The attachments screen displays items that you are required to include with the Expense Authorization. These could include items such as an airfare quote, hotel room confirmation, or trip authorization form.
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The attachments screen displays items that you are required to include with the Expense Authorization. These could include items such as an airfare quote, hotel room confirmation, or trip authorization form.
Depending on the type of item required, it displays in one of the following two tables in the Attachments section:
Expense Authorization Attachments — Items required at this level usually include documents such as an itinerary or trip authorization. The required attachments are pre-defined by your system administrator and display in the grid automatically.
Expense Level Attachments — Items required at this level are attached to the specific expenses for which you are seeking authorization, and usually include items such as a hotel confirmation or airfare quote.
The following descriptions of Attachment screen fields apply to both the Expense Authorization Level and Expense Level tables. Any differences between fields in the two tables are noted within each description.
Click Add to display the Add Attachment screen, where you can add the attachment. This button is inactive under the following conditions:
The expense authorization has a status of Processed or Void.
If your role for this expense authorization is Employee.
If you are not authorized to approve attachments.
For step-by-step instructions, see Add or Edit Attachment.
Click Edit to modify the descriptive information for the attachment.
For step-by-step instructions, see Add or Edit Attachment.
To delete an attachment, select the check box next to the attachment you want to delete and click Delete.
This button is inactive under the following conditions:
The expense authorization has a status of Processed or Void.
If your role for this expense authorization is Employee.
If you are not authorized to approve attachments.
To approve an attachment, select the check box next to the attachment you want to approve and click Approve. This button is inactive under the following circumstances:
The expense authorization has a status of Processed or Void.
If your role for this expense authorization is Employee.
If you are not authorized to approve attachments.
For step-by-step instructions, see Approve an Attachment.
To reject an attachment, select the check box next to the attachment you want to reject and click Reject. This button is inactive under the following conditions:
The expense authorization has a status of Processed or Void.
If your role for this expense authorization is Employee.
If you are not authorized to approve attachments.
For step-by-step instructions, see Reject an Attachment.
To indicate that an attachment has been received and submitted, select the check box next to the attachment and click Record.
If an attachment is unrecorded, an X displays in the last column. After you record the attachment, 
displays.
This function may be limited by role.
To indicate that you do not have the required attachment for either an Expense Authorization or Expense Level item, select the item from the appropriate table and click Document Missing.
In the Document Missing screen, provide an explanation for the missing attachment.
After you mark the items as missing, 
displays in the last column.
This button does not display on expense authorizations that have been processed or voided.
See Document a Missing Attachment for step-by-step instructions.
When you click Print Coversheet, Deltek Expense generates a report that provides basic information about the expense authorization and identifies the item(s) you are faxing.
Before you print the coversheet, you must first select the items you plan to fax from the following tables on the Attachments tab:
Expense Authorization Attachments — This table displays items that apply to the authorization overall, such as a trip approval form. Select the check box next to each item you want to include in your fax, and then click Print Coversheet.
Expense Level Attachments — This grid displays your planned expenses, such as airfare and hotel quotes. Select the check box next to each item you want to include in your fax, and then click Print Coversheet.
When you select items from the Expense Authorization Level grid, a single coversheet prints for each item you select.
For Expense Level Attachments, your system administrator may configure coversheets to print in one of two ways:
Print Coversheet by Expense — When your system administrator selects this option, a separate coversheet prints for each expense. If you select multiple expenses, multiple coversheets will print, each containing its own unique barcode.
Print Coversheet by Attachment Type — When your system administrator selects this option, a single coversheet prints for expense(s) of the same type, as displayed in the Type column. However, multiple coversheets will print if you select expenses for multiple attachment types.
For example, if two different attachment types display in the Type column and you select expenses for both, two separate coversheets will print, and each coversheet will list the expenses assigned to that attachment type.
Because multiple expenses may be listed in a single coversheet, they display in table format directly below the barcode, and they will flow to multiple pages if necessary.
The barcode must be visible at all times. If you tape receipts to the coversheet, do not tape them over the barcode, which is scanned to identify which expense authorization to update.
This column displays the type of item being attached as defined by your system administrator. Type may include items such as an agenda, client travel request form, or airfare quote.
If the required item is not yet attached or has not been marked as missing, this field displays a status of “Pending.”
After the necessary action is taken, a description of the task (for example, Record Attachment) displays.
The task descriptions are defined by your system administrator in Expense Report Types.
This field indicates the rule regarding the attachment, such as whether it is optional or required.
The icons that display in the last column indicate the status of the attachment or allow you to take an action. The following icons may display:
Attach — 
indicates that the required document has not yet been attached. Click the icon to add the missing attachment.
View — Click 
to view the attachment.
Approved — 
indicates that the attachment was approved.
Rejected — 
indicates that the attachment was rejected.
Document Missing — indicates that the attachment is missing.
Record — indicates that the attachment has been recorded. If it has not been recorded, an X displays.