Employee Travel Reimbursement Manual

Creating a Travel Expense Report in IExpenses

Oracle Homepage

  • When logged into Oracle, this is your list of available responsibilities
  • Select RIT Reimbursement for Travel

Step 2

  • Select – Request Expense Reimbursement

Note: To speed-up the process of entering your expense report it is helpful to have your receipts readily available


  • Complete all required fields (* Indicates each required field)
  • It is important to clearly state the business purpose of this trip. The field can accommodate up to 240 characters
  • If you traveled alone – Indicate so in the ‘Traveled with’ field
  • Enter any Pro Card Expenses associated with this trip – i.e. Registration Fees. If there are none enter zero dollars
  • If you answered YES to International Travel you must also complete the Fly America Act filed and enter the currency used for the majority of this trip
  • Click Next

step 4

  • This screen will only be visible to those travelers that have a PNC Travel card and have charges that can be applied to their travel reimbursement.
  • If all of the credit card charges can be applied to the travel expense report you are working on then ‘Select All’ or you can click on only those that apply
  • Click – Next

step 5

  • Verify that the credit card transactions pertain to the travel expense report you are currently working on
  • Since the dates are when the merchant charged the credit card - modify the dates as needed to match your receipts
  • Since airline charges are usually in advance of the actual date of the trip – change the date to coincide with your departure date
  • The Expense Type is based on the merchant MCC code – Please verify that the expense type is correct. If the Expense type is not correct choose the appropriate type from the pull down menu

Categorizing an Expense as Personal

  • Select the Expense
  • Select - Categorize as Personal
    • If you chose ‘Personal’ the transaction is not available for future use
    • If you chose ‘Remove’ the transactions are available for use at a future date

Step 6

  • The bottom of your page now displays the expense that is considered personal and not reimbursable

step 7

  • Select –Next
  • There are 3 tabs to choose from:
    • Receipt Based Expenses
    • Per Diem Expenses
    • Mileage Expenses

Receipt Based Expense Entry Form

Step 8

  • Enter the date
  • Receipt amount
  • Select the expense type from the drop down
  • Enter the merchant name

Please Note: You are required to enter the details if you chose Hospitality or Miscellaneous

Per Diem Expense Entry Form

step 9

  • Enter the start date
  • Enter the justification
  • Enter the number of days

Note: If you chose per diem instead of the actual cost of the meals you must chose that option for the entire trip

Mileage Expense Entry Form

Step 10

  • Enter the date
  • Enter the Address – to and from
  • The justification/reason
  • The trip distance
  • Click on Calculate – this will display the reimbursement amount based on the cents per mile

Select – Next if you have entered all of your expenses

Review of Expense Allocations

Step 11

  • The department charged is derived from your Payroll record unless the traveler set-up a default expense allocation
  • The expense type determines the object code
  • If needed the account number can be modified on this screen

Select – Next

Summary Expense Report

Step 12

step 13

Attach Scanned Receipts

step 14

  • Click - Add to attach your receipts

step 15

  • Give your attachment a title – Anything that is meaningful to you
  • Enter a description
  • Click the browse button to locate your scanned copies
  • Click – Open on your desktop to attach the documents
  • Click Apply

step 16

  • A confirmation at the top of the page confirms that the document was successfully attached

step 17

  • The employees reimbursement summary, total cost of trip, pre-paid airfare and Pcard Expenses are located at the top of the summary page
  • Click – submit