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Evolution@Vanderbilt

Creating Expense Reports

Creating the Report

Expenses Page – Click Create Report

Creating the Report

  • Fill in purpose – e.g., “Flick Lab Get Together”
  • Click “+ Create Item”

Creating the Item

  • Fill in the Date of the event – e.g., “7/29/22”
  • Type – e.g., “Food and Beverage Expense” – after, more boxes will populate

Creating the Item (cont.)

  • Fill in Expense Location – e.g., “United States”
  • Fill in the Amount – number before tip e.g., “47.86”
  • Fill in the Description – e.g., “Lab party to support collegiality and employee morale. Paid with personal CC.”
  • Fill in the Merchant Name – e.g., “Hopdoddy Burger Bar”
  • If there was alcohol – you will have to Itemize – Choose Type “Entertainment/Alcohol” (skip to below)
  • Make sure you have the correct account (COA)** for the Account Box
    • Do not copy and paste a COA with X’s for the type.
      • You can copy and paste the numbers before the group of 4 and the numbers/letters after the group of 4 (6130 in the below example)
      • You could also copy and past the group of 4 into your COA where the X’s are and then copy and paste the whole thing back in the Account
      • If you accidentally have already put the X’s,
    • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
    • For the three letters, most of the time, the default “RES” is correct (research expense), for non-research expenses, you should likely use “ACA”
  • You may or may not need Project Number, Task Number, and Expenditure Organization**

  • Occasionally, you will have to select if the property belongs to the “University” or “Individual”

Creating the Item: Itemizing – only done in rare circumstances

  • Calculate the alcohol amount
  • Fill in Date and Amount
  • Fill in Merchant Name and Description “Hopdoddy Burger Bar” & e.g., “Alcohol portion of bill
  • Make sure you have the correct account (COA)** – follow directions as above
    • The four numbers in the middle are generated by the “Type” from Oracle – do not change these
    • The pictures below are a bit outdated, so the first .0. is now defaulted to “RES” – most of the time, the default “RES” is correct
  • You may or may not need Project Number, Task Number, and Expenditure Organization**
  • Click the “+” button to create a new itemization line
  • Fill in Date, amount, description, cost of non-alcohol portion of the bill, account, etc. as above
  • The remaining Balance on the top right should be 0

**For these steps, it is important to fill in each box, then click outside the box and wait for the next box to populate

Creating the Item: Finishing up

  • Add your receipts (for purchases greater than $75) to the attachments section.
    • Receipts must include:
      • Your Name
      • Last four of the CC used
      • Date
      • Vendor Name
      • Vendor Address
  • All flights must be booked through Concur
  • Add attendee list for parties, meals, get togethers, etc.
  • Select Save and Close

Creating the Report: Finishing up

  • Read the “Corporate Travel and Expense Policies”
  • Click the button to acknowledge reading the policies
  • Click Submit