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UW Health – Oracle Cloud Finance

Managing Expenses

Table of Contents:

Title Pages

How to Create & Submit Expense Reports 2-4 How to Setup Delegate for Entry 5-7

How to Delete Expense Report & Items 8-9

How to Duplicate Expense Reports 10-11

How to Withdraw Expense Reports 12-13

How to View Archived Expense Reports 14

How to Attach Requested Information to Expense Report

15-16

Tips:

Google Chrome is the prefered internet browser when using Oracle Cloud

Clearing your browsing history on a regular basis promotes good functionality of all Oracle Cloud

Applications.

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How to Create & Submit Expense Reports

This job aid will provide users the steps for creating and submitting an Expense Report.

Step Action

1. Click on Expenses

2. Click ‘+’

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3. Add Business Purpose

Click ‘+ Create Item’

4. * Enter required information and + attachments

Note: Itemization is only required when using an Expense Type of Meals or Hotel, or when

splitting out a single expense into multiple coding strings.

5. Depending if you have more expense items to add or if your report is complete

Click ‘Create Another’ or ‘Save and Close’

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6. When you are ready to submit the Expense Report, check the box verifying you have read and

understand Policy 1.14

Click ‘Submit’

7. Back on the Expense Dashboard, the Actionable Card(s) will show the current state of each report. Example: Assigned to reporting manager or Assigned to auditor, and for how long.

Note: Any Red Expense Reports require attention from Owner/Submitter 8. Click the ‘…’ for additional actions

*Actions may vary depending on what stage the report is in

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How to Setup Delegate for Entry

This job aid will provide users with information on adding a delegate.

Step Action

1. Locate and click on Navigator

2. Navigate to About me -> Expenses

3. Go to Settings Gear -> Manage Delegates

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4. Click on “+”

5. Enter Delegate Employee Details (Add the requisite employee to whom the work needs to

be delegated)

Tip: Person field(s) are Case Sensitive IF Unable to Find Delegate

Click on the Search magnifying glass

OPTION A – Enter the person’s email into the email search field Click search Locate and highlight the correct person Click ok

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OPTION B – Click on Advanced Change person parameter to “Contains” Type in the last name Click Search Locate and highlight the person Click ok

6. Click on Save and Close

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How to Delete Expense Report & Items

This job aid will provide users with steps for deleting Expense Items & Reports.

Step Action

1. Click on Expenses

2. Delete Expense Items: Select Expense Items using the check box

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Actions > Delete

3. Delete Expense Report: Click ‘…’ > Delete

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How to Duplicate Expense Reports

This job aid will provide users with steps for Duplicating Expense Reports.

Step Action

1. Click on Expenses

2. Click on ‘…’ > Duplicate

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3. Update Purpose, Expense Item Dates, and add Attachments prior to Submitting the Expense Report

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How to Withdraw Expense Reports

This job aid will provide users with steps for withdrawing an Expense Report.

Step Action

1. Click on Expenses

2. Select ‘…’ for the Expense Report that is pending approval, to be withdrawn and Click

‘Withdraw’

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3. Warning will appear. Click Yes

4. Now the Report will be in a ‘Not Submitted’ state

Note: If there are edits required, now you will be able to perform those. When finished the report can be resubmitted or (if applicable) deleted.

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How to View Archived Expense Reports

This job aid will provide users with information on how view expense reports that are no longer

available in the dashboard view.

Step Action

1 Click on Expenses

2 Click on See All

3 Expand Search pane Enter criteria & Click ‘Search’

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How to Attach Requested Information

This job aid will provide users with instructions on how to attach requested information to an Expense

Report that is status “Pending Expense Auditor Approval”

Step Action

1 Example of email user receives when Expense Auditor ‘Requests More Information’

2 Either click on ‘Submit Information’ button in email > Enter comments and Attachments > Send Or log into Worklist in Oracle Cloud

>

3 Click into Task > Click ‘Submit’

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4 Add Comments & Attachments > Click Submit