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LCPS iExpense (NOTE: if using Grant funds use LCPS iExpense - Project/Grants)

In order to get reimbursed for out of pocket expenses that have been authorized by your manager, you will need to submit an Oracle Expense Report (also known as iExpense). If you are submitting for reimbursement from a CIP Project or a Grant you will create a similar report by using iExpense Projects and Grants (see separate instructions).

If you are submitting an expense report, someone, such as a Bookkeeper or Account Manager, should have already told you what codes to put in these boxes. Please make sure you have this information BEFORE you begin your Expense Report.

The Expense Report is made up of 4 steps.

Header Page – Contains your name, cost center and purpose

Expenses Page – Log all items for which you need to be reimbursed

Allocations Page – GL Coding which identifies which area is reimbursing you

Review Page – Final recap of expense report before submitting

Once you log into Oracle, you need to Click LCPS-iExpense from the menu on the left hand side.

At the top of the screen, Click the Create Expense Report button.

You may also use this page to check the status of previously submitted expense reports, as the most recent expense reports will be listed at the top portion of the screen.

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Expense Report Header (Step 1 of 4)

A. Click in the Purpose field and enter a description of the expense. For example, “June 2015 Mileage” or

“May 2015 Math Conference”.

B. Click in the Cost Center field – and change it ONLY if the bookkeeper for the department that is paying for your expenses has given you a number other than what the default number is. Please check with that bookkeeper first!

C. Click Save – then click Next

Helpful Hint: If you click on Save before hitting NEXT, an iExpense number is generated and will be noted at the top of the page

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Expenses (Step 2 of 4) Expenses fall into three categories:

1. Per Diem (meals) 2. Mileage 3. Receipt Based – Anything that is not Mileage or Per Diem (meals)

The simple rule is, if it not Meals (Per Diem) or Mileage, then it is a Receipt-Based expense and therefore a receipt is required. Per Diem (meals) and Mileage do not require receipts.

You can put all three types of items on the same report, and in fact, that is encouraged. Especially if you are using the same coding for all items. This way they can be reviewed and approved at the same time. If you only have mileage, then skip over the instructions for Receipt-Based and Per Diem.

The three tabs available for three categories of charge Other important “buttons”

**First Email or scan a copy of the receipt to yourself and Save.**

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Receipt-Based Expenses is the first Tab for iExpense transactions. This is where you enter anything that is not Mileage or Per Diem. And, most importantly, receipts are REQUIRED. For each Receipt-Based expense, enter the following items:

1. Click the Calendar icon to select the date for the expense. You may also enter the date manually in the format mm/dd/yyyy.

2. Click in the Receipt Amount field and enter the dollar amount of the receipt. 3. Click in the Expense Type field and select from the drop down list of values. 4. Click in the Justification field and enter a short description such as “Marriot Hotel” or

“VGFOA Conf. Fee” 5. Attach the copy of the receipts see steps below **.

Once you have entered all lines, click the Save button and then click the Next button.

**To attach receipts**

Click on Details to the far right of the line you are entering – this take you to a new page. Click on Add next to the attachments in the middle of the page (no need to enter any other information.)

Click Browse and select the receipt file that you have saved. Click Apply which brings you back to the

ADD page. Click Return which brings you back to Receipt Based Expenses.

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Per Diem Expenses is the second Tab for iExpense transactions. Per Diem transactions are meals reimbursement. LCPS allows $8.00 for breakfast, $12.00 for lunch and $25.00 for dinner when traveling for the organization for a total of up to $45.00 per pay. Please note that if you are attending a conference and meals are provided as part of the conference registration, you may NOT claim a meal reimbursement for those meals.

