The “Other” tile on a Trip Authorization (TA) report serves as a flexible, catch-all category for miscellaneous expenses. These “Other” expense lines must be updated to reflect a specific expense type during expense reporting.
Common miscellaneous expenses include:
This guide walks through how to assign an expense type to an imported “Other” expense, or delete it and add a new expense.
Step 1: On your Emburse Enterprise dashboard, initiate an expense report by clicking the +Create button on the Expenses ribbon.
Step 2: A new expense report opens. Click the Import Trip Authorization button.
Step 3: Click the Select a Trip Authorization report drop-down menu.
Step 4: Select the Trip Authorization report relevant to this trip. In this example, we selected “Juliet Roberts New Orleans Oct 13-16”
Step 5: A summary of expenses is displayed. Review the information to confirm you’ve selected the right TA and click Import in the bottom right corner.
Information you entered at the header level, such as report name, report type, and dates are automatically imported and populated on the summary page of the report.
Step 6: Define the Business Purpose of the trip. Do not use acronyms in this field. The Business Purpose should clearly explain to an auditor or independent approver why the trip was a legitimate use of IU funds. In this example, we entered “Reimbursements for Association for Talent Development conference” in the Business Purpose field.
Step 7: Click Save.
Imported TA lines appear in the left-hand window. Any imported “Other” expenses must be separated and listed as individual expenses on the expense report. A “lump sum” not broken down into multiple expenses will be returned by an Approver.
If you have imported an “Other” expense from the TA, you must do one of the following:
Step 8: To delete the imported “Other” expense, select it from the expenses list on the left.
Step 9: When the expense opens on the right, select Delete in the upper right corner.
Step 10: To add a new expense, click the encircled white plus sign button. The Add Expenses menu opens on the right.
Step 11: Select an expense tile to open a drawer containing additional related expenses. In this example, we’ve selected Air Travel.
a. You may also type the expense name in the search bar at the top of the expense menu.
Step 12: Choose a specific expense type that describes what is being reimbursed, such as a Baggage Fee.
Step 8: Select the Other Misc expense in the left-hand window. The expense opens in the right-hand window.
Step 9: Click Edit in the upper right corner.
Step 10: The “Other” expense tile turns into a clickable drop-down menu of expenses. Click on the Other Misc icon. A menu of expenses appears.
Step 11: In the Search Expense Type bar, type the name of the expense type you’re assigning the expense to, for example, Parking, Tolls, Visa, Fuel, etc. In this example, we searched for Baggage.
Step 12:Select the expense type from the search results.
Update or complete the required fields and expense details when the page reloads.
In this example, we’ll complete the expense details for a Baggage Fee reimbursement. However, the fields are the same across the various expenses listed at the top of this walkthrough.
Step 13: Enter the date that the purchase occurred in the Date field.
Step 14: Enter the dollar amount to be reimbursed in the Spent field.
Step 15: In the Business Purpose field, describe the business connection and/or necessity of the expense. This field may be optional.
Step 16: Enter a Description of the expense if the expense name doesn’t tell the full story. Include details that would help your approver make an approval decision, for example, “Charged for cargo at the gate when overhead bins were full.” This field may be optional.
If you’re reimbursing fuel, there will be one additional field: Type Fueled. From a dropdown, select the type of car being fueled: Personal Vehicle or Rental Car. Travelers cannot receive both a fuel reimbursement and a mileage reimbursement for driving their own car, as mileage includes fuel in the rate. Learn more about mileage.
Step 17: Enter the KFS account number in the Allocation – Select department account field to search for it. Sub-accounts are displayed first. Select the account from the list.
Step 18: Your department may also require the Project Code or Organization Reference ID fields. Ask your Fiscal Officer or local business office if you’re unsure what information to enter.
Step 19: When all required fields are filled, click Save.
Per the university Travel policy, receipts are not required for expenses $75 or less, but your department may have additional requirements. Some units require receipts regardless of amount.
Step 20: To add a receipt or other attachment, select the Add Attachments button. There are two ways to add a receipt to the expense:
Once the receipt is attached (if necessary) and all required fields are filled out, continue completing expenses or submit the report.
Step 21: Look for green checkmarks next to all the expenses on your report. Continue updating the expense details or deleting un-used expenses until every line ends with a checkmark.
Step 22: Click Submit.
Step 23: Certify all your expenses are legitimate and that you’re aware of Accountable Plan policy rules and click Submit a second time.
Expenses are reviewed by the Travel Approver(s) for the allocation(s) you listed on your expenses, as well as Travel Management Services.
Learn how to track your report to identify approvers or verify whether a payment was sent.
INDIANA UNIVERSITY
Financial Training & Communications
Cyber Infrastructure Building (CIB)
2709 E 10th St
Bloomington, IN 47408
Email: estc@iu.edu
