Modifying Travel Expense Reports

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Overview

The traveler can modify Expense Reports as needed (including dates, amounts, and payment type) directly from the Expense Report Entry page prior to submission for approval. In addition, a Supervisor may Send Back or Deny Expense Reports if they find inaccurate expenses, if the details justifying an expense are missing, or if a receipt is missing for an expense greater than $30. The traveler will receive an email notification when incomplete or non-compliant Expense Reports are sent back for revision, placed on hold, or denied.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/ > myTravel and Expenses > Expense Reports > View

1. Click View All.
2. Select the Authorization ID from the list.
   • The Travel Authorization Details page displays.

3. Modify fields requiring correction.
4. Click the AddAdd icon (plus sign) to add a new (blank) expense line, if necessary.

   

5. Click Delete to remove an expense line, if necessary.
6. Click the General Information iconGeneral Information icon.

   

7. Modify fields under General Information requiring correction.
8. Click Attach ReceiptAttach Receipt to add relevant files.
   1. Click Attachments.
   2. Click Browse.
   3. Select file(s) from desktop.
   4. Click Upload.
   5. Enter short Description.
   6. Click OK.
9. Click the Update Details button to return to the Expense Entry page.

10. Click Save to complete or modify in the future.

11. • At least one expense type must be entered before saving or submitting; otherwise an error message will display.

    • Saved will briefly appear in the top, right corner.

12. Click Review and Submit if completed.

12. Click NotesNotes if necessary.

     

    • Enter Comments / Notes providing justification for the following exceptions:

      • When dates on the Travel Authorization do not align with the dates on the Expense Report.

      • When claiming reimbursement for Meal Per Diems and lodging was State prepaid.

      • When reimbursement information on the Expense Report does not match receipts provided (name, location, charges).

      • When Per Diem does not align with hotel location, intermediate destinations, and / or vicinity mileage.

13. Click View Printable Report to save to desktop or print as a PDF.
14. Click Submit to submit Expense Report for approval.
15. Click Submit for the Submission ConfirmationSubmission Confirmation popup.

    

16. The Status will change to Submission in ProcessSubmission in Process under My Expense Reports page.