Deltek Expense 10.x Quick Reference Guide forExpense Report Users

Introduction

This QRG guide is intended for employees who use the Expense module of the Deltek Time and Expense (TE)system to create expense reports for business-related long distance travel expenses.

Creating a New Expense Report

Employees use the Expense Report screen to record and view expense report information:

Before starting your expense report, gather all your expensereceipts and organize them into the appropriate expense categories(i.e., Lodging, Meals, Air Fare, Rental Car, etc.).

To create a new expense report, follow these steps:

• Login into Deltek Costpoint 7.1.1 with your credentials

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• Select Time & ExpenseExpenseExpense ReportsManage Expense Report

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1. Click on New button to start the expense report.

2. Click on Locations Tab to enter the location information

3. Click on Default Charges tab to enter the project codes4. Click on New button to select the Projects.5. Repeat the same step to add multiple projects (Default allocation should be equal to 100%)6. If you want to add these projects, click on Add to Favorites button

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7. Click on Save & Continue icon

8. Click on New button under Claimed Expenses screen

9. Select the Expense Category from category look up screen

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10. Select the Expense Type from Expense Type look up screen

11. Click on the Outstanding Expense lookup screen(If you are selecting credit card transactions)12. Ignore this field if you are manually entering the expense amounts

13. Click on the Amount tab and enter the expense amounts (Expense Incurred, Personal and Unallowable)

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14. Click on the Save button to save the expense report.15. Repeat the same steps to enter all of your expenses16. If you want to allocate the expenses to multiple charges then select the ‘Allocate by amount’ link.

17. After you enter all the expenses, click on ‘Submit’ button to complete the expense report.

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18. Click on the ‘Workflow’ link to upload the expense receipts.Note: If you forgot to attach the receipt, the supervisors can’t approve your expense report.

Expense Report Approver Instructions:

Once employee submits the expense reports and complete the receipt attachment, supervisor/managerreceives email notification and receive Desktop alert under Manage My Desktop screen

1) Highlight the task(s) and click on Launch button

2) Verify the Expense report before you approve or reject it.3) To Approve the expense report, click on ‘Perform Selected Task’ button4) To Reject the expense report, click on ‘Reject Selected Task’ button5) Enter Rejection Reason

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Expense Report Sub Screens:

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