Expense Requests system transactions are assigned a transaction number by the system when new transactions are created. Transaction Numbers start with a prefix indicating the type of transaction:

Transaction Number Prefix Transaction Type
ADV Advance Request
ER Expense Report for SU Payee
PR Non-PO Payment Request
VR Expense Report for Non-SU Payee (Visitor Reimbursement)
PC Petty Cash Replenishment Request
DP Digital Payment Non-SU Payee

 

Transactions can be tracked on the Expense Requests Home page using Statuses. Refer to the following tables to interpret statuses found in the Status column.

Refer to How To: Handle Rejected/Returned Transactions and Request for More Info for help with Workflow Notifications generated when transactions are returned or rejected by Approvers or the Travel and Reimbursement Department.

All saved, in progress, withdrawn, rejected or returned expense reports are shown in the Transactions to Complete table.

Actor Action Taken Status
Preparer Saves transaction by explicitly selecting the Save button anywhere in the creation process prior to submission Saved
Preparer Exits transaction creation process without explicitly selecting the Save button In Progress
Preparer Withdraws transaction using the Withdraw icon on Expense Requests Home page while the transaction is Pending Current Approver (prior to PTA approval) Withdrawn
Approver Rejects transaction Rejected
Business Expense Auditor Rejects entire transaction during T and R audit Rejected
Escalation Designee Rejects entire transaction during escalation review Rejected
Preparer Withdraws expense report returned by T and R Department by taking withdraw action on workflow notification Returned
Independent Reviewer Rejects entire transaction during independent review Rejected

The Submitted Transactions table displays your transactions that have been submitted for approval and are either outstanding or have been paid in the last 30 days. To view older transactions that have been paid more than 30 days ago, use the Search feature in the Expense Request System.

Actor Action Taken Status
Preparer Submits transaction for approval Pending Current Approver
Approver Returns transaction to Preparer for more information or additional documentation Pending Resolution from Preparer
Approves transaction Ready for Payment or Pending Payment
T and R Auditor Returns transaction to Preparer for more information or additional documentation Pending Resolution from Preparer
Approves transaction Ready for Payment or Pending Payment
Marks one or more lines for policy violation or missing receipt, creating a new expense report with a -1 suffix Pending Resolution from Preparer
Audits expense report, adjusts one or more line amounts for policy violation and completes the expense report for payment of the adjusted amount Ready for Payment
Selected during T and R audit for escalated review by Escalation Designee Pending Escalation Approval
Selects transaction during T and R audit for Independent Review Pending Independent Reviewer Approval
Escalation Designee Returns transaction to Preparer for more information or additional documentation Pending Resolution from Preparer
Approves transaction Ready for Payment or Pending Payment
Independent Reviewer Returns transaction to Preparer for more information or additional documentation Pending Resolution from Preparer
Approves transaction Ready for Payment or Pending Payment
Supplier Enablement Sets up a new supplier/payee or a new address for an existing supplier/payee in the supplier/payee database Pending Supplier Setup
System Transaction paid Paid

 

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