To add a planned expense, click Add Expense, or to edit an existing expense, select the expense in the table and click Edit Expense.
When you add an expense, you must also select a wizard type from the pop-up menu, which displays after you click Add Expense. Choose one of the following expense wizards:
Transportation
Lodging
Car Rental
Meals
Entertainment
Other
In the Add Expense screen (Edit Expense screen when in Edit mode), complete fields on the following tabs:
for any Attach task assigned to you.The fields that display on the tab vary by the type of expense wizard you selected. These exceptions are noted within the field description that follow below. Additionally, the buttons that display in the Add mode are different from those that display in the Edit or View mode. These differences are also noted.
Click 
next to Expense Date to select the date on which this expense will be incurred.
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 Background section of the expense authorization.
Click to select the starting date of the expenses for this expense. The Select a Date dialog displays the current and next month. The date you select automatically populates the Start Date field.
This field is available for all expense types with Multiday checked 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 Background section of the expense authorization.
Click to select the ending date for the expense. The Select a Date dialog displays the current and next month. The date you select automatically populates the End Date field
This field is available for all expense types with Multiday checked 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 Background section of the expense authorization.
If the expense is for 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.
If the expense is for lodging, check 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 is increased by one.
If the expense is for car rental, check Late Return if you will be returning your rental car after the late return time. When you do, the value in Number of Days is increased by one.
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.
In the Location field, 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 checked Multiple Locations in the Background section of the expense authorization.
Click View Per Diem to view the effective per diem rates for this location.
Use Comments to enter any notes or explanations related to the expense. This field is available for all expense types.
Rate Per Unit displays the rate at which each unit will be reimbursed. If the Override Unit Rate check box is checked for the expense type in the Expense Types screen, you can change the rate here. If Override Unit Rate is not checked, you cannot change the rate.
This field is only available for Other or Mileage expenses for which the units label is not blank.
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.
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 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.
This button only displays in the Add mode. Click Cancel to exit and return to the Planned Expense(s) screen.
This button only displays in the Add mode. After completing fields on the Details(s) tab, click Continue to advance to the Charge Allocation tab.
This button only displays in the Add mode. Click Save to update the database with your changes. If any modifications do not clear validations, the Errors/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made without saving them.
This button only displays in the Edit mode. Click Update to update the database with changes you have made. If any modifications do not clear validations, the Error/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
This button only displays in the View mode. Click Close to exit and return to the Planned Expense(s) screen.
The Charge Allocation tab displays information regarding how the expense will be allocated. You can change the percentage or the amount that is allocated for each expense.
The ID s a numerical number that identifies the Charge Allocation. This field is non-editable
This column displays the Charge Type that was selected in the Background section of Expense Authorization screen. This field is non-editable.
This column displays the Charge (either UDT 01 or UDT 02) that was selected in the Background section of the Expense Authorization screen. This field is non-editable.
This column displays the Description associated with the Default Charge ID. This field is non-editable.
This column displays the UDT 09 (Organization) that was selected in the Background section of expense authorization wizard. This field is non-editable.
The Default UDT09 Name column displays only if Allow Org Entry is selected in the Expense Configuration screen.
This column displays the allocation percentage that was allotted to this charge in the Background section of the Expense Authorization screen. This field is non-editable.
This column is used to override the Default Allocation %. All Charge Allocation percentages must total to 100.00%.
This button only displays in the Add mode. Click Back to return to the Details Tab.
This button only displays in the Add mode. Click Cancel to exit and return to the Planned Expense(s) screen.
This button only displays in the Add mode. Click Save to update the database with your changes. If any modifications do not clear validations, the Errors/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made without saving them.
This button only displays in the Edit mode. Click Update to update the database with changes you have made. If any modifications do not clear validations, the Error/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
This button only displays in the View mode. Click Close to exit and return to the Planned Expense(s) screen.