Non-Employee Expense Report Preparer/Approver FAQs
How do I know if the Payee attached receipts?
In the far right corner of the Payee section, select the button “Click Here to Attach/View Receipts” to view the attached receipts. If the receipts were emailed or mailed to the Preparer, click on the same button and attach the receipts on behalf of the payee.
Can expenses or account strings be corrected on an expense report?
Yes, as long as the Approver has not already approved the expense report. Once the expense report has been approved, you will need to contact Accounts Payable to make corrections. If the expense report has not been entered into Oracle, the Accounts Payable staff will be able to address your requested change. If it has been entered into Oracle, you will need to complete an Accounts Payable Redistribution Form [.pdf].
Can an expense report be deleted?
Yes, the Preparer or Approver can cancel an expense report prior to the expense report approval by clicking the Cancel button on the form. Once the expense report is approved, Accounts Payable can delete the expense report as long as the expense report has not been paid.
Can the Non-Employee Expense Reports be approved on a smart phone?
No, a computer must be used to complete the form at this time.
Is there a time limit to the form?
Yes, the form will time out after 20 minutes of inactivity and any progress will be lost.
Can I save my form if I haven’t finished entering the expense details?
Yes, the Preparer can save the form when entering expense details by clicking ‘Save and Complete Later’ button and then closing the form. The Preparer will receive an “Action Required” email showing progress and providing a new URL to continue with the form completion.
Is there a limit to the amount of expense lines that can be added to the form?
Yes, 3 pages are provided for expense lines.
What happens if the Payee does not respond to the ‘Action Required’ email?
The Preparer should contact the Payee to confirm the ‘Action Required' email has been received. The Preparer will receive an email notification after every seven days of inactivity on an outstanding report reminding them to contact the Payee for action.
How can I know where the expense report is in the process?
You can reference the emails you have received throughout the submission process. If you are still unsure, contact the Financial Systems Help Desk at email@example.com.
What happens if a Preparer or Approver leaves the university in mid-stream?
Contact Financial Systems Help Desk at firstname.lastname@example.org.
How will I know if the Payee has entered their information?
The Preparer receives an ‘Action Required’ email.
How will I know when the report has gone through Audit, Tax, and Accounts Payable?
The Preparer will receive an ‘FYI’ email.
What happens if the information on the Non-Employee Expense Report is incorrect or if required documentation is not attached?
Tax or Accounts Payable will contact the Preparer in order to be provided with the necessary documentation/information ultimately delaying the reimbursement process.
What happens if the Preparer needs to make a change to the information on the report after it has been approved?
Contact Accounts Payable at email@example.com.
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