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Instructions for Traveler /Employee
Forms
Baylor University Expense Report

Lost or Destroyed Receipts


  1. Download and open the Baylor University Expense Report and always enable macros.

  2. Enter all the yellow highlighted fields on the Expense Report: Date Submitted, First Name, Last Name, Vendor ID, BU Address, Purpose, Begin and End Date, # of days on business and Other Participants.

  3. Enter travel or entertainment expenses in the sections provided.

    If entering guest meals in the entertainment section, include employee portion of meal in guest meal cost.
    Do not separate employee meal.

  4. In the Totals section, deduct honorarium or expense reimbursement and designate maximum cost if applicable.

  5. In the Allocation section, list the department, account and how much of the expense should be allocated. Leaving this blank will delay processing.

  6. If the Expense Report covers more than eight days, additional information can be entered under page 2 tab.

  7. Press the Edit button at the bottom right of the report.

    A macro will run and edit check the Expense Report.
    Resolve any errors the edit process returns.
    A message "Edit Check Successful" will appear when the Expense Report is successfully edited.

  8. Press the Save button at the bottom right of the report.

    When the dialog box appears, choose where you want the report stored on your computer and press the Save icon.
    The name of the expense report will automatically default to the Report ID.

  9. Print a copy of Expense Report, sign, attach receipts and forward paperwork to the Approver.
    For missing receipts, see Lost or Destroyed Receipts.

  10. Send an email to the Approver attaching the Expense Report. The Approver will verify printed copy against receipts and forward the Expense Report to Accounts_Payable@baylor.edu for payment. This will initiate payment.


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