •  Question: After I click Finish Mass Entry, sometimes e-timecard sends me back to the previous screen, while other times it opens another time card. What’s going on?
         Answer: It depends on what you did on the previous screen. If you entered an employee and an end date, or entered an org9 and selected an employee from the list (Mass Enter Time Cards screen), or you selected one time card (Mass Amend Time Cards screen), then e-timecard returns you to the previous screen. If you entered an employee and left the end date blank for multiple time cards (Mass Enter Time Cards screen) or selected multiple time cards to review (Mass Amend Time Cards screen), then e-timecard opens the next time card listed among those that you selected. If you clicked Finish Mass Entry for the last time card in the list, then the previous screen appears instead, even if there are more time cards in the list that you did not yet enter or review.  Back to Index

  •  Question: Can I enter or review a time card that the employee has already created?
         Answer: Your company’s setup determines whether you can open and change a time card created by the employee, as well as whether the employee can open and change a time card created by you or another group timekeeper. An error message appears if you try to open a time card that you do not have access to.  Back to Index

  •  Question: I need to add or remove jobs in the personal list of the employee for whom I’m entering time. How do I do this?
         Answer: While viewing the employee’s time card, click the Personal Job List tab, then follow the instructions for adding or removing jobs. Make sure that you do not select the Personal Job List option under My Settings, because that will take you to your own list, not the employee's.   Back to Index

  •  Question: In time card mass entry, can I review or make changes to a past employee time card that has already been exported to payroll?
         Answer: Your company’s setup determines whether: you can access archived time cards; the number of prior periods back that you can access; and whether you can review and correct archived time cards, or review them only. In all cases, you can view only those archived time cards that belong to employees for whom you are authorized to enter time.  Back to Index

  •  Question: How do I retrieve archived time cards?
         Answer: Click Administration > Mass Enter Time Cards > Mass Amend Time Cards from the upper-left corner of any e-timecard application screen, or click the Mass Amend Time Cards tab from the Mass Enter Time Cards screen, both of which are clickable only if you have access to the archives. Enter a start date or a range of start dates, or leave the dates blank to retrieve all archived time cards for the employee who you enter. Then, click Retrieve to list archived time cards that match your criteria.   Back to Index

  •  Question: When I retrieve archived time cards, can I limit my search to only time cards that have been changed since the last time that they were archived?
         Answer: To do this, check the Amended Only box on the Mass Amend Time Cards screen. Enter other criteria as needed, then click Retrieve.  Back to Index

  •  Question: How do I open archived time cards after I retrieve them?
         Answer: If you want to simply review one archived time card, click Select to the left of it to open the time card. To review multiple archived time cards, click the check box to the left of each one that you want to review, then click Review Selected; the first time card among those that you selected opens. If the Edit Time Card tab is clickable when you are viewing an archived time card, that indicates that you can make changes.  Back to Index

    		•

    e-timecard Administration

  •  Question: As an e-timecard payroll administrator, I need to view a list of “missing” time cards that employees in a department haven’t created yet for the period. Can I do this in the web application?
         Answer: Yes. Click Time Card > Administration > View Missing Time Cards from the upper-left corner of any e-timecard application screen. Enter a required time card start date and org9 (department), then click Retrieve to display missing time cards that match your selections.   Back to Index

  •  Question: Can I send an email reminder to the employees who have missing time cards?
         Answer: Yes you can. After you retrieve missing time cards, click the check box to the left of each employee who you want to email, then click Email Selected. An email window opens with the employees who you selected in the Bcc field. In the Subject field, “Missing time card” defaults, but you can change it.  Back to Index

    		•

    e-xpense Entry

    Entering a Pre-Authorization Request

  •  Question: I’m not certain whether I need to request pre-authorization before incurring an expense. How can I tell?
         Answer: You can tell whether you need to fill out a pre-authorization request if the form appears on the Create Pre-Authorization Request screen. If you do not see the form on that screen, then you can skip this step and, after you incur the expense, go to the Create Expense Report screen to create a report based on the form. If you have any questions, ask your administrator whether you need to request pre-authorization before incurring an expense.  Back to Index

  •  Question: How do I get started creating a pre-authorization request?
         Answer: There are multiple ways to start creating a new request. While you log in, you can select Create a request from the Go to dropdown list if you want to start creating a request right away; the Create Pre-Authorization Request screen appears. Or, from the upper-left corner of any application screen, click Expense > Pre-Authorization > Create any time that you want to create a request. If you are already editing or viewing an existing request, you can click the Create Pre-Authorization tab to create a new request.  Back to Index

  •  Question: Once I’m on the Create Pre-Authorization Request screen, what do I do next to create a request?
         Answer: This screen lists all of your company forms that require pre-authorization. You may be prompted to select a vendor number and currency. Otherwise, all you have to do is find the form for which you want to create a request, then click Create to the left of it. The Edit Pre-Authorization Request screen appears with fields specific for the form.   Back to Index

  •  Question: What fields are required in order to save and submit a request?
         Answer: The only field that is required on all requests is the brief description. Your administrator’s settings for the form determine whether the request number defaults or requires your entry, and whether the job number is required or optional. If you are entering a travel request, then you must also enter the start date for when you’ll be out of the office, which you do by clicking Travel Info. You may also be required to enter an itinerary.   Back to Index

  •  Question: I see data on the request that I did not enter. Where is it coming from?
         Answer: There are a few possibilities. If you enter start and/or end dates for when you’ll be out of the office on the Travel Information screen, then e-xpense copies them to the display-only Start Date and End Date fields on the request. If you enter amounts on the Itemize Cost Details screen, then e-xpense copies the totals to the request’s editable Total Estimated Costs field and, if applicable, display-only Total Estimated Costs (SNSA) field.   Back to Index

  •  Question: I see that a travel request lets me enter both travel information and an itinerary. What is the difference between these two?
         Answer: Click Travel Info to enter the most basic data about your travel plans, such as dates, contact information, and location of the place that you are traveling to. Click Itinerary Info to answer questions relating to subjects like international travel and security, and to enter details about your travel reservations, including hotel and rental car plans. Your administrator’s settings determine whether itinerary entry is possible, and if so whether it is optional or required, and which questions appear as well as the text of the questions.   Back to Index

