Depending on rules configured by your system administrator, you may be required to attach supporting documentation to either the expense report itself or to the individual expenses associated with the expense report.
Depending on the type of attachment required, it displays in one of the following two tables in the Attachments section:
Expense Report Level Attachments — Items required at this level usually include documents such as a trip approval form. The 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, and usually include items such hotel or transportation receipts.
To add or edit an attachment at either level, complete the following steps:
Click the row selector check box of the attachment that you want to add or edit.
Click Add to upload a new attachment, or to edit an existing attachment, click Edit.
In the Add Attachment screen (Edit Attachment screen when in Edit mode), complete the following fields.
This non-editable field only displays in Edit mode for existing attachments and reflects the identity of the individual who initially added the attachment.
This non-editable field only displays in Edit mode for existing attachments and lists the date and time the attachment was initially added.
If you are adding or editing an Expense Authorization level attachment, Type is a non-editable field.
For an Expense level attachment, select the attachment type from the drop-down list.
Attachment types are created on the Miscellaneous tab of the Administration ›› General Configuration screen.
In the Description field, enter a description of the item you are attaching.
This field displays the name of the file you attached.
Click Browse to locate the item you want to attach.
If desired, add any comments regarding the attached item.
This table only displays when you are adding or editing attachments at the expense level.
The Linked Expenses grid displays expenses you entered in the Planned Expenses section of the Expense Authorization form.
After you add an attachment , use the Linked Expense grid to select other planned expenses that may be associated with that particular attachment.
For example, if you were adding an attachment to an airfare expense, you might be required to provide a price quote to show that you researched fares.
You would first add the attachment (the actual price quote) and from the Linked Expenses grid, you would then select the check box next to the item to which you want to link the attachment.
Click Cancel to cancel your changes without saving them and return to the Attachments screen.
This button only displays in Add mode.
Click Add to add the selected attachment to the expense report.
This button only displays in Edit mode.
Click Update to save any modifications you made to the attachment.