How to Create an Expense Report for a Car Rental Page 1 How to Create an Expense Report for a Car Rental
Click on the Create New button.
Ensure that you are creating the Expense Report for yourself.
Note: You will only see this page if you are a Delegate. If you are not a Delegate, you will go directly to the Expense Report Entry page.
How to Create an Expense Report for a Car Rental Page 2 Enter the Report Name.
Note: Any field that has an * (asterisk) in front of it is a required field and must be filled in.
From the Business Purpose, click on the dropdown arrow choose the appropriate selection.
How to Create an Expense Report for a Car Rental Page 3 You must now check the appropriate boxes for Received Cash Advance?, PDA
Expense Included? and Sponsored Travel? In this scenario, all will be No.
Note: If you hover over any of the you will see a description of what this is for.
Click on the Expense Type dropdown and select the appropriate selection.
How to Create an Expense Report for a Car Rental Page 4 Enter the Transaction/Receipt Date and Amount Spent.
Click on the Details button.
How to Create an Expense Report for a Car Rental Page 5 Click the dropdown arrow for the Preferred vendor list. Hertz is the only Preferred
vendor.
Example:
How to Create an Expense Report for a Car Rental Page 6 For the purpose of this Expense Report, click on the Preferred Vendor – Hertz.
Note: You will see the message - **Itemization is required for this expense type. Click on Itemize Button to Continue.
This means that you must break out your items on your receipt for the car rental. Click on the Itemize button.
You will see that there are 3 steps for Itemizing a receipt. Step 1 – Select Expense Type and Click Itemize button
Step 2 – Enter Expense Information for Car Rental and Click Update Step 3 – Verify breakdown of Itemized Expenses
How to Create an Expense Report for a Car Rental Page 7 Step 1 – Click on the Expense Type dropdown arrow and select item for itemizing. Select Car Rental-GPS Charges, and click on the Itemize button.
Step 2 – Enter Expense Information.
You will notice there is no dollar value in the Amount Spent. Enter the amount for the GPS charges, and click on the Update button.
How to Create an Expense Report for a Car Rental Page 8 You will also notice to the right – in Step 3 – the breakout of your receipt.
Note: At the end of breaking out your receipt, your Current Total/Receipt Total should balance to the original amount you indicated in your Amount Spent field. The Balance field should be 0 after you are done itemizing. If you have an amount showing in the balance, you will need to correct your items that may have the incorrect amount showing in them.
To Correct an amount, you will just need to click on the “Type” and go in and correct the amount.
You can continue itemizing your car rental receipt.
You will notice for this Expense Type – Car Rental-Fuel Purchase(FPO) that the Personal Expense box has been checked. Per the HFHS Travel Policy, this is a no reimbursable charge. Please see the Travel Policy if you have any questions.
How to Create an Expense Report for a Car Rental Page 9 When you have completed entering all of your Expense Types, click on the Accounting Details button.
The Account and your Department number have defaulted. To review remaining lines, click on the Next Expense button. When you have finished your review, click on the OK button.
How to Create an Expense Report for a Car Rental Page 10 Click on the Return button.
How to Create an Expense Report for a Car Rental Page 11 You will see in your Totals the amounts of Non-Reimbursable Expenses and Due
Employee Expenses. Attach your receipt(s).
How to Create an Expense Report for a Car Rental Page 12 Click on the Browse button.
Go to the directory where you have scanned/saved your receipts.
Click on appropriate receipt(s) for this Expense Report. Attach your Car Rental receipt. Click on the document.
How to Create an Expense Report for a Car Rental Page 13 Note: For the Car Rental Expense Report you must include the Approval email you received back that includes the TW number.
How to Create an Expense Report for a Car Rental Page 14 If you have additional receipts that need to be added – add them at this time. Follow the same steps as above.
How to Create an Expense Report for a Car Rental Page 15 You may either click on the Check for Errors button, or just Submit your Expense
Report.
How to Create an Expense Report for a Car Rental Page 16 There are no errors in this report. Click on the OK button.
Click on the Submit button.
How to Create an Expense Report for a Car Rental Page 17 You will get the HFHS Guideline disclaimer. If all applicable, click on OK.
You will receive a message that your Expense Report has been submitted for Approval and be issued an Expense Report number.
Note: You will see a message - **Expense Report may take a few minutes to process. This just means that the system is processing your data, and it may take a few minutes to show up in your Expense Home page.
How to Create an Expense Report for a Car Rental Page 18 If you click on the report, you can see where it is at in the approval process.
How to Create an Expense Report for a Car Rental Page 19 You will also receive an email.