  •  Question: I want to break down my estimated expenses by categories, rather than simply entering a total estimate for the request. How do I do this?
         Answer: Click Itemize Cost to access the Itemize Cost Details screen, which lists categories such as airfare, auto rental, hotel costs, business meals, and per diem costs. Enter the amount that you expect to spend per day or unit for each relevant category, then enter the number of days or units for which you plan to incur expenses for the category. Whenever you tab or click in a different field, e-xpense automatically calculates and displays the total estimated amount for each category and the total estimated costs for the request. When you are done entering amounts for categories, click OK.   Back to Index

  •  Question: When I open the Itemize Cost Details screen, I see amounts and number of days already filled in. What’s going on?
         Answer: Your administrator may have set up this form to default per diem rates. If so, and if you entered a location code and travel dates on the appropriate screens, then e-xpense automatically fills in the per diem rate for each applicable category and the number of days on the Itemize Cost Details screen. You can change the defaulted rates if you wish. Note that the form’s setup determines whether e-xpense defaults rates for lodging, for M&IE (meals and incidental expenses) categories, or for both.  Back to Index

  •  Question: Can I start over on the Itemize Cost Details screen without exiting back to the request?
         Answer: Yes you can, by clicking Reset. For a materials request, this simply clears all entries. For a travel or education request, clicking Reset clears entries and fills in the per diem rate and number of days, if applicable.  Back to Index

  •  Question: How can I tell if I’ve entered data on one of the request’s additional information screens?
         Answer: The button images change for the Travel Info, Itinerary Info, and Itemize Cost buttons if you enter any data under them. The images both turn green and show a +. For example, the Travel Info button changes to look like this:   Back to Index

  •  Question: What if I need an advance to pay for the expenses I’m going to incur. Can I request this amount while filling out a pre-authorization?
         Answer: Yes, if the form's setup allows advances, you can enter the advance amount that you desire in the Advance Amount Requested field. If your approvers sanction the advance, then e-xpense will subtract this amount from the total reimbursement amount when you fill out the expense report.   Back to Index

  •  Question: I’m entering a request for a trip that will require multiple expense reports. How do I indicate in the request that I will need to fill out multiple reports?
         Answer: If your administrator set up the form to allow multiple reports for one request, then you will see a Multiple Expense Reports check box on the request. Click it if you plan to enter multiple reports for the request.  Back to Index

  •  Question: I’m submitting the final travel report for a request that allows multiple reports. How do I close the request?
         Answer: There are two ways to do this. While you are submitting the final report, click the Close Request check box at the bottom of the screen, then click Submit Report. Or, you can close the request from the request itself any time after you submit the final report. After you open the request, click Close Request. When a confirmation message appears, click OK to finish closing the request.  Back to Index

  •  Question: I’m done entering the pre-authorization request. How do I send it to my approvers?
         Answer: On the Edit Pre-Authorization Request screen, enter your password if a password field appears to the left of the Submit Request button. Next, click Submit Request. The submit is instant, with no need to go to a separate screen to finish the process.   Back to Index

    Entering an Expense Report

  •  Question: How do I get started creating an expense report?
         Answer: There are multiple ways to start creating a new report. While you log in, you can select Create an expense report from the Go to dropdown list if you want to start creating a report right away; the Create Expense Report screen appears. Or, from the upper-left corner of any application screen, click Expense > Expense Report > Create any time that you want to create a report. If you are already editing or viewing an existing report, you can click the Create Expense Report tab to create a new report.   Back to Index

  •  Question: Once I’m on the Create Expense Report screen, what do I do next to create a report?
         Answer: This screen shows two lists: first, all of your approved pre-authorization requests that are eligible to have reports created, and next, all of your company forms that do not require pre-authorization. Find either the request or the form for which you want to create a report, then click Create to the left of it. The Edit Expense Report screen appears with fields specific for the form.  Back to Index

  •  Question: Either the Create Pre-Authorization Request or Create Expense Report screen is prompting me to select a vendor and currency, and it won’t let me create a request or report till I make a selection. What’s going on?
         Answer: This means that your administrator set you up with more than one vendor number and corresponding currency. Under these circumstances, you cannot create a request or report without first selecting a vendor/currency. Make a selection from the dropdown list before you select which form or request you want to base your request/report on.   Back to Index

  •  Question: What fields are required in order to save and submit an expense report?
         Answer: The following are always required to save every expense report: brief description, and at least one date. To submit an expense report, you must make an entry in that date column for at least one category, and you must fully distribute any amounts that you enter. Your administrator’s settings for the form determine whether the report number defaults or is blank and requires your entry. If you make an entry to a category that requires you to enter additional information, then the button to the right of the cell looks like this:   Back to Index

  •  Question: How do I get e-xpense to fill in the default per diem rates?
         Answer: Enter the date and location code, then click Per Diem. e-xpense uses the date/location combination to fill in the cost for each applicable category row in the date column. Note that the form’s setup determines whether e-xpense defaults rates for lodging, for M&IE (meals and incidental expenses) categories, or for both. If you want to obtain default per diem rates for more than one date and intend to change some of the defaults, you should fill out all applicable dates and locations before you click Per Diem, as e-xpense reverts any fields that you changed back to the per diem rates whenever you click Per Diem.  Back to Index

  •  Question: Can you explain location codes?
         Answer: The form’s setup determines whether each date column includes a Location Code field, which e-xpense uses to obtain default per diem rates. If you entered a location code on the request, then it defaults into each date column on the report, and you can change it for any date if you wish. You can enter different location codes for different dates if you incurred expenses in a variety of locales. If needed, you can click to the right of the Location Code field to look it up.  Back to Index

  •  Question: How do I review per diem rates for a location code?
         Answer: You can easily review per diem rates for a location, regardless of whether it is already on the request or report. If you are on the Look Up Expense Location screen, enter search criteria, click Search, then click to the right of the location code. Or, if the location code is already on the request or report, click to the far right of the location code. In either case, the Per Diem Rate screen appears with detailed per diem rates for lodging and meals and incidental expenses (M&IE), including the dates when the rates are effective.   Back to Index

  •  Question: I see a Per Diem button on a number of screens, not just on the expense report. What does the Per Diem button do on different screens?
         Answer: Edit Expense Report is the only screen where clicking Per Diem tells e-xpense to automatically fill in default per diem rates based on the date and location code. On the following screens, you can click Per Diem to access a government website that has information about per diem rates, but e-xpense does not fill in these rates for you: Itemize Cost Details, Expense Detail. On all of these screens, whether the Per Diem button appears depends on your administrator’s settings.  Back to Index

