Creating an Out of Pocket Expense

Creating an Out of Pocket Expense
CentreSuite Quick Reference Guide
May 2015
Creating an out of pocket (OOP) expense
An account holder sometimes incurs a valid business expense that he or she must pay for without using the card
account. Such expenses are tracked in the card management system as Out-of-Pocket transactions. Once the out-ofpocket transaction is created, it will show in transaction searches and can be added to an expense report and
submitted for approval for reimbursement.
Note: Depending on your program set up, Out-of-Pocket transactions may or may not be enabled for your card
program. Please refer questions on OOP functionality to your Organization Administrator.
Select Expenses>Create Out-of-Pocket from the menu to access the Create Out-of-Pocket page. Your account is
displayed. You can also create an OOP transaction during the Expense Report creation process. Refer to the Creating
an Expense Report User Guide for further instructions.
If you have access to multiple accounts, you first search for an account and then create an out-of-pocket expense for
that account.
To search for an account
If you are responsible for multiple accounts you must specify for which account you want to create an out-of-pocket
exoense. If you are responsible for your account, proceed to step 4.
1. Select the account search criteria from the list in the Select Account section and further refine your search by
specifying criteria in the associated field. See the quick reference guide, "Searching without the wildcard
character" for examples of these searches.
If you select Account Number or Name on Account from the search list, all accounts that match your
criteria will be returned.
If you select Unit Name or Unit Number from the search list, all your accounts within the specified unit
will be returned. You must have access to the unit before the unit search works.
2. Select one or more account types. If you select Inactive within 45 days and Inactive longer than 45 days,
the search results will include all inactive accounts.
3.
Click Search. All accounts that meet your criteria are listed in the Search Results section. Select an account
and click Next to display the Create Out-of-Pocket Transactions page.
4.
Your account is listed. Click Next to display the Create Out-of-Pocket Transactions page.
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Any additional out-of-pocket transactions you attach are created on this page.
1. Select one of the three out-of-pocket expense types from the Type list.
Lodging, Transportation and Other
Meals
Personal Mileage
2. Specify the number of each expense type required in the Number of Transactions field.
3. Click Add. The number of fields specified are added..
You now add out-of-pocket information for each expense type you created:
Important: If you expand an out-of-pocket section but do not specify any data, click the Remove icon (
) to
remove the section line. Any blank out-of-pocket section lines will generate an error if you try to attach them to the
expense report.
2
Personal Mileage
1. Specify a date in the Transaction Date field. You can use the calendar control (
) to select a date.
2. Specify a description in the Description field, if required.
3. Specify the distance traveled in the Distance field. This is a number only field.
4. Select a distance rate from the Rate list. This rate is applied to the distance traveled.
5. Click Add to add another out-of-pocket type or click Create and all out-of-pocket transactions are added to
the account. Out-of-Pocket transactions are denoted by the out-of-pocket icon (
).
Meals
1. Specify a date in the Transaction Date field. You can use the calendar control (
) to select a date.
2. Specify a description in the Description field, if required.
3. Select a meal type from the Meal Type list.
4. Specify the Attendees and Purpose in the appropriate fields.
5. Specify the transaction amount in the Amount field. This is a number only field. Do not type a currency
symbol.
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6. Specify the Merchant Name, City, State/Province, and Country in the appropriate fields.
7. Click Add to add another out-of-pocket type or click Create and all out-of-pocket transactions are added to
the account. Out-of-Pocket transactions are denoted by the out-of-pocket icon (
).
Lodging, Transportation, and Other section
1. Specify a date in the Transaction Date field. You can use the calendar control (
) to select a date.
2. Specify a description in the Description field, if required.
3. Select an expense type from the Expense Type list.
4. Specify the transaction amount in the Amount field. This is a number only field. Do not type a currency
symbol.
5. Specify the Merchant Name, City, State/Province, and Country in the appropriate fields.
6. Click Add to add another out-of-pocket type or click Create and all out-of-pocket transactions are added to
the account. Out-of-Pocket transactions are denoted by the out-of-pocket icon (
).
After you have added all your out-of-pocket transactions to the account and clicked Create, you are returned to the
Select Account page and a confirmation message displays.
Note: After the OOP transaction is added to your list of transactions, you can then allocate the transactions and/or
add them to an Expense Report. If at any time you wish to delete an OOP after it is created you can simply click on
the Remove icon
to delete the OOP from the system.
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