Quick Start Guide – Processing Expense Reports

Last Updated on April 21, 2025

Things to Know about the Expense Report Process

• When saving receipts on your computer to attach to a transaction, please include the name of the supplier/vendor and the amount to the saved name of the document.
  
  For example: Amazon 42.89; Brickhouse 87.29; Lowes 123.45

• Do not save receipts with the extension .heic
  HEIC stands for High-Efficiency Image Container and is a type of image commonly created when taking photos with iPhones. You can change extensions on images using the Photos app in Windows or the Preview app on Macs.
  
• When creating expense reports, please limit the number of transactions on each report to less than 10, if possible.

See also Step by Step Expense Report Instructions and Expense Report, P-Card and Reimbursements FAQ 

Pcard Transactions Quick Guide

• Under the Me tab, click on the Expenses icon
• Click on Date of transaction to be processed
• Template will default to 1. Davidson Employee Expenses
  1. Change template to 2. Davidson OSP Grant Expenses, if directed to by OSP
  2. Change template to 3. Davidson Capital Project Expenses, if charge is for a capital project
• Review details auto populated from Bank of America and make necessary changes
  1. Verify that Type is correct; this populates the account field
• Personal amount is always 0
• Add business description
• Add Tax Code Use the NC county of purchase, or see Tax Code Guidelines for other situations
• Add receipt or supporting documentation (HEIC files are not supported)
• If Fund Code should be updated, update in Account String (do NOT update account here; if account needs to be changed, update the Type)
• Add Zip Code from receipt
• If Davidson OSP Grant Expenses or Davidson Capital Project Expenses template has been selected, add Project # and Task #
• Click Save and Close
• Transactions must be added to an Expense Report to be submitted for approval/payment processing.
• For next steps, see the Creating Expense Reports section below

Non-Pcard Business Expense Items Quick Guide

• Under the Me tab, click on the Expenses icon.
• Click on ‘+‘ Create Item
• Enter date of expense
• Select expense template:
  1. 1. Davidson Employee Expenses will be used for the majority of expenses
  2. Select 2. Davidson OSP Grant Expenses,  if directed to by OSP
  3. Select 3. Davidson Capital Project Expenses if charge is for a capital project
• Select Type (account coding autofills based on this field)
• Enter expense location (city where expense incurred)
• Enter amount of purchase shown on receipt
• Enter business description of your expense
• Add Tax Code Use the NC county of purchase, or see Tax Code Guidelines for other situations
• Enter merchant name (for per-diem request; this is your name)
• Upload or attach receipt
• If Fund Code should be updated, update in Account String (do NOT update account here; if account needs to be changed, update the Type)
• If Davidson OSP Grant Expenses or Davidson Capital Project Expenses template has been selected, add Project # and Task #
• Click Save and Close
• Transactions must be added to an Expense Report to be submitted for approval/payment processing
• For next steps, see the Creating Expense Reports section below

Using the Oracle Fusion Expense App to Upload Receipts Quick Guide

• Click Camera icon and take photo
• Or Select Use Photo (to attach) or Scan (to let app read receipt)
• Complete missing fields; check accuracy of all fields
• Click Save
• Click Upload icon
• Click Upload

Creating Expense Reports Quick Guide

• Check the box next to the completed expense item(s) to be included on the report
• Click ‘+‘ in Create Expense Report box
• Enter Purpose
• If applicable, split allocation of expense items
• Check the box next to “I have read and accept….”
• Click Submit