Create Template for Expense Report

Job Aid Create Template for Expense Report Create Template for Expense Report In this scenario, Teresa Traveler will create a user template for an Expense Report. The template will contain four typical expenses that Teresa incurs when she drives within Wisconsin. Sometimes Teresa takes a UW fleet car, and sometimes she drives her personal vehicle. After the template is saved, Teresa can use the template to save data entry time whenever she needs to create a new Expense Report. Tips for Alternates or Proxies for Travelers: After you create a user template under your own employee ID, you can use this template for all travelers who have authorized you to enter Expense Reports on their behalf. 1. From the main Menu: Click the Employee Self-Service link. 2. From the Employee Self-Service menu, Employee Travel and Expense Center area: Click the Travel and Expense Center link. 3. From the Travel and Expense Center menu, in the Other Expense Functions section: Click the Create/Update User Template link. 4. In the User Template screen: Click the Add a New Value tab. Date Created: 4/10/2009 Date Modified: 08/13/2009 Page 1 Job Aid Create Template for Expense Report 5. In the Add a New Value tab, click in the Document Template field. 6. In the Document Template field, enter a brief name for your template, in 8 characters or less. In our example, we named the document template, "DRIVE." In the Template Type field, click on the drop-down arrow and choose the Expense Report option. 7. Note: The options for Contract and Standard are not used at UW-Madison. 8. 9. To add the new Expense Report template, click the Add button. In the Add a Template, User Template screen: In the Description field, enter a description of 30 characters or less. Note: Entering a meaningful description will help later if you need to search for all your user templates. 10. If desired (though not required), in the Short Description field, enter a short description of 10 characters or less. Note: The Short Description field is helpful to persons who maintain database tables. 11. Click the Expense Type drop-down arrow to activate the menu. 12. In the expense type list, the 29 expense types are in alphabetical order. Scroll through the items to locate the desired expense type. For our template example, the first expense type is for Lodging. Click the Lodging list item. Page 2 Date Created: 4/10/2009 Date Modified: 08/13/2009 Job Aid Create Template for Expense Report 13. To add multiple rows for more expense types, use the plus symbol icon to the right of the screen: Click the Add multiple new rows at row 1 button 14. or press (Alt+7). In the pop-up User Prompt window, enter the desired number of rows to add. (The default value is always set to 1 row). For our example, we will add 3 rows. 15. 16. In the User Prompt window, to add the multiple rows, click the OK button. The system adds the specified number of rows in the Expense Type column. 17. In our template example, the second expense type is for Meals. In the blank second row, click on the drop-down arrow and select the Meals list item. 18. In our template example, the third expense type is Mileage. In the blank third row, click on the drop-down arrow and select the Mileage list item. 19. In our template example, the fourth expense type is Other Travel. Note: Other Travel describes incidental travel-related expenses not identified by any other category (i.e. laundry). In the blank fourth row, click the drop-down arrow item. and select the Other Travel list 20. If you need to add more rows: Click the Add multiple new rows at row 4 button or press (Alt+7). 21. If you need to delete a row, use the minus symbol icon to the right of the row: Click the Delete row button or press (Alt+8). Page 3 Date Created: 4/10/2009 Date Modified: 08/13/2009 Job Aid Create Template for Expense Report 22. 23. To save the newly created Expense Report User Template, click the Save button. In the Add a Template, Save Confirmation window, the system indicates that the save was successful. To return to the main menu, click the Home hyperlink, located in the top right portion of the screen. 24. You have successfully created a user template for an Expense Report. You can now use this template to save data entry time whenever you need to create a new Expense Report document for yourself or another traveler. End of Procedure. Page 4 Date Created: 4/10/2009 Date Modified: 08/13/2009