Employee Reimbursements Tutorial

When allocating expenses you have two options. You can use the upper Allocate Expenses Among Accounts section or the lower Manual Allocation Area.

The upper Allocate Expenses Among Accounts section allows only three fund accounts, and does not allow specifying a fund account for a specific expense category. Since #183155 did not complete an Authorization before the trip the account expenses must be allocated in the either the upper Allocate Expenses Among Accounts section or the lower Manual Allocation Area. Most users who are using three or fewer fund accounts will find it easier to enter these accounts in the upper section and click Allocate Now.




Since an Authorization (Estimate of Expenses) was completed for Rmbrs #321216, the lower Manual Allocation Area was completed automatically, based on the fund account(s) used for the Authorization. One advantage of completing an Authorization before the trip is that it enables you to use up to fifteen fund accounts (three fund accounts for each of the five expense categories).

Although this example uses only one fund account, it is possible to use up to three fund accounts per expense category when allocating expenses manually. You can still make changes in the Manual Allocation Area if needed, and then click Update




If neither option allows you enough flexibility, you can do a General Error Correction (GEC) after the transaction has posted.

If you enter the fund account(s) in the upper Allocate Expenses Among Accounts section of the screen and click the Update button at the bottom of the screen (rather than the Allocate Now button in the upper section) you will get an error message.

If you use the Manual Allocation Area, you must click Update rather than Allocate Now. Also, you must click Update before clicking Review by Account or Go To Rmbrs Req/Unroute or you will lose your data.

Once you have allocated expenses, if you make additions or deletions to expenses previously entered you must go back to Allocate Expenses to reallocate the revised amounts.

Regardless of whether you use the Allocate Expenses Among Accounts section at the top or the Manual Allocation area at the bottom, for each category the amounts on the right must equal the amounts on the left.

Click Review by Account to see a numerical list of the fund accounts to be charged and for what amounts.




After reviewing the screen, you can either Make Changes or click Go to Rmbrs Req/Unroute.

In example #430968 immediately below, the traveler entered his own expenses, and is prompted immediately on the screen to confirm, rather than sending a separate e-mail. If the traveler had not entered his own expenses there would have been an e-mail sent to the traveler.




In example #183266 immediately below, expenses were entered on behalf of the traveler, and the traveler must be prompted to confirm by clicking the Send E-Mail button.




After receiving the e-mail, the traveler must log in to AccessPlus, click Employee Reimbursements, enter the Rmbrs # mentioned in the e-mail, then click on Rmbrs Req/Unroute to confirm. You can click Send E-Mail again the next day if the traveler does not respond. Although two e-mails will be sent, no duplication of reimbursement will occur.



This page was last updated on February 16, 2016.



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