Understanding Receipt Options for Expense Reports
The PeopleSoft system is very flexible when it comes to requiring receipts on expense reports. It is important to understand all the setup combinations to configure your system to match your organizational requirements.
Some organizations require a receipt to be attached to an expense report for expenses and some don't. Some organizations require the receipt to be attached at the header of the expense report and some require the receipt to be attached at the line level. Then again, some allow receipts at the header or line level.
Some organizations require a receipt, but if a receipt is not available, a comment why there is no receipt, is allowed for the expense report to be submitted. Some organizations require a receipt if the line is over a certain amount, and some want to specify the minimum amount by expense type. Some want to specify a minimum amount by expense type and payment method.
All of these combinations can be configured in PeopleSoft Expenses. If your organizational rules are not followed, the system displays an error and the expense report cannot be submitted to an approver.
This section lists a few scenarios, how to configure them in PeopleSoft Expenses, and what action(s) to take.
The key setup fields that can influence receipt requirements reside on three pages:
Installation Options - Expenses Page
Receipts Configuration - Option field
Receipts Configuration - Attachment Location field.
Receipts Required Page - all fields
Employee Profile - User Defaults Page - Receipts Not Required field.
The following sections provide scenarios that explain how the system reacts to specific setup configurations.
This scenario shows how the Minimum Receipt Amount value (at the top of the Receipts Required page) is applied to all lines, and that the Minimum Receipt Amount value for an expense type overrides it. It also shows that allowing a comment to compensate for a lost receipt allows the expense report to be submitted.
Setup Configuration
Installation Options - Expenses page
Receipts Configuration - Option = Attachments Only
Receipts Configuration - Attachment Location = Header and Line
Business Unit - Receipts Required page
Receipt Required = Always
Minimum Receipt Amount (at top of page) = 25.00
Comments Required = Yes
Exceptions grid:
Expense Type = Courier Service
Minimum Receipt Amount = 20.00
Comments Required = Yes
Expense Entry
An employee creates an expense report for two expense types:
Hotel = 220.00
Courier service = 23.49
The employee does not attach a document and tries to submit the expense report.
System Reaction
The system does not allow the report to be submitted and displays a red flag at the top of the Expense Entry page. There are two errors: One for the hotel expense type because the amount is over the minimum amount of 25.00. The other is for the courier service because the amount is over the exception expense type amount of 20.00
Action(s) to Take
The employee can take more than one action to submit the expense report:
Attach a document (receipt) at the header or line levels for the hotel and courier charges.
Enter a comment at the line level for the hotel and for courier charges.
This scenario shows how the Comments Required option, if not used, can prevent an expense report from being submitted if a receipt is not attached.
Setup Configuration
Installation Options - Expenses page
Receipts Configuration - Option = Attachments Only
Receipts Configuration - Attachment Location = Header and Line
Business Unit - Receipts Required page
Receipt Required = Always
Minimum Receipt Amount (at top of page) = 25.00 USD
Comments Required = No
Exceptions grid:
Expense Type = Courier Service
Minimum Receipt Amount = 20.00 USD
Comments Required = No
Expense Entry
An employee creates an expense report for two expense types:
Hotel = 220.00
Courier service = 17.20
The employee does not attach a document and tries to submit the expense report.
System Reaction
The system does not allow the expense report to be submitted and displays a red flag at the top of the Expense Entry page. There is one error for the hotel expense type because the amount is over the minimum amount of 25.00.
Action(s) to Take
The employee can take only one action to submit the expense report, which is to attach a document for the hotel amount at the header or line level. An attachment for the courier service is not required because it is below the minimum amount.
The system can require an attachment for all lines, but it does not know if the attachment is a valid receipt.
Setup Configuration
Installation Options - Expenses page
Receipts Configuration - Option = Attachments Only
Receipts Configuration - Attachment Location = Header and Line
Business Unit - Receipts Required page
Receipt Required = Always
Minimum Receipt Amount (at top of page) = 25.00 USD
Enforce Receipt = Yes
Header Receipt for All Lines = Yes
Exceptions grid has six expense types that require a receipt for charges over 10.00 and all six allow Header Attachments.
