Expenses: Air Travel Expense Report
Employees
How to Create an Expense Report For Air Travel
If you booked Air Travel through the UC Travel Department, you will have credit card transactions assigned to you in myUC. You will be notified by the Travel department that you have transactions to reconcile and will need to create an Expense Report for the Air Travel.
After logging into myUC, please follow these directions.
- Click on View All Apps at the bottom of the section called Quick Tasks.
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Click on the Expenses & Purchases app.
- Select the Expenses tab.
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Select Create Expense Report listed under Actions or under Reconcile Credit Card Transactions.
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Most of the Expense Report Information should be auto-populated for you based on your Cost Center (Department). However, you will need to choose a Business Purpose since it is a required field. Click on the three lines inside the box to display the available options, and select the appropriate one.
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Scroll to the bottom of the screen, and you should see two credit card transactions listed (one for the flight and the other for the booking fee). Click the box beside Select All. Then click OK at the bottom of the screen.
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On the next page, fill out the required information for each expense line. This will always include the Expense Item field. Provide a brief description of the charge in the Memo field. For the Egencia Fee, you may enter "Booking Fee" or something similar.
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Click on Select Files and attach a copy of your flight itinerary or booking.
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Next, click on the second expense line listed on the left side of the screen.
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Fill out he required information. Then expense item for flights should be "Air Travel". You will need a brief description in the Memo field.
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Check to make sure all required information is filled out for the Airline, Arrival and Departure Dates, Class of Service, etc. on the right side of the screen. Note: Everything with a red asterisk needs to be filled out before you can submit the expense report.
- Click Select Files and attach a copy of your flight itinerary or booking.
- Review your Expense Report to make sure all required information is filled out and files are attached. then click Submit at the bottom of the screen.
Your screens and processes may vary slightly from this document.