The Copy Expense Report dialog box displays after you click 
Copy on the Expense Report Welcome page.
Use this dialog box when you want to create a new expense report by copying an existing one, but you have not yet opened the one you want to copy. The Copy Expense Report dialog box enables you to search for the expense report you want to copy.
To copy an expense report from the Copy Expense Report dialog box, complete the following steps:
Click Copy on the toolbar of the Expense Report Welcome page.
In the Copy Expense Report dialog box, complete fields as needed in the Criteria section to search for the expense report you want to copy. These fields include the following:
Use this drop-down box to select the functional role for which to query employee expense reports. All of the functional roles that are set up in your system and that are linked in the Employee Groups screen display in alphabetical order, with "Self" being the default.
Once you have selected the functional role, the groups to which the role is linked populate the Group section in alphabetical order. Highlight the group or groups that you want to query.
Use this drop-down menu to select the expense report types you want to query. All expense report types that have been set up appear in the drop-down box in alphabetical order.
From the drop-down menu, select the option you want to use for filtering the results. Options include Expense Report ID, Expense Authorization ID, or Last Name.
Use this field to further limit the query results by entering a specific value that corresponds to the option you selected from the Filter drop-down menu.
For example, if you selected "Last Name" from the Filter drop-down, you could limit the results to employees whose last name begins with a certain letter or letters, or if you filter by Expense Report ID, you could enter the "ER00001" to display only those expense reports that begin with that alpha-numeric sequence.
This option enables you to limit the results to expense reports that are either missing attachments, over-ceiling, unallowable, or have an interim signature.
Select the starting date of the expense reports you wish to view. This date is derived from the expense report date. This field is required.
Select the ending date of the expense reports you wish to view. This date also is derived from the expense report date. This field is required.
Select the order in which the employee expense reports should appear in the Results table after you click Execute.
The available options are "Employee Name," "Status," and "Expense Report ID." The default is "Employee Name."
If you select "Employee Name," the employees will be listed in alphabetical order in the Results table. If you select "Status," the employees will still be listed in alphabetical order; however, they will be additionally grouped by their status. The order of the status grouping will follow the order of the checkboxes in the Criteria group box. If you select "Expense Report ID," the employees will be listed in expense report ID order.
The Status check boxes work in conjunction with the Count fields. If you select the Execute button, the system will display the number of expense reports for each check box that is selected. For example, if you selected the Approved check box, the system will display the number of approved expense reports found in the selected group(s). As the default, all check boxes are selected.
If you leave all the check boxes unchecked, the system will display the following error message when you select the Execute button: "At least one status needs to be checked." Status options include the following:
Draft — Select this check box to display employees whose expense reports have a status of "Draft." The number of draft expense reports will display in the Counts field. Draft status means the employee has an expense report that has not yet been submitted.
Submitted — Select this check box to display employees whose expense reports have a submitted status. The number of submitted expense reports will display in the Counts field. Submitted status means the expense reports has been signed but not approved.
Under Review — Select this check box to display employees whose expense reports are under review. The number of expense reports under review will display in the Counts field. Under Review status means some of the supervisors have approved the expense reports, but not all.
Approved — Select this check box to display employees whose expense reports have an approved status. The number of approved expense reports will display in the Counts field. Approved status means all supervisors have approved the expense reports.
Rejected — Select this check box to display employees whose expense reports have a rejected status. The number of rejected expense reports will display in the Counts field. Rejected status means one supervisor has rejected the expense reports.
Processed — Select this check box to display employees whose expense reports have a processed status. The number of processed expense reports will display in the Counts field. Processed status means the expense reports has been successfully exported.
Voided — Select this check box to display employees whose expense reports have a voided status. The number of voided expense reports will display in the Counts field. Voided status means an employee or a supervisor has voided the expense reports.
After you have selected your search criteria, click Execute.
The search results display in a table in the lower portion of the Copy Expense Report dialog box. Scroll through the table to locate the expense report you want to copy, and click the radio button to select it.
Click Copy.
When the screen refreshes, "Create New Expense Report from Existing Expense Report" displays in the title bar, and following tabs displays: Purpose, Location(s), and Default Charges. You must complete fields on all three tabs to n create the new authorization.
Some field information on these tabs pre-populates from the original expense report, and you can modify all the pre-populated data, with the exception of the Employee Name and Expense Report Type fields on the Purpose tab.
After you complete fields on all three tabs, click Create on the Default Charges tab. After the screen refreshes, the new expense report ID number displays in the title bar, and the remaining sections of the Expense Report form display as follows:
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. Learn more about fields and options in the Background section.
Claimed Expenses — Click Claimed Expenses 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 — This 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.