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 |
Interpreting Statuses
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 Business Expense team.
All saved, in progress, withdrawn, rejected or returned expense reports are shown in the Transactions to Complete table.
| Actor | Actions 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Withdraw icon on Expense Requests Home page while the transaction is Pending Current Approver (prior to PTA approval) | Withdrawn |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 Business Expense audit | Rejected |
| Preparer | Withdraws expense report returned by Business Expense auditor by taking withdraw action on workflow notification | Returned |
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 | Actions Taken | Status |
|---|---|---|
| Preparer | Submits transaction for approval | Pending Current Approver |
| Approver | Returns transaction to Preparer for more information or additional documentation | Pending Your Resolution |
| Approves transaction | Ready for Payment or Pending Payment | |
| Business Expense Auditor | Returns transaction to Preparer for more information or additional documentation | Pending Your Resolution |
| Approves transaction | Ready for Payment or Pending Payment | |
| Selects transaction during Business Expense audit for Independent Review | Pending Independent Reviewer Approval | |
| Independent Reviewer | Returns transaction to Preparer for more information or additional documentation | Pending Your Resolution |
| 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 |
