Expenses Clean-up: Round 2

  • The next round of Expenses cleanup (9/18) involves Expense Reports created before 8/1/09.
  • Please also note the 9/28 final deadline for any remaining pending FY09 Expense Reports.

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 September 18 we will delete all FY09 Expense Reports created before August 1st with a status of Pending (i.e. not submitted into workflow for approval). This will release the expense on the affected chart string.
  • If you do not wish a Pending Expense Report from before 8/1 to be deleted, please submit it into workflow and route the paperwork through your regular channels so that it gets to Accounts Payable by September 18.
  • You have until 9/20 to submit an FY09 Expense Report for approval. Expense reports submitted after this date will default to FY10.
  • On September 28 all remaining Pending FY09 expense reports will be deleted.

Submitted Expense Reports

  • On September 18 we will send back all FY09 Expense Reports created before August 1st that were submitted into workflow but have not yet been fully approved and paid.
  • You have the option of resubmitting the expense report back into workflow for payment in FY09. If you choose not to resubmit the expense report, it will be deleted as part of the final fiscal year close process on September 28th.

Documentation

Please remember that AP cannot apply final approval until they receive signed and approved documentation.

  • If AP does not receive documentation for these Expense Reports by September 18, they 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 (and ASRSP, if applicable) 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