Submit an Expense Authorization

To Submit the completed expense authorization, click Submit on the toolbar to display the Submit screen, which includes the following tabs:

• Errors/Warnings — This tab displays if the expense authorization fails any specified validations.

• Advance Request — This tab only displays if you are allowed to request advances as part of the expense authorization submittal process.

• User Directed Workflow — This tab displays if you are allowed to designate a specific person or role to approve the expense authorization.

• Authenticate Signature — This tab displays if you are required to sign the expense authorization before submitting it.

After you successfully submit your expense authorization, the Workflow Status section displays if the expense authorization requires attachments.

Errors/Warnings Tab

When you submit the expense authorization, a series of validations occur that may result in warnings or errors, which display in a table. The icon in first column of the table indicates whether warnings or errors occurred.

• — This icon indicates a warning. Warnings can be bypassed.

• — This icon indicates an error. Errors must be corrected before you can submit the Expense Authorization.

Close

This button displays if errors are present. Click Close to close the Errors/Warnings tab without making changes.

Cancel

Click Cancel to discontinue the submittal process.

Continue

Click Continue to proceed to the next tab if applicable.

Submit

This button displays if no other tabs require completion. Click Submit to submit to submit the expense authorization for approval.

Advance Request Tab

This tab displays if you are authorized to request an advance when submitting the expense authorization, and if the following conditions are true:

• Your expense class allows you to request a cash advance (if the Cash Advance Limit field is greater than 0.00).

• The total amount of all Outstanding Cash Advances has not yet been reached (as defined by the expense authorization type).

• The total number of all Outstanding Cash Advances has not yet been reached (as defined by the expense authorization type).

• For Costpoint 7 users, if the Advance Pay Method has been configured to contain both an Account (UDT01) and an Org (UDT09).

Do you require an advance?

Specify whether you require an advance by selecting either Yes or No.

The cash advance approval is separate from the expense authorization approval. If the cash advance request is rejected, the expense authorization can still be approved.

Even if you already entered an advance request on the Advances tab in the Supporting Schedules section, click Yes. The advance information you already entered automatically completes the fields on this tab.

Advance Amount

Enter the advance amount you require, which displays in the format of your pay currency.

Date Needed

Click the Calendar to select the date by which you need the advance.

Comment

Enter a reason for the advance or other comments.

Back

Click Back to return to the previous tab.

Cancel

Click Cancel to discontinue the submittal process.

Continue

Click Continue to proceed to the next tab if applicable.

Submit

This button displays if no other tabs require completion. Click Submit to submit to submit the expense authorization for approval.

User Directed Workflow

This tab displays if you have the option to specify who needs to perform task when submitting Expense Authorization. To select the person (role) to whom you want to assign the task, click in the first column of the table. Next, in the Assign screen, complete the following steps:

1. Select the check box next to the individual to whom you are assigning the task.

2. Click Update. The person’s name and role are added to the table one the User Directed Workflow screen.

Role

This field displays the role of the person assigned a task.

Task

This field displays the assigned task. Options include:

• Create

• Submit

• Approve

• Review

• Attach

Task Item

This field displays a description of the task. Option include:

• Overall

• Charge

• Attachment

• Expense Type

Charge/Attachment

This field displays the location of the attachment.

Status

Once you have assigned this task to a role,

Back

Click Back to return to the previous tab.

Cancel

Click Cancel to discontinue the submittal process.

Continue

Click Continue to proceed to the next tab if applicable.

Submit

This button displays if no other tabs require completion. Click Submit to submit the expense authorization for approval.

Authenticate Signature

This tab displays if you are required to provide authentication when submitting an expense authorization.

Enter Password

To authenticate the expense authorization, enter the same password in this field that you use to access Deltek Expense.

If someone other than the employee signed the expense authorization, the signature text displays  in red. To view the date and time of the signature, hover your cursor over the signature and both will display.

Cancel

Click Cancel to discontinue the submittal process.

Back

Click Back to return to the previous tab.

Submit

Click Submit to submit expense authorization for approval.