  •  Question: What happens if I enter the same date for more than one column?
         Answer: e-xpense lets you enter the same date for more than one column, but be aware of the following impacts. If you enter the same date for multiple columns and then click Per Diem, e-xpense fills in costs only for the first column and leaves the rest blank. If you enter monetary amounts for the duplicate dates' additional columns, then e-xpense automatically considers these entries unallowable or displays an error message that asks you to change the entries, depending on your administrator’s settings.   Back to Index

  •  Question: I incurred identical or similar expenses on multiple dates. Is there a shortcut so I don’t have to reenter the same data for each date?
         Answer: Yes. Below the date columns, enter the number of dates to which you want to copy data, then click Copy. e-xpense copies the amounts from the last date for which you made entries into the fields for the new dates. You can modify the data as necessary. Note that e-xpense does not copy any distributions that you created.  Back to Index

  •  Question: The report displays only seven date columns, and I incurred expenses on more than seven days. How do I add additional dates?
         Answer: Below the date columns, click New Week to add seven more blank date columns. Repeat as needed if you incurred expenses on more than 14 days. You can use the Previous and Next buttons to move between weeks of your report. Note that you cannot click New Week until you enter data for all seven date columns on the screen.  Back to Index

  •  Question: Can I enter values other than monetary amounts for any of the report’s categories?
         Answer: Your administrator’s settings for the category determine what kind of entries you can make on the report. Monetary amounts are the most common entry type, but categories may instead allow: items that you describe in words such as the name of an airline; times such as meeting time; or non-monetary numbers.  Back to Index

  •  Question: Do I have to manually enter any of the total values for the report?
         Answer: No. The only amounts that you need to enter on the report are for the individual categories on specific dates. As you enter these amounts, e-xpense automatically calculates totals for date columns, category rows, the entire report, and the total due.   Back to Index

  •  Question: I need to enter additional information for a cell beyond simply the amount. How do I do this?
         Answer: Click to the right of the cell. The fields that are available on the Expense Detail screen depend on the category’s setup, but they can include any of the following: foreign currency, foreign currency amount, exchange rate, and original currency amount; unallowable amount, which cannot be greater than the amount for the cell on the report; non-monetary quantity; number of attendees; explanation. You can also create an expense distribution for the cell’s amount. When you are done entering additional information, click OK.  Back to Index

  •  Question: How do I enter the mileage amount?
         Answer: Click to the right of the cell for a mileage category. On the Mileage screen, enter the miles that you traveled. The mileage rate defaults if your administrator entered a rate for the date that you entered on the report, and you cannot change the default. If no mileage rate defaults, then you must enter one manually in order to calculate the mileage. When you tab or click in a different field, e-xpense automatically calculates and displays the mileage amount for which you will be reimbursed. When you click OK, this amount appears in the cell on the Edit Expense Report screen.  Back to Index

  •  Question: How can I tell if I’ve entered additional information for one of the report’s cells?
         Answer: The button image changes to green if you enter any data for the cell on the Expense Detail or Mileage screen:   Back to Index

  •  Question: Can you explain the Trip Auth No. and Trip No. fields?
         Answer: If the form requires pre-authorization, then both trip fields default from the request if you made entries there, and you cannot change them here even if they are blank. If the form does not require pre-authorization, then you can make entries on the report. e-xpense does not validate your entries to these optional fields.  Back to Index

  •  Question: What’s going on in the Unallowable Cost row under the daily totals of the Edit Expense Report screen?
         Answer: An amount appears in the Unallowable Cost row for each day that contains an unallowable entry. You can click in the Unallowable Cost row to view each category that has an unallowable for that day, the category’s unallowable amount, and the total unallowable amount for the day. e-xpense copies amounts to the Unallowable Cost row and to the cell’s Unallowable Amount field on the Expense Detail screen when you: enter amounts to categories that are set up to be automatically unallowable; or charge over the per diem rate, regardless of whether you clicked Per Diem, and your administrator set up the form so that the difference between the amount that you charged and the per diem rate is considered unallowable. Also, if you manually enter or change the Unallowable Amount field on the Expense Detail screen, e-xpense updates the Unallowable Cost row on the expense report.  Back to Index

  •  Question: What’s going on in the Unallowable Information area at the bottom of the Edit Expense Report screen?
         Answer: Your administrator’s settings determine whether unallowable Job Number and/or Cost Element fields appear here. Values may default into these fields, and you may or may not be able to change the defaults. If a value doesn’t default for either field, then you may be required to enter one in order to submit the report. If either field is editable, you can select from the Job Number dropdown list or click to the right of the Cost Element field to perform a lookup. e-xpense charges all unallowable amounts on the report to this job number and/or cost element.  Back to Index

  •  Question: Why is an amount appearing in the Less Company Paid field?
         Answer: Your administrator can set up a category to be company-paid. If you enter amounts to company-paid categories, then e-xpense automatically copies these amounts to the Less Company Paid field and deducts them from the total that you will be reimbursed. For example, your company may pay upfront for all air travel, so all you have to do is book the air reservations without ever using your own credit card. In such a case, you still need to enter the airfare on your report, but you are not actually reimbursed for it.  Back to Index

  •  Question: How can I tell if there are errors on my report?
         Answer: e-xpense highlights any cell or total amount that contains an error. If the error is soft, meaning that you can leave it on the report when you save or submit, then the amount is highlighted yellow. If the error is hard, meaning that you must correct the error before you can save or submit, then the amount is highlighted red. If you see an Errors button at the top of the screen, click it to find out about entries that don’t match the minimum or maximum allowed for the category, or entries that are over the per diem rate, regardless of whether you clicked Per Diem. If you see a Variance button at the top of the screen, click it to view the difference between the estimated total that you entered on the request and the total amount on the report, including the explanation that you entered for the variance. Your administrator’s settings determine whether e-xpense performs these validations, as well as the soft or hard error type.  Back to Index

  •  Question: I’m done entering the expense report. How do I send it to my approvers?
         Answer: On the Edit Expense Report screen, enter your password if a password field appears to the left of the Submit Report button. Next, click Submit Report. The submit is instant, with no need to go to a separate screen to finish the process.   Back to Index

    Entering Expense Distributions

  •  Question: Which amounts do I have to create distributions for, and at what levels?
         Answer: Every amount that you enter on a report must have a corresponding distribution at some level before you can submit the report. You do not have to create a distribution at all levels, but you must follow this order when you create distributions: cell, then date, then category, then report. This ensures that e-xpense applies all of your distributions to the correct amounts.   Back to Index

