The Background section of the Expense Report includes the following tabs:
Purpose
Advances
Location(s)
Default Charge(s)
These tabs contain fields and options that are required to create the expense report. In the Create mode, these tabs display in the Create Report screen. However, after you complete all required the fields and successfully create the expense report, the tabs display in the Background section, where you can edit the information if necessary.
Additionally, some fields that you complete on the Purpose tab display in the header area of the form after the expense report is created. This information is noted in the field descriptions that follow below.
Use the Purpose tab to enter basic background information for the expense report. If a field is required, an asterisk displays next to the field.
The Employee field automatically displays your employee information. If your functional role allows it, you can select a different employee.
To look up an employee, complete the following steps:
In the Employee field, click 
to display the Resource Lookup dialog box.
From the Role drop-down list, select Functional Role.
From the Group drop-down list, select the group to which the individual is assigned.
If you know the employee's ID, enter it in the Employee ID field.
If you know the employee's name, enter it in the Employee Name field.
In the Results table, scroll to locate the individual, or click More to display additional results, and then click the row to select it.
Use the drop-down box to select the expense report type. The valid expense report types are those that are linked to the expense class of the employee.
This field displays only if the selected Expense Report Type has an authorization type set to "Optional" or "Required." If approved expense authorizations are available, select the appropriate one from the drop-down list.
Select this check box if you want to close the blanket authorization after this expense report is processed. Blanket authorizations are used to cover expenses that will occur over a period of time, such as for a series of upcoming business trips. Once you close the authorization, it's no longer available for use with other expense reports, which may be desirable if the authorized limit has been reached or if the authorization is no longer needed. Once closed, it can be reopened from the Expense Authorization screen.
Enter a short description for the expense report. There is a limit of 30 characters for this field and it is required.
This field is only available if Use Date Range is selected in the Expense Report Types screen.
Click 
to select starting date of the expenses for this expense report. The Select a Date dialog displays the current and next month. The date you select automatically populates the From Date field.
Select this check box, if the From Date you entered represents the first day of the trip. If it is a continuation of the trip, leave this check box clear.
This field is only available if Use Date Range is selected in the Expense Report Types screen.
Click to select the ending date of the expenses for this expense report. The Select a Date dialog displays the current and next month. The date you select automatically populates the To Date field.
Select this check box, if the To Date represents the last day of the trip. If the trip will continue and be entered on a separate expense report, leave this check box clear.
Enter the purpose for the expense report. This can be much longer than the short description. This field is also required.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
This button displays in the Create mode. Click Cancel to exit create mode and return to the Expense Report Welcome screen.
This button displays in the Create mode. After completing fields on the Purpose tab, click Continue to advance to the Location(s) tab.
This button displays in the Edit mode, after the expense report is created. Click Reset to clear any modifications you have made without saving them.
This button displays in the Edit mode, after the expense report is created. Click Update to save the changes you have made.
Use the Locations tab to enter the locations where the expenses were incurred.
Click New Location to add a new location in the New Location screen. Learn about fields in the New Location screen.
Click Edit Location to edit an existing location in the Edit Location screen. Learn about fields in the Edit Location screen.
To delete a location from the table, select the check box next to the row you want to remove and click Delete Location. This button is disabled if a location has been used for a Planned expense on this expense authorization.
Click View Rates to view per diem rates for the selected location.
This field displays the order in which each location was added to the grid.
From the Location drop-down list select the location you want to use for this expense. The location comes from the per-diem fields if the expense report does not have multiple locations.
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.
If the location does not already exist, click New Location, or click Edit Location to modify an existing location.
Click to select the starting date for this location. The Select a Date dialog displays the current and next month. The date you select automatically populates the Start Date field.
Click to select the ending date for this location. The Select a Date dialog displays the current and next month. The date you select automatically populates the End Date field.
If this location was previously designated as a frequent location, a check mark displays.
This field displays any comments regarding this expense report. If no comments have been entered, this field is blank.
