1. How to Submit Expenses in Oracle
Aaron W Howard BRET Travel Coordinator

2. Table of Contents Logging In Set Up & adding a Delegate
Opening a New Report
Expense Items
Financials
Report Part 2
Itemization

3. You will need Financial Approval Image Receipts
Completed Intent to Travel
Graduate School Award
Copy of Outside Reimbursement
Image Receipts
Scanned(preferred) or photographed
Can be Uploaded Via the Oracle App iOS Android
Students can submit expenses as soon as you have these
Don’t have to wait until after your travel

4. Logging into Oracle Oracle is where you go to Submit Expenses
If you cannot log in let an Admin know so we can enter you into the system
Must use University Side VUnet ID
If you do not know your password call

5.
Open Oracle

6. Oracle Setup
First Time in Oracle, Student should make sure their Information is Correct
Open the Expense Tab
If you’re denied access, contact the BRET Travel Coordinator
Check direct deposit information for accuracy
Click on Manage bank account
Imported from Payroll
Set up any Delegates that your Dept. Requires

7. 1. Open the expense Tab

8. 2. Check Direct Deposit

9. 3. Set up a Delegate

10. 1:Actions 2:Take Product tour
If the Expense tab opens to this page you can get to the Product Tour via:
1:Actions 2:Take Product tour

11. Why you might Set up a Delegate
What is a delegate?
Someone who can fix and submit your expenses
Your department might require you have one
If you’re on a BRET training Grant Aaron Howard needs to be your delegate.
You receive an error message and don’t know what to do
Add me as a delegate and me your error
Your Expense Report Gets Rejected

12. To Set up A Delegate In the Delegates and Permission Tab Click on the
Type in the Name of the Delegate
Click on the name
Check that the full name populates the field
Save and close.

13. This is the Delegates and Permissions Page
Click on the + button

14. 2. Type in the first and last name of the Delegate
3. Select their name from the drop down tab.

15. The name should populate the field
Click “Save and Close”

16. From the Product Tour Page you can open your first expense report by clicking on create Expense Report

17. Creating an Expense Report Pt1
Fill in Purpose with Conference Name, Month, Year, either it is pre/post travel
I recommend limiting oneself to 2 reports; Pre and post.
Attach Financial Information
Intent to travel, Grad School Awards, Any Rewards or s.
Save
Create an Expense Item by clicking on the +
We will come back to this page later

18. Purpose Should Include: The Conference Name Month and Year of Travel
1) Input Purpose
Purpose Should Include:
The Conference Name
Month and Year of Travel
State either it is Pre or Post Travel

19. Attachments should include Financial Information: Intent to Travel
Copies of expense Reports for VKC
Notice or Copy of 3rd-Party Awards
s from Financial Advisors

20. 3) Save

21. 4) Start Expense Item

22. Creating an Expense Item
Enter the date of Purchase (as it is on the Receipt)
Select “GENERAL EXPENSE”
Select expense Type
Important for travel; Conference, Membership and Dues, and the “Domestics”/”Foreign”
Put in the Amount
Enter the Merchant Name
Enter Financial Information
Save and Create Another/ Save and Close

23. Enter the Date as it appears on the Receipt
Template will Always be General Expense

24. 3) Expense Types to Know
Conference
Membership and Dues
Mileage
Domestic/Foreign
Airfare
Hotel Accommodations
Breakfast, Lunch, Dinner, Snack
Taxi/ Car Service

25. 4) Add the amount as it Appears on the Receipt
Use the Currency on the receipt. Oracle will calculate exchange rates.
The itemize button is available if you need to split the expense between funding source
Skip to Itemization

26. Financial Information
You will Need your intent to travel Form and Graduate School Award

27. NEVER SUBMIT A REPORT WITH THE DEFAULT FINANCIAL INFORMATION

28. Financial Information only needs to be Input once
Financial Information only needs to be Input once. Repeats can be applied from the Report Page

29. Entering in your Financial Information
Get Your intent to Travel
COA

30. Entering the Account When changing information Leave “Account” as is
Type in the new number
Click on the number from the dropdown
Make sure the Description Changes
Leave “Account” as is
It is auto filled via expense type
Unspecified Tails should be filled with 0s
Skip Over
Unspecified
Tails

31. Entering a Project Number
Must be Accompanied by an Account
If your intent does not have the COA please contact you FA to get it.
Check the description to make sure you enter the correct number.
Needs a Task Number

32. Creating an Expense Report Pt2
Save Early and Often
You can save items but if you do not save the report they will be deleted
Attach Receipts
Use “Actions – Select All” or select items via CRTL key.
Apply COA
Apply Project
Double Check information in expense item page
Fill in Expenditure Organizations
Check Box
Submit

33. 5) If you exit without saving all expense Items made will be lost.
5) SAVE
5) If you exit without saving all expense Items made will be lost.

34. Same image can be attached to multiple items
6) Attach Receipts
6) Attach Receipts
Same image can be attached to multiple items
useful if multiple receipts on one image.

35. 6) Attach Receipts
Same image can be attached to multiple items
useful if multiple receipts on one image.

36. 7) Select Items to Apply Financial Info “Actions-Select All”
Useful for Single Source
CTRL + Click
Useful if multiple Sources.
7) Actions Select All

37. Can choose from previously entered COAS
8) Apply Account
8) Apply Account/COA
Can choose from previously entered COAS

38. Check Expense items to ensure info was applied
9) Apply Project
9) Apply Project
Check Expense items to ensure info was applied

39. 10) Expenditure Organization
Go back into the Expense Item and find Expenditure Organization in the Financials

40. 10) Expenditure Organization Cont.
Click on the Drop down and find Search

41. 10) Expenditure Organization Cont.
Type in the 3rd number of the COA
Hit search

42. 10) Expenditure Organization Cont.
Select the Value
Hit OK

43. 10) Expenditure Organization Cont.
Expenditure Org is now Populate
Copy and Past into every Expense item with the same COA

44. 12) SAVE & SUBMIT
11) Check Box
Once everything is Complete 11) Check box that you read and followed Travel Polices 12) Save and Submit

45. After Submission
Check Approval Status by opening report and clicking on “Pending Approval”
If you Receive any errors or Kicked Back reports me and set me as your delegate

46. Itemizing expenses / Splitting Cost Centers
ITEMIZATION
For when
you need to split an expense over multiple Funding source
You have a receipt with alcohol on it.

47. Click on the + until you have enough lines
New Tab
1)Adding lines
Click on the + until you have enough lines
Also note the New Tab on the Right side
Useful if you need to return later

48. 2) Fill in Expense Info
Add in the Type, Date, and Amount
No need For a calculator as the “Remaining Balance” does it for you

49. 3) Fill in Financial Info
Same as any other expense
Link

50. 4) SAVE
4) Save an close