  •  Question: How do I indicate the level that I want to create a distribution for?
         Answer: To distribute for:
    • a specific date and category, click to the right of the cell, then click to the right of the Amount field on the Expense Detail screen
    • a specific date, click under the appropriate column
    • a specific category, click to the left of the appropriate row
    • the entire report, click Expense Distribution toward the top of the screen
    The top of the Expense Distribution screen shows the cell, date, or category that you are distributing for, or it indicates that you are distributing for the entire report.   Back to Index

  •  Question: Why does the button not appear next to some rows on the Edit Expense Report screen, or for some cells on the Expense Detail screen?
         Answer: This means that entries to the category are automatically considered unallowable, and the form is set up to distribute unallowable expenses to an unallowable job. You cannot create distributions for such a category or for its cells.   Back to Index

  •  Question: How do I enter the job number for the distribution?
         Answer: Typically, you create distributions by job number. Select a job from the dropdown list, which shows all of the jobs in your personal list. If the job that you are looking for is not in the dropdown list, and the list shows a Search option, you can select it to look up a job from the company master. To type the job, select Manual Entry from the dropdown list.   Back to Index

  •  Question: The Expense Distribution screen is prompting me to enter an org9 (department). How do I do this?
         Answer: The form may be set up to allow distributions by org9 only, or by org9 and job, instead of the default of job only. If you see an org9 field, select from the dropdown list, or select Search to look it up. If the screen also displays an editable job, then it may default from the org9, in which case you can change the job if you wish.  Back to Index

  •  Question: How do the percentage and cap amount entries work?
         Answer: For each distribution line, you enter either a percentage or an amount, never both. e-xpense deducts the amount from the total, or it applies the percentage to whatever amount is left. For example, let's say that your report totals $1000. You distribute $400 to job ABC and then 100% to job XYZ. e-xpense deducts $400 for ABC, leaving $600 for XYZ. Keep the following in mind as you create the distribution.
    • If you distribute to a percent, then your total percent entries must equal 100 percent.
    • If you are creating a report-level distribution, then you must distribute to a percent.   Back to Index

  •  Question: How do I add additional distribution lines?
         Answer: Click Add to the right of the distribution line. Fields for the new distribution line open for entry. Repeat as needed to add more distribution lines.   Back to Index

  •  Question: How do I save my distribution data?
         Answer: To apply entries to a distribution line and continue entering distribution data, click Update. To apply entries to a distribution line and exit the distribution screen, click OK. You must always click OK when you are finished entering distribution data to save all of your entries.   Back to Index

  •  Question: How do I change data that I’ve already entered for a distribution?
         Answer: If you entered only one distribution line or want to change the first line, then simply change data as needed; the first distribution line is automatically active when you first open the Expense Distribution screen. To change an additional distribution line, click Edit to the right of it. After you change data for the additional line, click Update to the right of it to apply your changes. If you need to undo any changes to a distribution line before you apply them, click Cancel to the right of the line. When you are finished changing expense distribution data, click OK.   Back to Index

  •  Question: Can I delete a distribution line that I’ve already saved?
         Answer: Yes. To delete a distribution line, click Delete to the right of it. Repeat as needed to delete additional lines, then click OK.   Back to Index

  •  Question: While viewing the expense report or the expense detail, how can I tell which amounts I’ve distributed?
         Answer: When you click OK to save your distributions, either the Edit Expense Report or Expense Detail screen reappears, and the image of the button that you clicked to enter the distribution shows a dollar sign to indicate that you have created a distribution at that level. This is what the button image changes to:   Back to Index

  •  Question: Can I review all distribution data that I’ve entered for the report in one step?
         Answer: Yes. Click Distribution Summary to review all distributions that you’ve created for the report. The Expense Distribution Summary screen lists all jobs and/or org9s that you’ve distributed to. If applicable, it shows separate lists—one for charges to your home org9, and another for charges to other org9s—then shows total amounts both for each list and for all distributions. To change the data to view for each distribution, select an option from the View Expense Summary By dropdown list.  Back to Index

    Reviewing and Changing Expenses

  •  Question: How do I know if I can edit a request or report that I’ve already created?
         Answer: You can change the data on a pre-authorization request at any time until it is fully approved. Whether you can change data on a submitted, but not fully approved expense report depends on the form's setup; if the form doesn't allow changes after you've submitted, then you can change a report only if you've not yet submitted it, or if it was rejected. If you change a request or report that has received some (but not all) approvals, anyone who has approved will have to review and approve the changed request or report again.  Back to Index

  •  Question: How do I edit a request or report?
         Answer: There are multiple ways to start editing a request or report. While you log in, you can select Edit a request or Edit an expense report from the Go to dropdown list if you want to start editing right away; the Edit Pre-Authorization Request or Edit Expense Report screen appears. Or, from the upper-left corner of any application screen, click Expense > Pre-Authorization > Edit or Expense > Expense Report > Edit any time that you want to edit a request or report. Once you are viewing the editable request or report that you wish to change, simply modify data as needed, save, and when you are ready, submit.   Back to Index

  •  Question: When I open one of my requests or reports, I see a message that it was rejected. What do I do now?
         Answer: To the right of the rejection message, click View Details to read the reason that the approver selected for rejecting the request or report, as well as the specific explanation if s/he entered one. When you are finished on the Reject Information screen, click Close to return to the request or report. Make changes according to the rejecting approver’s reason/explanation, save, then submit.  Back to Index

  •  Question: Can I delete an entire date column from an expense report in one step?
         Answer: Yes. Click below a date and above the category rows to remove the entire date and its associated column data.  Back to Index

  •  Question: Can I delete an entire request or report?
         Answer: You can delete a request or report if the following conditions apply.
    • Request: Only if you have not already created an expense report from it, and your administrator has not already archived the request. In addition, your company's setup may prohibit deleting requests that are fully approved.
    • Report: Only if your administrator has not already archived the report.
    To delete a request or report, click Delete at the top of the screen. When a message asks you to confirm that you want to delete the request or report, click OK. e-xpense deletes the request or report from the system.  Back to Index

