Adding a Quick Expense to My Wallet as a Delegated User

Overview

If you incur an expense that you wish to save for later and include in a future expense report, you can add a quick expense. These entries will be saved in My Wallet section of the Expenses menu. When you are filling out the expense report later, you can import those quick expense to the report. In this article you will learn to add a quick expense as a delegated user.

This article will show you how to add a quick expense on behalf on an employee to whom you have been assigned as a delegate.

1. Step 1

First, log into the UGA Financial Management System.

Click the Expenses tile.

2. Step 2

Click the Add Quick Expense tile.

3. Step 3

The My Wallet page is displayed. From this page, you can add, delete, or filter individual expenses.

Depending on your position, there is the possibility that you may be authorized to create expenses on another's behalf. To change your role, click the Actions button next to the Employee Identifier.

4. Step 4

Click the Change Employee menu item.

5. Step 5

The Employee Search page is displayed. Listed on this page are the employees for whom you are authorized to act on their behalf. To select an employee, simply click within the appropriate field.

Example shown here: click the UGA Employee object.

6. Step 6

Take note that the Employee Identifier in the top left corner of the screen has changed to reflect the selected employee.

7. Step 7

Click the Add link.

8. Step 8

A new expense page is created and displayed. Note that the Date field will automatically populate with the current date.

Enter appropriate information into the Date field.

Example shown here: enter "12/18/2017".

9. Step 9

To search for an Expense Type, click the Lookup magnifying glass within the Expense Type field.

10. Step 10

The Expense Type Search page is displayed. Please note that when selecting an Expense Type for a Quick Expense, mileage and per diems are not to be selected. Mileage and per diems are added directly to an expense report for calculated amounts.

11. Step 11

To view all Expense Types, click the All Types tab.

12. Step 12

Click the appropriate expense type.

Example shown here: click the D-Car Rental expense type.

13. Step 13

Enter appropriate information into the Description field.

Example shown here: enter "For hauling equipment".

14. Step 14

Enter appropriate information into the Amount field.

Example shown here: enter "200.00".

15. Step 15

If the expense is for a car rental, you will be prompted to provide the used merchant. To select a preferred merchant, click the Preferred Merchant list.