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

Spend Authorizations are pre-approval for travel related expenses.  You cannot submit an expense report for travel without an approved Spend Authorization.

NOTE: Before attempting to create a Spend Authorization or Expense Reports, users must update their default payment method for expenses.  To do this, click on the person profile in the top right, then View Profile, then Pay, then Payment Elections, then, Add at the bottom right, under Expense Payments. Select USD, Direct Deposit and your account option(s) will be available based on how your payroll direct deposit it set up.  Be sure to click on “balance” as well.   You only need to do this once, or any time you change your banking information for payroll direct deposit in the future.

Create Spend Authorization

1. Enter “Create Spend Authorization” in the search bar at the top of the home screen.
2. 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.
3. Enter the Description. The description indicates what this Spend Authorization is for i.e., name of conference, event, or seminar, etc.
4. 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 (see list of valid spend categories)
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.
   • Tip: When charging an expense to a Gift or Grant, enter the Grant or Gift worktag before entering the cost center; this way, the cost center, fund, and program will default to the appropriate values.
   • Fund FD01 is general operating budget or CLUB account, FD03 is for Grants or Sponsored Programs, and FD04 is for Temporarily Restricted Gifts
   • The Cost Center is the department to be charged.
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.