  •  Question: I want to review a request or report in read-only format, either because it is open to changes but I don’t want to edit it, or because it is no longer open to changes but I would still like to review it. How can I do this?
         Answer: There are multiple ways to view a request or report in read-only format. From the upper-left corner of any application screen, click Expense > Pre-Authorization > View or Expense > Expense Report > View any time that you want to review a request or report. Or, from any request or report screen, click either the View Pre-Authorization tab or the View Expense Report tab. When the read-only version of the request or report opens, you can review the main screen, or you can click the appropriate button to review data like travel information on a request, or additional information for a cell or distribution data on a report.  Back to Index

  •  Question: On the Edit/View Pre-Authorization Request or Edit/View Expense Report screen, what determines the order of the requests or reports in the dropdown list?
         Answer: When you access the appropriate Edit or View screen, your request or report with the lowest request/report number automatically opens. If you want to edit or view a different request or report, you can select it from either the Pre-Authorization Request or Expense Report dropdown list, where requests and reports are sorted by request/report number.   Back to Index

  •  Question: I’m viewing a report and I want to review data from the request that it is based on. Can I do this without exiting out of the report?
         Answer: Yes you can. From the expense report, click Review Request. The Pre-Authorization Printable View screen appears. Review the read-only data, click Print if you wish, then click Close to return to the report.  Back to Index

  •  Question: I can’t find a past request or report in the Pre-Authorization Request or Expense Report dropdown list. Can I review or make changes to an old request or report?
         Answer: Once your administrator exports one of your reports to an accounts payable program, you can still review it and, if applicable, the request that it is based on. You can never, however, change or delete archived expenses.  Back to Index

  •  Question: How do I find and open archived expenses?
         Answer: From the upper-left of any application screen, click Expense > Expense Report > View Previous. Enter criteria for the archived reports that you want to retrieve, or leave all criteria blank to retrieve all of your archived reports, then click Retrieve. If you want to simply review one archived report, click Select to the left of it to open the report. To review multiple archived reports, click the check box to the left of each one that you want to review, then click Review Selected; the first report among those that you selected opens. Once you open an archived report, you can click Review Request to look at the archived request if the report was based on a pre-authorization.   Back to Index

  •  Question: How do I print a hard copy of my request or report?
         Answer: Click Print from any of the following screens: Edit Pre-Authorization Request, View Pre-Authorization Request, Edit Expense Report, View Expense Report. The printable view screen appears and the Print dialog box opens. Select All for Print Range, then click OK. After the request or report prints successfully, click Close to leave the printable view. You can also print from the following screens: Expense Distribution Summary, View Previous Expense Report. If you are an authorized approver, you can print from: Approve Pre-Authorization Request, Approve Expense Report, Receive Expense Receipts, Review Employees' Previous Expense, Delegate Approval. If you are an authorized group expense keeper, then you can click Print from the Mass Enter Expenses screen.  Back to Index

    		•

    e-xpense Approval Functions

  •  Question: I’m authorized to approve expenses. How do I get started approving?
         Answer: There are multiple ways to get to the e-xpense approval screens. While you log in, you can select Approve expenses from the Go to dropdown list if you want to start approving expenses right away; the Approve Expense Report screen usually appears, and you can click the Pre-Authorization tab if needed. Or, from the upper-left corner of any application screen, click Expense > Expense Approval, then select either Pre-Authorization or Expense Report any time that that you want to access e-xpense approval.  Back to Index

  •  Question: When I log in and select Approve expenses from the Go to dropdown list, sometimes the Approve Pre-Authorization Request screen appears instead of the Approve Expense Report screen. Why?
         Answer: If there are pending requests but no pending reports, then the Approve Pre-Authorization Request screen appears. You can click the Expense Report tab if you wish to list non-pending reports, such as those that you have already approved. If there are neither pending requests nor pending reports, then the Approve Expense Report screen appears when you select Approve expenses from the Go to dropdown list.  Back to Index

  •  Question: Is there any difference between the approval processes for pre-authorization requests and expense reports?
         Answer: No. Pre-authorization requests and expense reports are listed on separate screens, but otherwise the approval process is the same for both.   Back to Index

  •  Question: When I access the Approve Pre-Authorization Request or Approve Expense Report screen, I sometimes see expense forms already displayed, even though I haven’t done anything yet. What’s going on?
         Answer: The e-xpense approval screens always default to show expense forms that are pending your approval: submitted requests or reports that no one has approved yet, and partially approved requests or reports that you have not approved yet. If you have no pending expense forms, then the list is empty when you first access the screen.   Back to Index

  •  Question: What if I want to view expense forms other than or in addition to those that are pending my approval—say, requests or reports that I’ve already approved?
         Answer: Under Status(es), click the check box for each status that you want to view expense forms for. If you want to view all requests or reports that you are authorized to approve, regardless of status, click the All check box. When you click Retrieve, e-xpense updates the list of expense forms according to the statuses that you checked.   Back to Index

  •  Question: What does the My Partially Approved status mean?
         Answer: This refers to expense forms that have received at least one approval but less than the full number of required approvals, and you are one of the approvers who has approved them. To view these requests or reports, you must select both the Partially Approved and My Partially Approved check boxes.  Back to Index

  •  Question: How can I tell if I’ve already approved a request or report in the list on the Approve Pre-Authorization Request or Approve Expense Report screen?
         Answer: The Status column helps you figure this out. Any expense form with a status of Approved has been approved by the minimum number of approvers required to complete the approval cycle, but depending on the form’s setup, it may be possible for it to be fully approved without all designated approvers providing their approval. So, the way to tell if you approved the expense form, for both fully approved and partially approved forms, is to see if it shows an icon to the right of the Status column.  Back to Index

  •  Question: I have my list of requests or reports and I’m ready to start reviewing them. What do I do next?
         Answer: If you want to simply review one request or report, click Select to the left of it to open it. To review multiple requests or reports, click the check box to the left of each one that you want to review, then click Review Selected; the first request or report among those that you selected opens.  Back to Index

  •  Question: How do I approve a request or report while I’m reviewing it?
         Answer: Make sure that you’ve reviewed all entries on the request or report, including travel info, itemized cost details, distribution data, and additional expense details. Enter your password if a field at the bottom of the screen prompts you to, then click Approve. e-xpense updates your approval status to Approved.  Back to Index

  •  Question: Can I approve multiple expense forms simultaneously?
         Answer: No. You must approve each request or report individually as you are reviewing it.  Back to Index

  •  Question: How can I approve expense forms delegated to me by other approvers?
         Answer: By default, the Approve Pre-Authorization Request or Approve Expense Report screen shows only your own requests or reports. If you wish to view requests or reports for one delegating approver at a time, in addition to your own requests or reports, select the approver from the Delegating Approver dropdown list, then click Retrieve. To view requests or reports for both yourself and all approvers who have delegated to you, select All approvers, then click Retrieve.   Back to Index

