Managing Expense Receipts

Your agency may require you to submit on the job expenses through a Web Time Entry Expense Report. Within the Expense application, you'll need to manage your receipt images. For information on uploading receipts, see Upload Expense Receipts.

After receipt images are uploaded, they will appear in the Receipt Bank and are available for attachment to a new and/or existing expense report. Receipts have one of the following statuses:

  • New: The receipt image appears in the Receipt Bank and is available for attachment to a new or existing expense report.
  • Processed: The receipt image is attached to an expense report and is therefore removed from the Receipt Bank.
  • Deleted: The receipt image does not appear in the Receipt Bank and is not attached to an expense report.

The uploaded images are displayed in a list view; however, you can select Thumbnails to change the display mode at any time.

For information on adding receipts to existing reports see Attach Receipts After Expense Report is Created.

Removing Receipts

  1. Select the check box left of the image’s file name in your Receipt Bank.
  2. Click Delete to remove the image from the bank.
    • Repeat the process to remove images individually or select the top check box to flag all images for removal.

Searching for Receipts

Use the Search option to view or retrieve receipt images that are no longer in the Receipt Bank.

  1. Select the blue Search icon in the Receipt Bank area.
  2. In the popup window, select the parameters in which you would like to locate an image:
    • Start Date/End Date: Time Period.
    • Status: All, New, Processed, Deleted.
    • Filter Type: File Name or Report ID.
    • Filter: Text based on Filter Type.
  3. Select an image to open the image details in the right panel:
    • Image receipt (at top)
    • File Name
    • Date Uploaded
    • Current Status
    • Report details (Report ID, expense line item in which the image is associated and expense description)
  4. Change the status of an image by selecting the Status from the drop-down menu and clicking Change. The status will determine whether the receipt is visible within the Receipt Bank and available for attachment for a new and/or existing expense report.