Creating Non-Travel Expense Reports

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Overview

All non-travel expenses are reimbursed through Travel and Expense reports in OAKS FIN. The employee creates an Expense Report and attaches appropriate documentation (e.g., invoice, receipt) after a non-travel expense is incurred. The expense report is routed to a Supervisor for review and approval before being routed to fiscal staff (non-travel approver) for coding review and approval.

Reimbursements for approved expenses generally appear in the state employee’s bank account (via EFT) within 7 days after passing pre-audit approval.

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 > Create ER without TA

1. Select the appropriate Business Purpose from the dropdown menu that best describes the purpose of the trip.
2. Enter a brief Description.
3. The Default Location is not required.
4. Select the Look up Reference icon (magnifying glass), if necessary.

5. Click the Attach Receipt to add relevant files.

6. • Original receipts are required for all expenses over $10, except mileage and meal per diem. If expense is exactly $10, although a receipt is not required, the system will require an attachment which can be a blank document.

   • Review (TE) Attachment Requirements for Non-Travel Reimbursements.

7. Select + Add Expense button.

7. Enter Date of expense.
8. Click the Look up Expense Type icon (magnifying glass).
   1. Select All TypesAll Types to list all expenses.

      

   2. Select Expense Type from the list.

• For additional information on the following expense types, click the applicable link below. 

• • Adding "Airfare"

  • Adding "International Travel"

  • Adding "Lodging" and/or "Conference Lodging"

  • Adding "Conference Meals"

  • Adding "Gasoline"

  • Adding "Ground Transportation"

  • Adding "Meal Per Diem"

  • Adding "Miscellaneous Travel Expense"

  • Adding "Personal Auto Mileage"

  • Adding "Personal Mileage - Round Trip"

  • Adding "State Prepaid"

• The information required will vary based upon the type of expense being added.

9. Add/modify the Description field.
10. Select appropriate Payment Type from the dropdown menu.
11. Add/modify the Amount field.
12. Click the AddAdd icon (plus sign) to add a new (blank) expense line, if necessary.

    

13. Click Delete to remove an expense line, if necessary.
14. Click the General InformationGeneral Information icon to add general information.

    

15. Verify all entries and/or add necessary general information.
16. Click the Update Details button to return to the Expense Entry page.

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

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

18. Click Review and Submit if complete.

19. Click Notes if necessary. 

20. Click View Printable Report to save to desktop or print as a PDF.
21. Click Submit to submit Expense Report for approval.
22. Click Submit for the Submission ConfirmationSubmission Confirmation popup.

    

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