expense reports (program staff)

Modified on Fri, 23 Feb 2024 at 01:32 PM

(Financial Reporting for Program Staff)


Submitting Expense Reports

Designated staff members with responsibilities for submitting financial reports for your program will receive e-mail alerts when it’s time to submit or resubmit an expense report.

Here’s how to fill out the report:

  1. From the left, click Financial Reporting.
  2. On the right, towards the bottom of the page, you’ll see the section, Submit & Update Expense Reports.
  3. Here, you’ll see a list of any reports that have launched and have either not been submitted or have been returned to you for editing.  
  4. Click the link to access the report.
  5. At the top of the report page, you’ll see financial status details about your program, along with a link to open your current budget.  (If your program submitted and received approval for a budget modification, this link will pull up the most recently approved modification.)
  6. Click the section for which you need to enter expenses.  

    When the section expands, you’ll see the remaining amount of money left in each line item. Enter expenses for each item.

  7. If activated for your program, as you enter expenses, you may be prompted to attach receipts for specific line items.  To do so, simply click the relevant link and then follow prompts in the pop-up window to attach the requested documentation.
    Once you click the "Save" button in the receipt attachment window, you'll see an option to Edit Receipts for the given line item in case you need to add/remove any attachments or need to modify any attachment descriptions.

  8. As you enter values in Sections I and II, if available for your program, Section III calculations will update automatically per custom values that were entered by your commission.

    Do not change these values without explicit permission from your commission.

    If you mistakenly edit the automatically-calculated values and realize that doing so was a mistake, at the bottom of the Section III table, click the link, Remove Your Edits & Restore Default Section III Calculations.
  9. At the bottom of the page, you’ll see a Review section. This section will provide you with key details about the total amount of expenses you entered and the remaining amount of money that will remain once the report is approved.
  10. At the bottom of the report, you’ll see a Final Details section where you can enter any notes for your commission to take into consideration while they review the report.

    Depending on what's required of your program, you may see a prompt to attach your General Ledger for this reporting period.

  11. If you’re not quite ready to submit the report, you can always click the “Save Draft” button at the bottom of the page.  Your commission will not see the report until you click Submit for Approval. 

  12. When you submit the report, designated individuals at the commission will receive an e-mail notification letting them know that your report is ready for review.

  13. If the report is approved or returned for editing, you’ll receive an e-mail notifying you of the outcome.

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