linear_scale How To

Set Up Expense Requests Preferences

In the Expense Requests System, users can save default fields, allocation sets for frequently used PTAEs (including split allocations), common approver sets, and events for associating with related transactions. 

Creating preferences before entering transactions improves efficiency, reduces re-entry, and supports more accurate, streamlined transaction preparation.

General Field Default Preferences

  • Identify the fields you enter most often (such as business purpose or location). 
  • Decide whether to apply defaults from a prior transaction or system-defined expense preferences to reduce re-entry. 

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select Settings in the header banner
  2. Select Preferences in the top banner (upper right)
  3. Select General under Expense Requests Preferences

  1. Select Defaults Source 
    • Prior Transaction applies defaults from recent transactions
    • Expense Preferences uses system defaults, including business purpose or per diem location

My PTAE Allocation Preferences

  • Identify commonly used PTAE(s). 
  • Determine whether expenses will be charged to a single PTA or split across multiple PTAEs, and confirm the appropriate distribution method. 

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select Settings in the header banner
  2. Select Preferences in the top banner (upper right)
  3. Select My Allocations under Expense Requests Preferences

One PTAE
  1. Select the + icon on the table to add another row
  2. Enter a name for the allocation in Allocation Name
  3. Enter the Project, Task and Award
  4. Enter Expenditure Type (optional)
  5. Select the Apply button in the top right corner
Multiple PTAEs (Split Allocation)
  1. Select the + icon on the table to add another row
  2. Enter a name for the allocation in Allocation Name
  3. Enter the first Project, Task and Award
  4. Enter the first Expenditure Type (optional)
  5. Select the Split Criteria icon
  6. Select Equal Split or Percentage Split allocation method
  7. Enter the second Project, Task and Award
  8. Enter the second Expenditure Type (optional)
  9. Continue to select the + icon on the table to add another row and enter all other PTAEs if applicable
  10. If a Percentage Split, enter Percentage for each PTAE
  11. Enter a reason for the split in Allocation Reason (optional)
  12. Select OK
  13. Review changes to My Allocations
  14. Select the Apply button in the top right corner when complete

My Approver Set Preferences

  • Identify approvers and FYI recipients for your transactions. 
  • Confirm the approval order and ensure approvers have authority over the PTAEs used.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select Settings in the header banner
  2. Select Preferences in the top banner (upper right)
  3. Select My Approvers under Expense Requests Preferences

The My Approvers preference allows the setup and maintenance of lists of approvers and FYI (for your information) recipients (called Approver Sets) that can be applied quickly when entering a transaction.

  1. Select the + icon on the table to add lines
  2. Enter new Approver Set Name
  3. Select the Approvers icon
  4. Select the + icon on the table to add lines
  5. Enter Approver Name (search and select if necessary)
  6. Enter Approval Sequence number
  7. Select Approver or FYI
  8. Repeat these steps for all approvers in the set
  9. Select Apply on the Approver Set screen
  10. Select Save or Apply on the My Approver's screen, or select Revert to go back to the original setting for this line

  1. Select the Approver icon to access the Approval Sequence
  2. Select the + icon on the table to add a new line for another approver
  3. To remove an approver from a multi-approver Set:         
    • Select the Approver icon to access the Approval Sequence
    • Select the REMOVE icon to remove that Approver
  4. Select REMOVE to remove the entire Approver Set
  5. Select Save or Apply on the My Approver's screen

My Event Preferences

  • Determine whether the event is domestic or foreign.
  • Gather required details, including event name and dates, and for foreign events, country, and activity information. 

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select Settings in the header banner
  2. Select Preferences in the top banner (upper right)
  3. Select My Events under Expense Requests Preferences

Create a Domestic Event

Domestic events occur entirely within the United States. They can be used to group and track related U.S.-based transactions for easy reporting and organization for domestic advance requests, expense reports, and non-PO payments in the Expense Requests System, but their use is not required. 

  1. Select the + icon to add event line
  2. Enter the Event Name
  3. Select Domestic as the Event Type
  4. Enter Event Start Date
  5. Enter Event End Date
  6. Select Save or Apply

Do not enter event lines (Country, Activity Type, etc.) for domestic events.

Create a Foreign Event

Foreign events involve travel, goods, or services that originate, occur, or have a destination outside the United States. They are required for all foreign advance requests, expense reports, and non-PO payments in the Expense Requests System.

  1. Select + icon to add event line
  2. Enter the Event Name
  3. Select Foreign as the Event Type
  4. Enter Event Start Date
  5. Enter Event End Date
  6. Select Plus Sign + to add a line for each country 
  7. Enter Country of Activity, Activity Type, Start and End Dates for the activity 
  8. Enter  the number of each type of person involved with the activity (optional)
  9. Select + icon to  add additional events lines until all unique countries and activities have been entered A country may have multiple activities.
  10. Select Save or Apply
Last Updated: Mar 26, 2026
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