e-Reimbursement - Issues With Deactivated Expense Types [Travelers]

This document breaks down issues Travelers and Alternates may experience as a result of changes to e-Reimbursement Expense Types at the beginning of Fiscal Year 2013.

Background:

As part of the fiscal year rollover process for FY 2013 the following Expense Types were deactivated in e-Reimbursement:

  1. Lodging-Extended
  2. Taxi

The screenshot below shows the updated Expense Type drop-down which, by default, does not contain items for 'Taxi' or 'Lodging-Extended':

notaxinolodging.png

Problem:

Even though 'Taxi' and 'Lodging-Extended' have been removed from the default Expense Type drop-down, under certain circumstances it is still possible to create and submit Expense Reports with deactivated Expense Types.

The old expense types can still show up in expense reports in either of two situations:

  1. The travelver adds an expense to his or her expense report with an Expense Date prior to 07/01/2012.
  2. The traveler has a saved expense report from prior to 07/01/2012 containing the Taxi and/or Lodging-Extended Expense Types.

In the below screenshot, the traveler has set the Expense Date to 06/05/2012. Since this date falls before 07/01/2012 the old expense types - Taxi and Lodging-Extended - become available once more:

taxiandlodging.png

If a traveler attempts to submit an expense report with an expense line containing either Taxi or Lodging Extended he or she will receive the following error: Accounting Detail -- Account is required on distribution line [X].

The below screenshot shows the error as it appears in e-Reimbursement:

accountingdetail.png

    Solution:

    Travelers and alternates can work around this issue in one of two ways:

    1. Perform a Receipt Split on the affected expense line using the instructions below:
      1. Click on the Detail link at the end of the expense row.

        detailhighlight.png
      2. Click on Receipt Split.

        receiptsplithighlight.png
      3. From the drop-down menu, select the equivalent Expense Type (i.e. for 'Taxi', choose 'Taxi/Subway/City Bus' or 'Local Transport/ Shuttle'; for 'Lodging-Extended', choose 'Lodging - Individual' or 'Lodging - Group') and click Split.

        expensesplit.png
      4. Enter the total dollar amount of the expense in the new line and click Update. The amount next to the old expense type will appear in red.

        updateinred.png
      5. Click Done and Return to Expense Report.

        returntoexpensereport.png
      6. Select the checkbox for the old, zero-dollar expense item and click Delete. When asked to confirm, choose OK. To ensure your changes are saved, click Save for Later.

        deletetaxi.png
      7. The Expense Report can now be submitted.

    2. Add an expense item with the equivalent Expense Type from the new drop-down menu.
      1. Begin by adding a new expense line using the drop-down menu below the existing expense lines.

        addnewexpense.png
      2. Select an equivalent Expense Type from the new expense line (i.e. for 'Taxi', choose 'Taxi/Subway/City Bus' or 'Local Transport/ Shuttle'; for 'Lodging-Extended', choose 'Lodging - Individual' or 'Lodging - Group').

        newcorrectexpenseline.png
      3. Select the checkbox for the old expense item and click Delete. When asked to confirm, choose OK. To ensure your changes are saved, click Save for Later.

      4. The Expense Report can now be submitted.

    See Also:




    Keywords:Taxi, lodging, e-Re, reimburse, ATS, Account, old, retired, removed, FY, fiscal, year, 13, 2012, 2013, rollover, alternate, distribution, required, split, receipt,   Doc ID:25103
    Owner:Stefanie D.Group:DoIT Help Desk
    Created:2012-07-12 08:43 CDTUpdated:2013-10-21 10:39 CDT
    Sites:DoIT Help Desk
    Feedback:  0   1