Expenses

This page contains the SMART training materials associated with the
SMART Expenses module. The SMART Expenses training materials are
organized into the following sections: Job Aids and Queries.

Expenses Job Aids

Cash Advances - Create/Modify, View, Withdraw, Delete, Modify Approved, Reconcile, Mark Close, Apply toward an Expense Report ( 954.98 KB )

This replaces the following job aid: Creating Cash Advances.

Creating Expense Reports January 1 2016 or later ( 2.01 MB )

This example will assist you when entering expense reports with expense dates of January 1, 2016 or later.

EX Approvals – Approving an Expense Document, Modifying an Approved Expense Document, Reassigning an Expense Document for Approval, Assigning Approvers ( 774.25 KB )

This job aid discusses approval history icons and text lines, levels of approval and approvers, approving an expense document, modifying an approved expense document, reassigning an expense document, and assigning approvers.

EX Attachments – Adding, Viewing, and Deleting Attachments ( 406.00 KB )

This job aid discusses supporting documents required to be attached to expense documents, system requirements for attachments, adding, viewing, and deleting attachments to an expense document.

EX Employee Info & Security – Reimbursing Expenses for Employees of Another Agency, Employee IDs and Unique Profile IDs, Updating Employee Profile Detail, Authorizing Expense Users ( 525.26 KB )

This job aid discusses reimbursing expense for employees of another agency, employee IDs and unique profile IDs, updating employee profile detail, and authorizing expense users.

EX Expense Types, Payments Types, and Account 140300 Balances ( 484.67 KB )

This job aid discusses Expense Types and Payment Types on expense documents including the account effects of Expense Type-Payment Type matches and mismatches, correcting Account 140300 balances, and other actions necessary to resolve Expense Type-Payment Type mismatches.

EX Journal Expense Reports – Creating or Correcting a Journal Expense Report ( 506.24 KB )

This job aid discusses creating or correcting a journal expense report.

How to Find an Expense Report Number or an Employee ID ( 759.84 KB )

This training guide gives instructions on how to find an expense report number or an employee ID in SMART.

M&IE Worksheet ( 18.69 KB )

This is a reference calculator to assist users with an initial assessment for M&IE calculations. Amounts from this document should not replace your personal calculations.

Reviewing Historical Payment Data for Travel and Expenses ( 384.21 KB )

This job aid provides agencies with a way to look up historical payment information. Agencies will be able to view data for payments including the payment method, payment date, payment reconcile status, and supplier/employee address associated with the payment.

Statuses on Travel Authorizations and Expense Reports ( 185.45 KB )

This job aid discusses status values on travel authorizations and expense reports, navigation to travel authorizations and expense reports based on their status, and when the status shows. It also discusses processing travel authorizations and expense reports based on their status and encumbrances based on the travel authorization status.

Travel Authorizations - Create/Modify, View, Withdraw, Delete, Cancel, Modify Approved, Populate to an Expense Report ( 957.87 KB )

This replaces the following job aids: Canceling Travel Authorizations, Creating Travel Authorizations.

Withdraw a Submitted Expense Report ( 412.50 KB )

An Expense Report can be withdrawn once it has been submitted into workflow and has a “Submitted” or “Submitted for Approval” status.