Creating Journal Expense Reports

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Fiscal office staff will create a Journal Expense Report if the funding source for a travel reimbursement needs to be changed after the reimbursement is paid.

• Paid Expense Reports and accounting line details can be viewed by running the OH_TE_ER_PAID_ACCT_DETAIL (coding for a specific Expense Report) or OH_TE_PAYMENT_DETAIL_BY_BU (by agency) query.

Adjust ChartField Information

• https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Travel, Expense and Approvals > NavBar > Menu > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Adjust Paid Expenses

1. Enter Empl ID.
2. Click Add.

3. Click the "magnifying glass" icon for the Journal Report ID field.

4. Select applicable Report ID.

5. Enter a Report Description.
6. Select "checkbox" for Expense Type.
7. Click the Expense Type link.

8. Adjust the Chartfields accordingly.
9. Click Create/Update Cash Line.

• Chartfields rows (Department updated) will update as shown below.

10. Click OK.

11. Select next Expense Type.
12. Repeat steps above to adjust ChartFields.
13. Click Submit For Posting.

Running the Post Liabilities Process

Request that the Testing Coordinator run the Post Liabilities process.

• https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Travel, Expense and Approvals > NavBar > Menu > Travel and Expenses > Expense Report > View

1. Enter Report ID.
2. Click Search.
3. Review the accounting ChartFields.

Viewing ChartField Information

• myOhio.gov > MY WORKSPACE > Travel, Expense and Approvals > NavBar > Navigator > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Expense Report Acctg Entries

1. Select criteria from the Search by dropdown.

2. Enter criteria in the begins with field.

3. Click Search.

   • Clicking Search without criteria will provide all available data.

4. Select Report ID from Search Results.

   • The Expense Report Acctg Entries page displays.

5. Scroll to view all fields.

6. Click Expense Report Detail iconExpense Report Detail icon next to Report ID.

   

   • The View Expense Report page displays.

7. Review details for accuracy.
8. Review the Approval History.
9. Select Export to ExcelExport to Excel from the Actions dropdown.

   

10. Click Go.

• The Export to Excel page displays.

11. Click the Grid Action iconGrid Action icon to view available actions.

    

12. Click Download to Excel.
13. Click Return to View Expense Report page.

• After submitting, a new ER number is generated. The ER is automatically in "paid" status and the new accounting lines are posted and available to view.