1. Click the Per Diem Expenses [0.00] tab 2. Click the Calendar icon to select the date for the expense. You may also enter the date

manually in the format mm/dd/yyyy. 3. Click in the Justification field and enter a short description such as “Dinner at VGFOA Conf.” 4. Click in the Number of Days field and enter the number of days for the conference. For example if

the conference was Monday-Wednesday, enter 3. 5. Click the Save button. 6. Click the Calculate button. 7. If you are entitled to be reimbursed for all three meals, on all three days, then you are done. However,

if you need to deduct any meals, you need to click the Details icon. 8. Click the meals that need to be DEDUCTED from the Per Diem (i.e. if you had lunch at the conference

you will click on the box under Lunch to Deduct the lunch reimbursement.) 9. Click the Recalculate button. Notice how the reimbursable amount below is now reduced. 10. If you need to enter Mileage click on the Mileage Expenses tab.

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Mileage Expenses is the third Tab for iExpense transactions. Mileage is for travel outside your normal commute. If you stop somewhere that is on your way home (your normal commute), you cannot claim mileage reimbursement. You may only claim if it is authorized and beyond your normal commute.

1. Click the Mileage Expenses [0.00] tab 2. Click the Calendar icon to select the date for the expense. You may also enter the date manually in the

format MM/DD/YYYY. 3. Click in the Justification field and enter a short description. Enter the description (indicate beginning and end

point – be specific!) of the travel. For example, “CAT to ADM” to represent travel from your home school (Catoctin) to the Admin. Building.

4. Click in the Trip Distance field and enter the miles traveled. 5. Click the Calculate button. 6. Click the Save button. 7. Click the Next button.

Helpful Hint: If you do the same trip frequently i.e. Catoctin to BB&T Bank and return-4.5 miles – click the SELECT Box in line 1 - then DUPLICATE-----Change the date!!! Then you can click the SELECT box in line 1 and 2 and DUPLICATE and you will have 4 lines -----Change the dates!!! And so on. You can save your iExpense and do a week at a time and submit at the end of the month.

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Review Account Distributions (Step 3 of 4) (Very Important Step!)

Account distributions represent whose budget is reimbursing you for your expense. If you are submitting an expense report, someone, such as a Bookkeeper or Account Manager, should have already told you what codes to put in these boxes. Please make sure you have this information BEFORE you begin your Expense Report. Each person is assigned a default code that represent what budget that they will most likely charge. However, depending on the specific reimbursement, that information may need to be adjusted.

1. Review account distributions for accuracy. Change if needed by typing over the number in the appropriate box. If you need to change all the lines, you can click Select All, then Update Allocations. Change only the segment that you need and click Apply and it will change that segment on all the lines. Click Save.

2. Click Next.

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Final Review (Step 4 of 4)

Here is your final review prior to clicking submit. You see your Report Total – you will see a Padlock if your attachment is attached – you see all your lines submitted – click on the Expense Allocations tab for final coding review – the Approvers tab shows you the approval path (if this looks wrong please ask the bookkeeper who is paying for your expenses what the path should be – most likely your coding is incorrect!)

Click Submit.

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Giving Another Person Authorization to Enter Your iExpense

Oracle gives you the ability to authorize someone else to enter Expense Reports on your behalf. You should never give your logon information and password to anyone else. Detailed below are the instructions that will allow you to give someone else access to enter your expense report.

1. Click the LCPS iExpense link. 2. Click the Access Authorizations link. 3. Click the Add Another Row button. 4. Click in the Name field. 5. Click on the Magnifying Glass - Enter the name of the person you are giving permission to. When you

find the correct person, click on the Select button. 6. Click the Save button.

Helpful Hints:

This iExpense will remain on your iExpense Home Page under

where you can see its progress. You may wish to keep tabs on its progress!

If the iExpense is rejected for some reason you will receive an e-mail from Workflow Mailer – please read these e-mails. If you need to make a change – just log in to Oracle and go to iExpense – the

iExpense will be sitting under

Click on the BLUE EXPENSE REPORT NUMBER I.E.

make the relevant changes – Save and Submit

Your iExpenses sit under “Track Submitted Expense Reports” for 90 days.

After that they will be sitting on the tab called Expense Reports and you can search based on the criteria you choose.