  •  Question: How do I return to viewing only my own expense forms instead of delegated expense forms?
         Answer: Select the Select a delegating approver option from the Delegating Approver dropdown list, then click Retrieve.  Back to Index

  •  Question: I’m reviewing a request or report with problems that prevent me from approving it. What is the process for rejecting an expense form?
         Answer: Start by clicking Reject from the screen that you are reviewing on. When the Explain Rejection screen appears, select the reason code for the rejection from the dropdown list, type an additional explanation if needed, enter a password if prompted, then click Continue. e-xpense updates the status to Rejected.  Back to Index

  •  Question: Can I approve or reject a request or report with Open status?
         Answer: No. You cannot review, approve, reject, or change a request or report with an Open status, meaning those that the employee has not yet submitted. Even if you retrieve requests or reports of all statuses, e-xpense does not display those with Open status.   Back to Index

  •  Question: After I approve or reject an expense form, sometimes e-xpense sends me back to the Approve Pre-Authorization Request or Approve Expense Report screen, while other times it opens another expense form. What’s going on?
         Answer: It depends on whether you selected one expense form or multiple expense forms to review. If you selected one, then e-xpense always brings you to the Approve Pre-Authorization Request or Approve Expense Report screen after you finish approving or rejecting an expense form. If you selected more than one, then e-xpense opens the next expense form listed among those that you selected. If you approved or rejected the last expense form in the list, then the Approve Pre-Authorization Request or Approve Expense Report screen appears instead, even if you selected additional expense forms that you did not yet approve or reject.  Back to Index

  •  Question: One of the employees under my approval authority told me that s/he submitted a request or report, but I don’t see it in my list yet. Why?
         Answer: Most likely, the expense form is set up with a multi-level approval hierarchy. Once such an expense form reaches the minimum number of approvals required at the approval level below yours, it will appear in your list on the Approve Pre-Authorization Request or Approve Expense Report screen. If your administrator turns on e-xpense automatic emails, then the system does not send you an email that an expense form is ready for your approval until it is fully approved at the level below yours.   Back to Index

  •  Question: I did not approve a request or report for a form that I normally approve, yet it is already showing an Approved status. What happened?
         Answer: It sounds like you’re a member of an approver/auditor group, and another member of your group already approved the request or report. All members of your group have the same approval authority that you do. It takes only one signature from a member of your group to fulfill the group's approval requirement. As a result, you cannot approve a request or report if another approver/auditor in your group has already approved it. You can, however, reject a request or report that has been approved by a member of your group.  Back to Index

  •  Question: Why is a request or report that I already approved appearing in my pending list again?
         Answer: Someone must have changed the request or report. Any change of data, no matter how small, requires you to review and approve the request or report again. The change may have followed another approver rejecting a request or report that you previously approved. The person who made the changes can be the employee him/herself, an authorized approver, or a group expense keeper. Follow the regular procedure for reviewing and approving the changed request or report. If your administrator turns on e-xpense automatic emails, then the system sends you an email when an employee or group expense keeper resubmits a changed expense form, and when an approver rejects and/or changes an expense form that you previously approved.  Back to Index

    Managing Your Employees' Expenses

  •  Question: I’m having trouble finding the e-xpense approval function that I’m looking for in the menus at the upper-left of the screen or in the tabs. Where is everything?
         Answer: e-xpense approver screens are divided into two areas: screens where you list requests or reports for approval, and screens that involve your responsibilities as an e-xpense approver but are not directly related to approving. In the former category, you can find the Approve Pre-Authorization Request and Approve Expense Report screens under the Expense > Expense Approval menu in the upper-left corner of any application screen. In the latter category, you can find the Review Employees’ Previous Expense, Receive Expense Receipts, and Delegate Approval screens by selecting the corresponding options under the Expense > Management menu. If you are on an e-xpense approval screen, you can click a tab to approve the other type of expense form. If you are on an e-xpense management screen, you can click the appropriate tab to go to one of the other management screens.   Back to Index

  •  Question: I selected multiple expense forms to open from the Approve Pre-Authorization Request or Approve Expense Report screen. How do I switch to view a different expense form?
         Answer: At any time, you can use the Pre-Authorization Request or Expense Report dropdown list to switch to a different expense form among those that you selected. The expense forms are listed in the dropdown according to how you sorted them on the previous screen; by default, they’re sorted by request number or report number.  Back to Index

  •  Question: I’m trying to figure out who has and who hasn’t approved an expense form that requires multiple approvers. How can I review the approval requirements and status for an expense form?
         Answer: After you open the expense form for review, click Approver Info. On the Expense Approver Information screen, you can see separate lists for approvers who are required, optional, and have view-only access. For each approver, you can see: name and title; approval result, meaning whether the form has been approved, rejected, or sent back to the original approver, as well as the date when the action was performed; if applicable, the reason code and explanation that the approver supplied when rejecting the expense form; and if applicable, the explanation entered by the approver when forwarding the expense form or sending the form back to the original approver.   Back to Index

  •  Question: If my administrator assigned a multi-level hierarchy to the expense form, how can I review approval information for the different levels?
         Answer: From the Expense Approver Information screen, click and under Approval Level to switch between the different approval levels. Under Approval Level, you can see which level you are viewing.   Back to Index

  •  Question: Can I compare the difference between amounts on the employee’s pre-authorization request and the expense report that is based on it?
         Answer: If there is a difference and if your administrator sets up variance checking, then the expense report displays a Variance button. Click it to view the difference between the estimated amount on the request and the amount that the employee entered on the report, as well as the explanation that s/he entered for the variance.   Back to Index

  •  Question: What is the difference between delegating and forwarding an expense form?
         Answer: Both delegating and forwarding involve assigning approval to someone else, but they differ in the following, significant ways.
    • You can delegate for e-timecard, e-xpense, or both. Forwarding applies only to e-xpense.
    • Delegating means you share your approval authority for all expense forms that you are responsible for, but when forwarding you assign authority for only one specific request or report.
    • You can delegate for a limited period of time, whereas forwarding is permanent unless the approver sends the form back to you.
    • When you forward to additional approvers, both you and anyone you forward to must approve the expense form in order to fulfill its approval requirement. For example, if you are the employee’s manager, and the form requires your approval, then approval by you and everyone you forward to is needed to fulfill the approval requirement for the manager.  Back to Index

