Creating an Expense Report in Deltek
- CS (Unlicensed)
This is a general-use guide. It may not address any problem in specific, but could contextually help point you in the right direction
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To submit a new Expense on your timesheet, follow these steps:
Open the Deltek shortcut on your desktop
Give the Browser window a few seconds to launch the program.
Ensure the Windows Authentication checkbox is ticked and click “OK”, no need to fill in any other credentials
On the left-hand side in Deltek, under Navigation, click Expense Report
Click “New” or open an old Expense Item to edit it
At the top, you’ll see “Report Name”, “Report Date”, and “Expense Report Status”
Report Name - Enables you to give your report a name for easier identification purposes.
Report Date - To date your expense form. Use the Calendar drop-down to date your submittal
Expense Report Status - Will identify if your report is “In Progress” “Submitted” or “Approved”.
In the center of the form, you’ll see a scrollable grid of Detail types to fill in outlining each expense. Fill in all items to be expensed in this report within this table.
Detail - has a drop-down box where you can provide further details of your expense. There is a second box where you can log your mileage expense-> enter in your driven miles and the system will calculate the total cost. You will have the option to either check or uncheck a show in detail report box. When you are done, you will have the option to click on OK/Cancel or the help button to help you with the detail dialog box.
Date - Date of purchase listed on receipt or transaction
Category - Type of purchase
Description - Identify your expense event with easily identifiable details. (e.g. “Uber Travel from Home to LAX”)
Currency Code - Denomination used for the transaction, (e.g. USD for purchases in the USA.)
Project - The number of the project this expense is related or billed to.
Phase - enter number in manually, or use the magnifying glass icon to pick from a drop-down menu option. Phases should be RMB for billable expenses or NORMB/NRMB for non-billable.
Bill - Check if this is a recurring Bill payment covered by HLW
6. After you have checked your submittal for accuracy, click Save towards the top-left of the form
7. With the expense report created and saved, ask your Project Manager or Studio Director for an approval sign-off
8. Send the signed document with receipts to the Accounting department.