Expense Entry
An employee creates an expense report for all six expense types listed in the Exceptions grid of the Receipts Require page. The employee attaches a document at the header level and submits the expense report.
System Reaction
The system allows the expense report to be submitted.
Action(s) to Take
Although there is nothing for the employee to do, you should have an approver in the approval chain whose only responsibility is to verify the attachment for lines that require a receipt. This is because the system doesn't know whether an attachment is in fact a valid receipt.
To create a receipt verifier:
Use the Define Approver Types Page to create a RCPTVERIF approver type. The Approver Category is Receipt Verifier.
Use the Transaction Definition Page - Properties tab to add the RCPTVERIF approver type.
Select the Verify Receipt check box and other check boxes that the receipt verifier can perform.
Use the Approval Privilege Template Page to create an approver privilege template and select the appropriate option for Receipt Verified.
Use the Approver Profile Page to add an approver profile and select RCPTVERIF in the Approver Type field.
This scenario shows that an employee can be exempt from the receipt requirement feature, while other employees must attach receipts. In this scenario the president of the company is exempt from having to submit receipts.
Setup Configuration
Installation Options - Expenses page
Receipts Configuration - Option = Attachments Only
Receipts Configuration - Attachment Location = Header and Line
Business Unit - Receipts Required page
Receipt Required = Always
Minimum Receipt Amount (at top of page) = 25.00 USD
Comments Required = Yes
Exceptions grid has six expense types that require a receipt for charges over 10.00 and all six allow Header Attachments.
Employee Profile - User Defaults Page for the president - Receipts Not Required field = Yes.
Expense Entry
An employee creates an expense report on behalf of the president. All expense lines are over the minimum amount specified on the Receipts Required page.
System Reaction
The system allows the expense report to be submitted.
Action(s) to Take
There is no further action to take.
This scenario explains how the Minimum Receipt Amount at the Business Unit level can override the Minimum Receipt Amount for the Expense Type. The system can require an attachment for some lines based on the exceptions defined.
This scenario is also an example of how the system should NOT be setup. If you want to enforce receipts, you should not set up your system so that the minimum receipt amount for an expense type is greater than the minimum receipt amount for the business unit (top of page).
Setup Configuration
Installation Options - Expenses page:
Receipts Configuration - Option = Attachments Only
Receipts Configuration - Attachment Location = Header and Line
Business Unit - Receipts Required page:
Receipt Required = Always
Minimum Receipt Amount (at top of page) = 25.00 USD
Enforce Receipt = Yes
Header Receipt for All Lines = No
Exceptions grid has three expense types that require a receipt:
Expense Type = ABC, any payment type, Receipt Required = Always, Minimum Receipt Amount = 0.00 USD, Enforce Receipt = Yes, Comments Required = Yes
Expense Type = DEF, any payment type, Receipt Required = Always, Minimum Receipt Amount = 50.00 USD, Enforce Receipt = Yes, Comments Required = Yes
Expense Type = XYZ, any payment type, Receipt Required = None, Minimum Receipt Amount = 0.00 USD
Expense Entry
An employee creates an expense report for all the three expense types in the Exceptions grid of the Receipts Require page:
Expense Line 1 – Expense Type = ABC, Amount = 10.00 USD
Expense Line 2 – Expense Type = DEF, Amount = 30.00 USD
Expense Line 3 – Expense Type = XYZ, Amount = 25.38 USD
System Reaction
The system requires a receipt to be attached for all of the expense lines because of these reasons:
Expense Line 1 requires a receipt because the line amount (10.00) is less than the minimum receipt required amount at the top of the Receipts Required page (business unit level) (25.00).
In addition, there is a line level exception for this expense type that is triggered, and comments are required.
Expense Line 2 has an amount (30.00), which is greater than the minimum receipt required amount at the business unit level (25.00).
Therefore, the exception line is ignored and it requires a receipt.
Expense Line 3 has an amount (25.38) greater than the minimum receipt required amount at the business unit level (25.00).
Therefore, the exception line is ignored and it requires a receipt.