Expense Report Footer

The footer of the expense report displays the totals that make up the Company-Paid, Advance, Personal, and Non-Reimbursable amounts, along with any payments that have been made on this expense report. It also displays the Signature field, the Approval field, and the grand total that will be reimbursed to the employee in the employee's pay currency.

Company-Paid

This field displays the total amount of all expenses that are paid for by the company. It is blank when you first enter the screen. This amount will not be reimbursed to the employee. To view the details of this amount, click on the Company-Paid amount hyperlink, and you will be brought to the Company Paid Schedule. See the section on Company Paid Schedules for details.

If the Company-Paid amount is zero, there will not be a hyperlink.

Advance

This field displays the total amount of all cash advances that were applied to this expense report. It is blank when you first enter the screen. This amount will not be reimbursed to the employee. To view the details of this amount, click on the Advance amount hyperlink and you will be brought to the Advance Schedule. See the section on Advance Schedules for details.

If the cash Advance amount is zero, there will not be a hyperlink.

Personal

This field displays the total amount of all expenses that were listed as "Personal" on the expense report. This amount will not be reimbursed to the employee. To view the details of this amount, click on the Personal amount hyperlink and you will be brought to the Personal Schedule. See the section on Personal Schedules for details.

If the Personal amount is zero, there will not be a hyperlink.

Non-Reimbursable

This field displays the total amount of all expenses that will not be reimbursed to the employee. It is blank when you first enter the screen. To view the details of this amount, click on the Non-Reimbursable Amount hyperlink to go to the Non-reimbursable Schedule.

If the Non-reimbursable Amount is zero, there will not be a hyperlink.

Payments Received

This field displays the total amount of any payments that have been made against this expense report. It is blank when you first enter the screen. The system subtracts this amount from the Due Employee field to obtain the remaining reimbursement amount.

If the Payments Received amount is zero, there will not be a hyperlink.

Due Employee

This field displays the net amount that the employee will be reimbursed. It calculates this value by subtracting the following values from the total amount: the company paid amount, any advances, the personal amount, the non-reimbursable amount, and any payments that have been made.

Signature

The Signature field displays the name of the person that signed the expense report. Signature will be disabled until expenses have been entered against the expense report and the employee has signed it.

To sign the expense report, click the Signature button to the right of the field. If the system has been so configured, you will be asked for your password. Enter your Deltek Expense password and click OK.

When you sign a corrected expense report, the Approve and Review tasks are marked as complete if the report that does not contain new expenses, changed expense amounts, or removed expenses. In this case, Deltek Expense does not display the User Directed Workflow, Receipt Information, and Due Company pages.

If someone other than the employee has signed the expense report, the signature text will appear in red.

To view the date and time of the signature, hover your cursor over the signature and both will display.

In cases where you revise a previously submitted expense report, or your expense report is rejected, your administrator may have configured the system to require that you re-scan your previously submitted image receipts.

Otherwise, the system will retain your image receipts to accompany your expense report when you revise or resubmit it for approval.

Approve/Reject

This field displays the name of the supervisor who approved the report, or if the report is still in the approval process, the phrase Partially Approved displays instead.

To approve an expense report:

Click to the right of the Approval field.
If authentication is required, the Authenticate Signature page opens. Enter the same password that you use to access Deltek Expense and click Approve to complete the approval process.

If you have more than one approval task pending for the expense report, the Approve page opens. Select the check box next to each task you want to approve and click Next.

Multiple approval tasks appear when you have more than one task to perform for an expense report.

For example, suppose you have two roles concerning an expense report, primary supervisor and division vice president, and both roles have an approval task. The Approval page will display one task for each role, and you can approve both tasks at the same time.

Any task left unselected remains unapproved but can be accessed later from MyDesktop or from the Expense Report Search dialog.

In Enter Password on the Authenticate Signature page, enter the same password that you use to access Deltek Expense and click Approve to complete the approval process.

Approving multiple tasks does not interrupt the normal workflow.

If you approve one of your tasks out of sequence, the person who normally approves the expense report before or after you still receives a workflow approval task.

To reject the expense report:

Click to the right of the Approval field to open the Reject page.
In the Reason for Rejection field, enter your reason for rejecting the expense report and click Reject.

Show/Hide Detail Schedules

Use this pushbutton to show or hide the detail schedules. The detail schedules display detailed information for the following fields: Advances, Billable vs. Non Billable, Charge Allocations, Company-Paid, Labor Support, Voucher Distribution, Non-Reimbursable, Over Ceiling, Payment Made, Personal, Receipt Status, Report Status, and Revisions. Please see the section on Schedules for details regarding these reports.

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