  •  Question: How do I forward an expense form to an additional approver?
         Answer: Your administrator’s settings determine whether you can forward an expense form. If you can, then you will see a Forward Approval button on the View Pre-Authorization Request or View Expense Report screen. Click it to go to the Approval Forwarding Information screen. From there, select the approver who you want to forward to, enter an explanation, then click Forward Approval to save the forward. Repeat as needed to forward to more additional approvers. e-xpense notifies each additional approver via email.  Back to Index

  •  Question: Can I monitor the status of an expense form that I have forwarded?
         Answer: Yes. After you forward a request or report, click the Forward Approval button. On the Approval Forwarding Information screen, the Approval Result column either shows the approval status (pending, approved, or rejected) of the expense form for the approver who you forwarded to, or indicates that s/he sent the expense form back to you. Keep in mind that you cannot change an approver you have forwarded to once you have saved the record.  Back to Index

  •  Question: How do I deal with a forwarded expense form?
         Answer: e-xpense notifies you by email when another approver forwards an expense form to you, and it appears in the list on the Approve Pre-Authorization Request or Approve Expense Report screen along with the other expense forms that you are authorized to approve. When you open the forwarded expense form, you can click Forwarding Info to read an explanation from the approver who forwarded it to you. Then you can either approve or reject using the same procedure that you would for one of your own expense forms, or you can send it back to the original approver.   Back to Index

  •  Question: How do I send back a forwarded expense form to the original approver?
         Answer: From the request or report, click Send Back. On the Send Back Expense Approval screen, enter an explanation for sending the request or report back to the original approver, then click Send to finish sending it back. When the Approve Pre-Authorization Request or Approve Expense Report screen reappears, the request or report that you sent back no longer appears in the list. e-xpense notifies the original approver via email that you sent back the request or report.   Back to Index

  •  Question: What approval actions result in e-xpense sending email?
         Answer: If your administrator turns on e-xpense automatic emails and selects the applicable email options in the expense form, then the following approval actions result in emails being sent to approvers and/or employees: all previous-level approvers approving an expense form; rejecting an expense form; rejecting an expense form that another approver has already approved; fully approving an expense form; changing an expense form’s status from Rejected to Partial Approved; making changes to an approved expense form then approving it; making changes to an approved expense form then rejecting it; forwarding approval; sending back a forwarded expense form.  Back to Index

    Receiving Employees' Expense Receipts

  •  Question: How do I know if I can electronically receive receipts for an expense report?
         Answer: You can receive receipts for any report that has at least one category that requires receipts, as long as the employee has already submitted the report and it hasn’t been rejected. It can be submitted but unapproved, partially approved, fully approved, even archived. As long as you are an authorized approver, you can acknowledge receiving receipts for a report, regardless of your required/optional status or place in the approval hierarchy.   Back to Index

  •  Question: Do I need to receive receipts for a report if another approver has already received its receipts?
         Answer: No. Any expense item that requires receipts needs to have receipts acknowledged only by one approver, regardless of how many approvers are required to approve the report. All expense items for a report, however, do not need to be received by the same approver. For example, one approver with authority for a report may acknowledge receiving receipts for air travel, while another approver may acknowledge receiving receipts for car rental for the same report.   Back to Index

  •  Question: How do I begin the process of electronically receiving an employee’s expense receipts?
         Answer: If you are viewing the expense report, you can simply click Receive Receipts. Or, you can retrieve a list of reports for receiving receipts by selecting Expense > Management > Receive Expense Receipts from the upper-left corner of any application screen. From the Receive Expense Receipts screen, enter criteria for the reports that you want to retrieve for receiving receipts, or leave all criteria blank to retrieve all reports that you have access to and that require receipts, then click Retrieve. Next, click Select to the left of the report that you want to receive receipts for.  Back to Index

  •  Question: Okay, I’m in the Receive Receipts dialog box and viewing a list of expense items for the report that I want to receive receipts for. What do I do next?
         Answer: To acknowledge that you have received receipts, place a check to the right of each expense item for which you have received receipts. If you previously indicated that you received receipts for an item in error, you can uncheck the item. Click OK to update receipt data for the report according to your selections.  Back to Index

  •  Question: Can I review or change receipt data for a report that has already had all of its receipts received?
         Answer: Yes. On the Receive Expense Receipts screen, check the Receipt Received box to list expense reports that have had all receipts received, then click Retrieve. If you leave this check box at the default of turned off, then you will instead retrieve expense reports that have at least one item requiring a receipt that has not yet been received.   Back to Index

  •  Question: Can I review whether receipts have been received for an expense report without going to the Receive Receipts dialog box?
         Answer: Yes. For any report that you are authorized to approve and that requires receipts, a receipts item appears above the expense report's category rows/date columns. It can have one of the following values.
    • All receipts are on file—All required receipts have been received for this expense report.
    • Receipts are outstanding—There are still receipts that need to be received. This could mean that some, but not all, receipts have been received, or that no receipts have been received up to this point.   Back to Index

    Changing and Reviewing Your Employees' Expenses

  •  Question: Can I make changes to a request or report that an employee under my approval authority has already created?
         Answer: Whether you can change an existing expense form for an employee, and if so whether you can change any data or job numbers only, depends on the form’s setup. If the Edit tab is clickable when you are viewing a request or report, that indicates that you can make changes. Check with your administrator to find out what kind of changes are allowed for different forms.   Back to Index

  •  Question: How do I save my changes to an employee’s request or report?
         Answer: When you view the editable version of an employee’s request or report, you do not see a Save button as you would if you were viewing one of your own requests or reports. This is because you cannot update the status of one of your employees’ expense forms to Open after you change it. Instead, you can click Approve after you make your changes if you do not want the employee to take any further action on the expense form, though s/he can still review your changes if s/he wishes. Or, you can click Reject to force the employee to review your changes, make further changes according to your explanation, and then resubmit the expense form. In both cases, any approver who approved the expense form prior to your changes will have to approve it again.   Back to Index

  •  Question: As an approver, can I create a new request or report for an employee under my approval authority?
         Answer: No. The only person who can create a new request or report is the employee him/herself, or a group expense keeper who is set up with an appropriate level of access.   Back to Index

