Modifying Reimbursement Records

You can add or modify the reimbursement records associated with a time entry request prior to submitting the time entry request for approval.

You access the time entry request to be modified in the Request History grid on the Time Entry Requests page. Refer to Touring the Time Entry Request Page for more information.

Selecting the Time Entry Request

Follow these steps to select the time entry request to be modified.

Click the Payroll > Time Entry Request Changes link to display the Time Entry Requests page.
Optionally, use the Status field to filter the Request History grid.
In the Request Date column, click the date link that corresponds to the time entry request to be modified. The Time Entry Request Details page displays.
Click the Time Entry Details link to display the time entry request record details. The Time Entry Requests page appears.

Modifying a Reimbursement Record

Follow these steps to:

Change the expense amount to be reimbursed
Enter comments about the expense to be reimbursed

To modify a reimbursement record:

In the Reimbursements grid, click the Edit button that corresponds to the reimbursement record to be modified. The Edit Expense page appears.

The Edit Expense page displays the Job, Project (if applicable), Earn, and Task fields associated with this reimbursement record. These fields are not activated and cannot be changed.

The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the pay record.

Leave the Account field blank to keep the existing account association for this time entry request.


Tip: As an administrator with approval rights, you can click the Override button to change the account assigned to this time entry request. This option is not available for a non administrative employee. Refer to the Searching for an Account topic for more information.

To change a reimbursement value, click the Override button that corresponds to the reimbursement Value to be modified. The Override page displays.
In the Value field, type the modified reimbursement amount. Type decimal point if the value includes both dollars and cents (e.g., 99.50). For a whole number (dollars only) the decimal point is automatically inserted when the cursor is advanced to the next field (e.g., 99.0000).
Type an explanation for the modified amount in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.
Click the button. The Edit Expense page displays with an Override Check button to the right of the expense with the added comment.

You can click the Override Check button to view and modify the comment.

Refer to the Adding Override Details for further information.

Click the button to save the expense records and return to the Time Entry Request page. The Reimbursements grid and Total Reimbursements grid are automatically updated.

Deleting a Reimbursement Record

Follow these steps to delete a reimbursement record.

In the Reimbursements grid, click the Delete button that corresponds to the reimbursement record to be deleted. The message "Are you sure you want to delete this record?" displays.
Click the button to delete the reimbursement record. The record is removed from the Reimbursements grid and the totals displayed in the Total Reimbursements grid are recalculated.
Click the button to save the changed time entry request.