Details Tab

Use the Expense Details tab to enter required and optional information about the expense.

When you add or edit planned expenses, the details you are required to enter can vary based on the type of expense you are entering.

These exceptions are noted within the field descriptions that follow below.

Screen Fields

Field	Description
Location	In the Location field, click to select the location where the expense will be incurred. If your system administrator has configured default locations for per diem expenses, the default location displays in the Location field. You can override the default by selecting a different location. When you select a location, the start and end dates, per diem location information, and ceiling amount for the expense are set accordingly. This field is only available if the expense type is set up to allow multiple locations on one expense report and you selected Multiple Locations.
Expense Date	To select the date on which this expense will be incurred, , click to select a date. You can also enter it manually. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the Expense Date field. This field is available for all expense types where Multiday is not selected on the Input Options tab of the Expense Types screen. However, if the date displays based on the location selected in the Location field, you cannot change it here. The expense date must fall within the period defined by the start and end dates selected in the expense authorization.
Departure Date	This field displays the starting date you selected for the expense.
Return Date	This field displays the ending date you selected for the expense.
Start Date/Check In Date	To select the starting date of this expense, click to select a date. You can also enter it manually. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the Start Date field. This field is available for all expense types with Multiday selected on the Input Options tab of the Expense Types screen. However, if the start date displays based on the location selected in the Location field, you cannot change it here. The start date must fall within the period defined by the start and end dates selected in the expense authorization.
End Date/Check Out Date	To select the ending date for the expense, click to select a date. You can also enter it manually. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the End Date field. This field is available for all expense types with Multiday selected on the Input Options tab of the Expense Types screen. However, if the end date displays based on the location selected in the Location field, you cannot change it here. The end date must fall within the period defined by the start and end dates selected in the expense authorization.
Number of Units	This field displays the number of units that were entered for this expense estimate. If the expense type selected is not a units-based expense type, this field displays 0.
Days/Nights	If the expense is for a car rental, Number of Days displays the number of days to which the expense applies, based on the start and end dates for the expense and on the Late Return check box. If the expense is for lodging, Number of Nights displays the number of nights to which the expense applies, based on the start and end dates for the expense.
Late Check Out	If the expense is for lodging, select Late Check Out if you will not be checking out of your hotel until after the check out time. When you do, the value in Number of Nights increases by one.
Late Return	If the expense is for a car rental, select Late Return if you will be returning your rental car after the late return time. When you do, the value in Number of Days increases by one.
Conference	This field displays only for Conference-Lodging expense types. Select Conference if the expense should be reimbursed at the adjustment percentage rate (for example, 125%), instead of the normal Per Diem Ceiling or Per Diem Allowance rate.
Rate Per Units	Rate Per Units displays the rate at which each unit will be reimbursed. If the Override Unit Rate check box is selected for the expense type on the Expense Types screen, you can change the rate here. If Override Unit Rate is not selected, you cannot change the rate. This field is only available for Other or Mileage expenses for which the units label is not blank.
Ceiling (USD)	Ceiling displays the ceiling amount for the expense for the time period and location in which it will be incurred. This field is available for all expenses except Other expenses that are based on a number of units.
Estimate (USD)	Estimate displays the estimated expense amount in the employee's pay currency. For some expenses, you can enter or edit the estimated expense amount. In the following cases, however, it is calculated and displayed but you cannot change it: The expense is for mileage. The expense is an Other expense and is based on a number of units and a rate per unit. The expense is for lodging or meals, and the expense type is set up with a per diem amount that is an allowance rather than a ceiling.
Comments	Use Comments to enter any notes or explanations related to the expense. This field is available for all expense types.
View Per Diem	Click View Per Diem to view the effective per diem rates for this location.
Ceiling Per Unit	Ceiling Per Unit displays the ceiling amount per unit for the expense. This field is only available for Other expenses that are based on a number of units.
Exit	In Wizard mode, click this to discontinue entering the current expense and return to the Expenses tab without saving your changes.
Back	In Wizard mode, click this to return to the previous page.
Contnue	In Wizard mode, click this to proceed to next page. You may receive validation error messages before the Wizard can proceed.