Create Spend Authorization - Employees

This user guide provides step-by-step instructions for creating, completing, and submitting a Spend Authorization request for travel, including entering travel details, adding expense items, uploading documentation, and checking approval status.

Overview

This user guide will assist you in creating Spend Authorizations to submit a request for travel.

Create Spend Authorization

1. Enter “Create Spend Authorization” in the search bar at the top of the home screen.
2. The Company will auto populate.
3. The Start and End Date will default to today’s date. Edit these dates based on your travel needs.
   Note: These are the dates of travel, i.e., your departure and arrival dates.
4. Enter the Description. The description indicates what this Spend Authorization is for i.e., name of conference, event, or seminar, etc.
5. Select the Business Purpose

Spend Authorization Details

1. Enter additional event details in the Justification field. Please provide as much detail as possible to avoid denial of request.

Spend Authorizations Lines

1. Click the plus sign to Add the Expense Items to be included in this Spend Authorization.
2. Select the Expense Item.
3. Complete the required fields marked with a red asterisk (*).
   Note: Different expense items require different fields to be populated. Once you select the expense item, you may notice additional fields pop up with a red asterisk.
4. Enter a Memo as a reference for this expense item (i.e., hotel, meals, mileage, rental car, airfare, etc.)
5. The Fund, Cost Center, and Additional Worktags will default based on your personnel default department.  Verify accuracy of the default selections or revise appropriately.
   • Fund FD01 is general operating, FD03 is for Grants or Sponsored Programs, and FD04 is for Temporarily Restricted Gifts
   • The Cost Center is the department to be charged.
   • Location, Program and Sport/Discipline is also based on your personnel defaults.
6. Please submit additional spend authorization line items (click the “+ add” above and repeat 7-11 as needed for each expense item and/or if you want to split the cost among more than one cost center, fund or additional worktag).
7. To remove lines, click the – Remove button next to the spend authorization line.
   Note: The Spend Authorization total will calculate as you enter Spend Authorization Lines. Validate this amount prior to submitting the spend authorization.

Attachments

1. Click the Attachments tab.
2. Click Select Files to upload applicable documentation related to this spend authorization such as a conference/seminar agenda.
3. Click Submit.
   Note: A notification will appear on the screen stating, “You have submitted”. Click View Details to see the details and status of your request.

Next: This task will now route for approval to the relevant people.

Check Status of Your Spend Authorization

1. From your Inbox, click on Archive folder.
2. Click on the Spend Authorization
3. Click on “Status” to view details and process history.