  •  Question: Why are there some employee expense forms that I can review, but can’t approve or reject?
         Answer: Your administrator may allow you view-only access to certain expense forms. This means that you can review the request or report, but you cannot approve, reject, or change it. To view expense forms that you have view-only access to, click the Status(es) check box for either Approved or All on the Approve Pre-Authorization Request or Approve Expense Report screen, then click Retrieve. When you open an expense form which you have view-only access to, the Edit tab is not clickable, and the Approve and Reject buttons do not appear.  Back to Index

  •  Question: I can’t find a past request or report when I search from the Approve Pre-Authorization Request or Approve Expense Report screen. Can I review or make changes to an old employee expense form?
         Answer: Once your administrator exports a report to an accounts payable program, you can still review it and, if applicable, the request that it is based on, as long as you have approval authority for the employee’s expenses. Neither you nor the employee him/herself, however, can change archived expenses. Archived expenses are not eligible for approval or rejection, either.   Back to Index

  •  Question: How do I find and open archived employee expenses?
         Answer: From the upper-left of any application screen, click Expense > Management > Review Employees' Expense. Enter criteria for the archived employee expense reports that you want to retrieve, or leave all criteria blank to retrieve all archived reports that you have access to, then click Retrieve. If you want to simply review one archived report, click Select to the left of it to open the report. To review multiple archived reports, click the check box to the left of each one that you want to review, then click Review Selected; the first report among those that you selected opens. Once you open an archived report, you can click Review Request to look at the archived request if the report was based on a pre-authorization.  Back to Index

    		•

    e-xpense Mass Entry

  •  Question: I’m an authorized group expense keeper. How do I access mass expense entry?
         Answer: You use the same web application and the same ID and password to access mass entry that you use to access other e-xpense functions. There are two ways to get to the Mass Enter Expenses screen. While you log in, you can select Mass enter expenses from the Go to dropdown list if you want to start with mass expense entry right away. Or, from the upper-left corner of any application screen, click Administration > Mass Enter Expenses any time that you want to access mass expense entry.  Back to Index

  •  Question: What criteria am I required to enter in order to retrieve an employee for mass expense entry?
         Answer: You must enter either an employee or an org9. If you leave both fields blank and click Retrieve or Retrieve List, you will receive an error message.   Back to Index

  •  Question: I know the employee for whom I want to enter expenses and want to get right to it. How do I do this?
         Answer: On the Mass Enter Expenses screen, enter an employee, then click Retrieve. e-xpense automatically brings you to the Create Pre-Authorization Request or Create Expense Report screen for the employee.  Back to Index

  •  Question: How can I list all the employees for a specific org9 (department)?
         Answer: On the Mass Enter Expenses screen, enter an org9, leave the employee blank, then click Retrieve List. e-xpense lists all employees for the org9 that you entered. Click Select to the left of the employee for whom you want to enter expenses.   Back to Index

  •  Question: Can I look up the employee and org9?
         Answer: Yes. Click to the right of either field to look it up. The lookup screen lists only employees or org9s that you are authorized to enter expenses for.  Back to Index

  •  Question: How do I indicate whether I want to enter a request or report for the employee?
         Answer: On the Mass Enter Expenses screen, Expense Report is selected by default. If you want to enter a request instead of a report, click Pre-Authorization Request.   Back to Index

  •  Question: I need to enter a request or report for an employee who is no longer active with the company. Can I do this, and if so, how?
         Answer: Yes you can. By default, the Active Only check box on the Mass Enter Expenses screen is turned on. Turn this check box off if you want to retrieve both active and inactive employees.  Back to Index

  •  Question: Once I’m on the Create Pre-Authorization Request or Create Expense Report screen, how do I enter new expenses for the employee?
         Answer: Do one of the following.
    • To create a request, click Create to the left of the form.
    • To create a report for an approved request, find the request in the upper list, then click Create to the left of the request.
    • To create a report from a form that does not require a pre-authorization, find the form in the lower list, then click Create to the left of the form.
    When the Edit Pre-Authorization Request or Edit Expense Report screen appears, follow your company’s normal procedure for entering the employee’s expenses.  Back to Index

  •  Question: Can I enter or review a request or report that the employee has already created?
         Answer: You can open a request or report that one of your employees has already created and make changes to it if necessary. In turn, employees can review and modify requests and reports that you create for them as a group expense keeper.   Back to Index

  •  Question: How do I access an existing request or report to edit?
         Answer: When you click Retrieve, or click Select to the left of an employee on the Mass Enter Expenses screen, the Create Pre-Authorization Request or Create Expense Report screen appears. From there, click a tab: Edit Pre-Authorization or Edit Expense Report. The request or report with the lowest request/report number automatically opens. If you want to work on a different request or report, select it from either the Pre-Authorization Request or Expense Report dropdown list.   Back to Index

  •  Question: How can I quickly verify that I’m entering expenses for the correct employee?
         Answer: You can see the name and ID of the employee whose expenses you’re entering on the following screens, above the tabs: Create Pre-Authorization Request; Edit Pre-Authorization Request; View Pre-Authorization Request; Create Expense Report; Edit Expense Report; View Expense Report; View Previous Expense Report. Note that the upper-left of the screen shows your own name.   Back to Index

  •  Question: How do I know whether to send the request or report to the employee or to his/her approvers?
         Answer: Ask your administrator, because your company's internal procedures determine whether you send finished requests and reports directly to all required and optional approvers, or to the employee to review and submit. Either way, all requests and reports that you enter as a group expense keeper follow the same approval process that they would if entered by the employees themselves.   Back to Index

  •  Question: How do I tell e-xpense whether to send the request or report to the employee or to his/her approvers?
         Answer: At the bottom of the Edit Pre-Authorization Request or Edit Expense Report screen, select one of these options from the Send to dropdown list: The employee's name if the employee is required to review the request or report before s/he submits it to approvers; or Approvers to send the request or report directly to approvers if no review by the employee is required.   Back to Index

  •  Question: What do I do to indicate that I’m done entering a request or report for the employee?
         Answer: Click Finish Mass Entry. No further action is needed. e-xpense sends the request or report to the employee or approvers instantly, and it returns you to the Mass Enter Expenses screen so you can to continue selecting employees for mass expense entry.   Back to Index

  •  Question: I’m working on a travel report that is based on a request that allows multiple reports, and this is the final report for the trip. How do I close the request?
         Answer: To the right of the Send to dropdown list, click Close Request. If you do not click this check box, then it is up to the employee to close the request if this is the final report for the trip.  Back to Index

    		•