Oracle iExpense Overview: Step-By-Step Guide To Use This Application

iExpense is an Oracle module used to report and seek reimbursement of expenses paid by employees. This powerful application empowers companies to capture data at various stages of expense reimbursement, a few of them include — during submitting expenses, accessing and generating reports. I have worked with one of the reputed clients at Suneratech and provided various Oracle Cloud services. With the experience, I garnered and knowledge, I am pretty much sure this article should help you in understanding an overview of iExpense and how to use this application.

Follow the steps below to understand the detailed process of Oracle iExpense application.

When submitting an iExpense report to Accounts Payable (A/P) include the following:

· iExpense report printout

· Applicable receipts,

· Any supporting documentation as required

Receipts should always be itemized and credit card statements alone will not suffice. Attach the receipts to blank pieces of paper and number them according to the expense report line number.

Accessing iExpense

· Navigate to target instance — http://oracle.MBR.com and log in (NOTE — If you are not at a MBR office location, you must be on VPN)

· Click on US Self-Service Time and Expenses link.

· Next click on Expenses link

· Now, select Expenses Home link

Expense Reports

Follow the steps below to create an Expense Report:

· Select Create Expense Report button

· Enter a Purpose for all expenses in report

· Change to appropriate Approver if necessary

NOTE — Approver defaults to your direct supervisor.

Creating an Expense Report for Cash and Other Expenses

· Add each transaction as a separate line item

· Enter Date of transaction/receipt

· Enter the Receipt Amount

NOTE — Click Show Receipt Currency button to select a currency other than USD. You can find exchange rates at http://www.oanda.com

Select an Expense Type

NOTE — Some Expense Types require extra information under Details:

· Business Meal-Unallowable

· Business Meal

· Travel Airfare

· Travel M&IE Domestic

· Travel M&IE International

· Travel Vehicle Mileage

· Travel Lodging Domestic

· Travel Lodging International

When including Meals and Incidental Expenses, click on Per Diem Expenses tab and list locations and meal deductions that apply to trip. For specifics on how to enter per diem information, see section below on Travel Per Diem (M&IE) Instructions.

For receipt-based expenses, in Business Purpose, type line number and a reason for expense. The line number can be seen at front of expense line. Write the same line number on physical receipt that you send to A/P to link it with line item.

Business Purposes appear on client invoices exactly as typed. Please avoid:

· Writing “No Receipt”

· Only writing an item number, i.e. — “Item 1”

Provide additional context with item number for specifics on how to enter different types of receipt-based expenses. Please see sections organized by expense type at bottom of this document. Click Next

Creating an Expense Report — Travel Airfare

At Cash and Other Expenses step, select Travel Airfare as Expense Type. Travel agency fees should be listed as a separate expense. Place fee information on a new expense row with “Travel Agency Fee” as Expense Type.

NOTE — If you did not fly with an American carrier, provide reason within your Business Purpose. See Operations Manual for a full explanation of Fly America rule.

Now, click Details button. Select Class of Ticket. If you flew business or first class on a contract that usually does not allow this, provide your reason in Business Purpose. List “Location From” and “Location To” for flight. Click Return, then click Next to proceed.

Creating an Expense Report (Business Meal/Business Meal Unallowable)

At Cash and Other Expenses step, select Business Meal or Business Meal Unallowable as Expense Type. Click on Details, add Employee and Non-Employee attendee information then go to Return option and select Next to proceed.

Creating an Expense Report — Travel Lodging

At Cash and Other Expenses step, select Travel Lodging Domestic or Travel Lodging International as Expense Type. Under Business Purpose, indicate if different rates were used on different days. (Ex. 2 nights at $70, 3 nights at $50). Include location of hotel — this is a mandatory field. Click Return, then click Next to proceed.

Creating an Expense Report — Travel Per Diem (M&IE)

· Click on Per Diem Expenses tab

· Choose correct Expense Type (Domestic or International)

· Click on Details to view M&IE worksheet

· Select start date, number of days of trip, and business purpose

· Enter destination(s)

If the trip has involved overnight stays in multiple locations, click Multiple Destinations button. A box will appear allowing each location and date travelled to that location to be entered separately. Per diem amounts populate automatically using amounts from US Department of State (DOS) or General Services Administration (GSA) websites.

If a project uses a per diem rate other than DOS or GSA rate, M&IE amounts should be entered in Reduced Project M&IE Rate field. In this scenario, deductions for travel days and meals must be calculated manually with an explanation of calculations attached to expense report back-up.

Under Additional Information, indicate if travel to/from home occurred on start and/or end dates. Remember that 75% per diem is received on the days when traveling to or from home and travel hours more than 12.

Click on Add/Edit Meal Deductions, then mark meal deductions accordingly. Click Apply button after selecting meal deductions and/or travel day deductions. THIS IS IMPORTANT! Meal and Travel day deductions will not be saved unless Apply button is clicked. You must click on Add/Edit Meal Deductions to make Apply button visible. Click Return, then click Next to proceed.

Expense Allocations

Allocate each line item for billing and ensure to follow the steps below:

Type in Project number. Use Search button if you do not know your project number. Search by Project Name, and use percent symbol (%) as a wild card if you only know part of name. Type in the Task number and click Next.

To allocate all line items to same project and task numbers

· Click Select All.

· Go to Update Allocations.

· Type Project and Task numbers in at top

Finalizing an Expense Report — Review, Submit, and Print

Step 1: Verify expense information

Step 2: Add attachments, such as forms or scanned receipts (Original receipts must also be sent to A/P)

Step 3: Click Submit to send report for approval

Step 4: To print expense report, click Print ERS Details on Confirmation page that is displayed after submitting report

Step 5: You will be redirected to next page. Now, click next

Step 6: Submit and click OK

Step 7: Click on Output field icon. If Output icon is not visible, Refresh the page to make icon visible

Step 8: After generation of iExpense Report page, click Print This Page

Step 9: Attach printed iExpense Report to physical receipts and send this package to MBR Sudan, ATTN: A/P.

Hope this article gave you a clear understanding on Oracle iExpense application and in-details steps to follow to generate specific reports. You can send me your thoughts on this post by dropping an email @Kalavendi Ravi <Kalavendi.Ravi@suneratech.com> or through the comments below.

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