Expenses Clean-up

Please be sure to submit all “pending” Expense Reports and all appropriate documentation by August 21, 2009.

Pending Expense Reports

As part of our efforts to clear transactions from the Expenses module before the end of the fiscal year, we need to ensure that all Expense Reports are either approved or deleted.

  • On August 21 we will delete all Expense Reports created prior to June 30, 2009 with a status of Pending. This will release the expense on the affected chart string.
  • If you don’t need the funds before close, no action is required and the deletion will proceed as scheduled.
  • If you do not wish an Expense Report to be deleted, please submit it into workflow and route the paperwork through your regular channels so that it gets to Accounts Payable by August 21.
  • On September 28 we will again delete pending Expense Reports.
  • Beginning in FY10, we will delete Expense Reports once there has been no activity on them for 30 days.

Documentation

The Accounts Payable Inbox currently contains more than 300 Expense Reports that received departmental approval prior to June 30, 2009. However, AP cannot apply our final approval until we receive signed and approved documentation.

  • If we do not receive documentation for these Expense Reports by August 21, we will send them back with a note explaining that they are being returned because of a lack of documentation.
  • Please send the appropriate documentation to AP after you have resubmitted the Expense Report in the system.
  • You may check the status of an Expense Report at:
    Travel and Expenses > Travel and Expense Center > Expense Report > View.

    You can then search using any appropriate criterion from the “Search by” list. You may find it useful to search by employee name or employee ID to look for duplicated expense reports.

Thank you for your help in resolving these open items.
Should you have any questions, please contact Guy Wilson at gwilson@northwestern.edu or 1-4445.

HELP

For assistance, contact our help desk at 847-491-HELP (1-4357) option 2 or email consultant@northwestern.edu