{"id":3060,"date":"2024-11-23T21:30:40","date_gmt":"2024-11-23T21:30:40","guid":{"rendered":"https:\/\/www.vanderbilt.edu\/evolution\/?page_id=3060"},"modified":"2025-12-25T21:11:06","modified_gmt":"2025-12-25T21:11:06","slug":"creating-expense-reports","status":"publish","type":"page","link":"https:\/\/www.vanderbilt.edu\/evolution\/creating-expense-reports\/","title":{"rendered":"Creating Expense Reports"},"content":{"rendered":"<h2>Creating the Report<\/h2>\n<p>Expenses Page &#8211; Click Create Report<\/p>\n<p><img loading=\"lazy\" class=\"wp-image-3061 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1.png\" alt=\"\" width=\"1234\" height=\"671\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1.png 2145w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-300x163.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-1024x557.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-768x418.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-1536x836.png 1536w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211729\/Picture1-2048x1114.png 2048w\" sizes=\"(max-width: 1234px) 100vw, 1234px\" \/><\/p>\n<h3>Creating the Report<\/h3>\n<ul>\n<li>Fill in purpose \u2013 e.g., \u201cFlick Lab Get Together\u201d<\/li>\n<li>Click \u201c+ Create Item\u201d<\/li>\n<\/ul>\n<p><img loading=\"lazy\" class=\" wp-image-3062 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2.png\" alt=\"\" width=\"1262\" height=\"686\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2.png 2145w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-300x163.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-1024x557.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-768x418.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-1536x836.png 1536w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211733\/Picture2-2048x1114.png 2048w\" sizes=\"(max-width: 1262px) 100vw, 1262px\" \/><\/p>\n<h3>Creating the Item<\/h3>\n<ul>\n<li>Fill in the Date of the event \u2013 e.g., \u201c7\/29\/22\u201d<\/li>\n<li>Type \u2013 e.g., \u201cFood and Beverage Expense\u201d \u2013 after, more boxes will populate<\/li>\n<\/ul>\n<p><img loading=\"lazy\" class=\"size-full wp-image-3063 aligncenter\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3.png\" alt=\"\" width=\"624\" height=\"312\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3.png 624w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2024\/11\/23211928\/Picture3-300x150.png 300w\" sizes=\"(max-width: 624px) 100vw, 624px\" \/><\/p>\n<h3>Creating the Item (cont.)<\/h3>\n<ul>\n<li>Fill in Expense Location \u2013 e.g., \u201cUnited States\u201d<\/li>\n<li>Fill in the Amount \u2013 number before tip e.g., \u201c47.86\u201d<\/li>\n<li>Fill in the Description \u2013 e.g., \u201cLab party to support collegiality and employee morale. Paid with personal CC.\u201d<\/li>\n<li>Fill in the Merchant Name \u2013 e.g., \u201cHopdoddy Burger Bar\u201d<\/li>\n<li>If there was alcohol &#8211; you will have to Itemize \u2013 Choose Type \u201cEntertainment\/Alcohol\u201d (skip to below)<\/li>\n<li>Make sure you have the correct account (COA)** for the Account Box\n<ul>\n<li><strong>Do not copy and paste a COA with X&#8217;s for the type.<\/strong>\n<ul>\n<li><em>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)<\/em><\/li>\n<li><em>You could also copy and past the group of 4 into your COA where the X&#8217;s are and then copy and paste the whole thing back in the Account<\/em><\/li>\n<li>If you accidentally have already put the X&#8217;s, <a href=\"https:\/\/cdn.vanderbilt.edu\/vu-sub\/wp-content\/uploads\/sites\/291\/2024\/11\/07201229\/Expense_Type_Acct_Mapping.pdf\">here is a link to expense types.