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

Approvals - Approve Transactions, Modify Approved Transactions, Reassign Approval Work, Approval Assignment ( 1.13 MB )

This job aid discusses approval workflow and approval history, levels of approval and approvers, and alternate users for approvers. It also discusses how to approve, how to modify approved transactions on, and how to reassign an expense report, travel authorization, or cash advance. It also discusses how to assign and maintain approvers.

Attachments - Add, View, Delete ( 409.64 KB )

This job aid discusses what document are required to be attached in SMART and system requirements for SMART. It also discusses how to add, view, and delete attachments.

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 ( 2.08 MB )

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

Employee Info & Security - Update Profile, Authorize Expense Users ( 819.25 KB )

This replaces the following job aids: Adding a Bank Account to an Employee Travel and Expense Profile, Adding an Expense Payee, Adding a Non-Employee for Travel and Expenses 11-29-12, Default ChartField Values, and Setting Up Proxies.

Expense Types, Payment Types, and Account 140300 Balances ( 534.98 KB )

This job aid discusses Expense Types and Payment Types used on travel authorizations and expense reports including how the Expense Type and Payment Type selected affects the expense report accounting entries. It also discusses how to correct the balance in Account 140300 that results from an Expense Type-Payment Type mismatch and when the related expense is recorded in SMART.

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.

Journal Expense Reports-Create Journal Expense Report ( 363.28 KB )

This job aid discusses creating a journal expense report.

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.