This button only displays in the Create mode. Click Cancel to exit create mode and return to the Expense Report Welcome screen.
This button only displays in the Create mode. Click Back to return to the Purpose tab.
This button only displays in the Create mode. After completing fields on the Location(s) tab, click Continue to advance to the Advances tab, if applicable.
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 save the changes you have made.
The Advance(s) tab displays all advances that you have received that have not been applied to an expense report. You can select any or all of those listed to apply to an expense report, or you can choose not to apply any. The total amount of all cash advances selected will be deducted from the expense report's reimbursable amount.
This is the date on which the cash advance was entered into Deltek Expense.
This is typically the check number or the direct deposit number for the cash advance.
This is the amount that was given to the employee in the cash advance.
This button only displays in the Create mode. Click Cancel to exit create mode and return to the Expense Report Welcome screen.
This button only displays in the Create mode. Click Back to return to the Locations tab.
This button only displays in the Create mode. After completing fields on the Advance(s) tab, click Continue to advance to the Default Charge(s) tab.
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 save the changes you have made.
Use this tab to enter the specific charges to which the expense estimates will default. Enter as many charge allocations as necessary and set up the default allocation percentage for each allocation.
If you are entering a correcting expense report, your Expense Class or Functional Role (for example, supervisor) may be limited to modifying active charges only. When this is the case, Deltek Expense does not allow you to adjust the allocation percentage on inactive charges. Additionally, an expense report must contain at least one active charge for you to correct it.
Click Add Charge to add a default charge allocation to the Default Charges grid.
If this expense report is attached to an expense authorization, Add Charge Allocation is available only if your system administrator has selected Add Charges to ER when Created from EA in Expense Report Types.
Select the check box to the left of the charge allocation you want to delete and click Delete Charge Allocation.
To add the charge to your favorites, select the check box to the left of the charge allocation and click Add to Favorites.
This is a numeric number that identifies each expense estimate. It is a hyperlink that you can click on to be taken to the details of the estimate, where you can view it or make changes.
From the Charge Type drop-down list select the charge type you want to use for this expense. The valid values are "UDT01" or "UDT02."
Click 
to select a valid charge or charges that will be used for this expense report. (If your system is set up to provide direct access to a Costpoint database for charge lookups, see Charge Lookup Using Direct Costpoint Access to learn more about selecting charges).
The description of the charge displays in this non-editable field.
The UDT09 value displays automatically if only one valid value is available for the selected charge. If more than one value is available, use Lookup to select a valid UDT09 for this expense report.
Enter the allocation percentage that will be the default for this charge. The total percentage for all allocations must total to 100%. Use the up and down arrows to adjust the percentage.
This button displays in the Create mode. Click Cancel to exit create mode and return to the Expense Authorization Welcome screen.
This button displays in the Create mode. Click Back to return to the Location(s) tab.
This button displays in the Create mode. After you have finished entering the default charge information, click Create to create the expense authorization.
After you click Create, the screen refreshes and the following sections display:
Header Area — This area displays information you just completed on the Purpose tab and other information that is automatically generated. Learn more about fields in the Header section.
Background — The Background section contains the three tabs you just completed: Purpose, Location(s), Default Charge(s). To edit the information you entered on any of these tabs, click Background.
Claimed Expenses — Select the Claimed Expenses section to add the individual expenses that will be charged against the expense report. Learn more about adding or editing Claimed Expenses.
Supporting Schedules — After you initially create the expense report, the Supporting Schedules section displays information such as the default charge allocation. Additional supporting schedules become available as they are added, such as the Advance Schedule if an advance is requested as part of the submittal process. Learn more about the Supporting Schedules.
Workflow Status — The Workflow section of the expense report form displays all the tasks that are required or optional for the expense report. These include tasks for creating and submitting the expense report. After you submit the expense report, additional tasks, such as adding expense receipts, may display. Learn more about the Workflow Status adding attachments.
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 Edit mode. Click Update to save the changes you have made.