<\/a><\/li>\n<\/ul>\n<\/li>\n<li>The four numbers in the middle are generated by the &#8220;Type&#8221; from Oracle &#8211; <strong>do not change these<\/strong><\/li>\n<li>For the three letters, most of the time, the default &#8220;RES&#8221; is correct (research expense), for non-research expenses, you should likely use &#8220;ACA&#8221;<\/li>\n<\/ul>\n<\/li>\n<li>You may or may not need Project Number, Task Number, and Expenditure Organization**<\/li>\n<\/ul>\n<p><a href=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-3810\" src=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png\" alt=\"\" width=\"1902\" height=\"835\" srcset=\"https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259.png 1902w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-300x132.png 300w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-1024x450.png 1024w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-768x337.png 768w, https:\/\/cdn.vanderbilt.edu\/vu-URL\/wp-content\/uploads\/sites\/295\/2025\/12\/25210413\/Screenshot-2025-12-25-150259-1536x674.png 1536w\" sizes=\"(max-width: 1902px) 100vw, 1902px\" \/><\/a><\/p>\n<ul>\n<li>Occasionally, you will have to select if the property belongs to the &#8220;University&#8221; or &#8220;Individual&#8221;<\/li>\n<\/ul>\n<h3>Creating the Item: Itemizing &#8211; only done in rare circumstances<\/h3>\n<ul>\n<li>Calculate the alcohol amount<\/li>\n<li>Fill in Date and Amount<\/li>\n<li>Fill in Merchant Name and Description \u201cHopdoddy Burger Bar\u201d &amp; e.g., \u201cAlcohol portion of bill<\/li>\n<li>Make sure you have the correct account (COA)** &#8211; follow directions as above\n<ul>\n<li>The four numbers in the middle are generated by the &#8220;Type&#8221; from Oracle &#8211; do not change these<\/li>\n<li>The pictures below are a bit outdated, so the first .0. is now defaulted to &#8220;RES&#8221; &#8211; most of the time, the default &#8220;RES&#8221; is correct<\/li>\n<\/ul>\n<\/li>\n<li>You may or may not need Project Number, Task Number, and Expenditure Organization**<\/li>\n<li>Click the &#8220;+&#8221; button to create a new itemization line<\/li>\n<li>Fill in Date, amount, description, cost of non-alcohol portion of the bill, account, etc. as above<\/li>\n<li>The remaining Balance on the top right should be 0<\/li>\n<\/ul>\n<p>**For these steps, it is important to fill in each box, then click outside the box and wait for the next box to populate<\/p>\n<h3>Creating the Item: Finishing up<\/h3>\n<ul>\n<li>Add your receipts (for purchases greater than $75) to the attachments section.\n<ul>\n<li><strong>Receipts must include:<\/strong>\n<ul>\n<li>Your Name<\/li>\n<li>Last four of the CC used<\/li>\n<li>Date<\/li>\n<li>Vendor Name<\/li>\n<li>Vendor Address<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>All flights must be booked through Concur<\/li>\n<li>Add attendee list for parties, meals, get togethers, etc.<\/li>\n<li>Select Save and Close<\/li>\n<\/ul>\n<h3>Creating the Report: Finishing up<\/h3>\n<ul>\n<li>Read the &#8220;Corporate Travel and Expense Policies&#8221;<\/li>\n<li>Click the button to acknowledge reading the policies<\/li>\n<li>Click Submit<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Creating the Report Expenses Page &#8211; Click Create Report Creating the Report Fill in purpose \u2013 e.g., \u201cFlick Lab Get Together\u201d Click \u201c+ Create Item\u201d Creating the Item Fill in the Date of the event \u2013 e.g., \u201c7\/29\/22\u201d Type \u2013 e.g., \u201cFood and Beverage Expense\u201d \u2013 after, more boxes will populate Creating the Item (cont.)&#8230;<\/p>\n","protected":false},"author":2421,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page_vunetid.php","meta":{"spay_email":""},"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v18.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.vanderbilt.edu\/evolution\/creating-expense-reports\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Creating Expense Reports - Evolution@Vanderbilt\" \/>\n<meta property=\"og:description\" content=\"Creating the Report Expenses Page &#8211; 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