Expenses Entry Quick Reference Job Aid

This is a "quick" guide for Expense Report entry in NUFinancials. For more detailed training, please see the Entering an Expense Report training guide.

Employee Expense Report Entry

Scan receipts and other supporting documentation (e.g. foreign currency conversion). Consult with your school or department for document retention guidelines.

  1. Log into NUFinancials.
  2. Click the Navigator icon on the purple bar (  Navigator Icon ), and then click the Expenses icon Expenses Icon .
  3. Click the Create Expense Report icon Create Expense Icon .
  4. If you are creating a report for someone else (as a proxy):
    • Click on the drop down arrow in the upper left.
    • Click Change Employee, and then choose the desired name to Proxy. 
Proxy Screen

  1. Select a Business Purpose from the drop-down menu.
  2. Enter a Description.

Note: Default Location and Reference are not used.

  1. Click the Expenses Supervisor magnifying glass icon and select a supervisor.
  2. Click Attach Receipt and follow the prompts to attach your scanned receipts and supporting documentation.
  3. Click Accounting Defaults and enter the chart string(s) to which this reimbursement will be charged.
  4. Click the Expense Report Action drop-down arrow and select Add Expense Lines.
  5. Enter the Expense Date
  6. Select an Expense Type by clicking on the magnifying glass.
  7. Enter a Description for the expense. 
  8. Enter the Payment (Cash/Personal Credit Card) 
  9. Enter the Amount and the currency.
    • To search for Currency other than USD, click on the magnifying glass.
  10. To add more expense lines, click the + Add   Add Button  button in the top left corner of the screen.
  11. If you have items in your Wallet, click on Wallet Wallter Icon    in the upper left corner of the screen. 
    • Check the box for the Wallet expense you would like to import.
    • Click Import
  12. Click Save, to save the information entered.
  13. Click Review and Submit. An Expense Summary will display.
  14. If you entered any foreign travel related expenses, a message will appear in the Expense Report Summary. 
Foreign Message

Click the Foreign Travel Dates link. The Foreign Travel Dates form appears.
Foreign Travel Dates


Complete the Foreign Travel Dates form until Balance is 0.00.
  • Enter the Country and City where the foreign expense was incurred.
  • Enter the dates (consecutive) that you were in the foreign country and city by clicking the Date From and Date To calendar icons and selecting the dates. The dates (consecutive) you select should include the full length of stay in the city, not just the dates when you incurred an expense.
  • Enter the amount of the expense in U.S. dollars. The total USD amount you allocate in Foreign Travel Dates should only reflect the total USD expenses that are “foreign” expense types. This total may not include all the expenses actually spent in that foreign location; e.g., “books” expense should not be allocated to a foreign location even if purchased in a foreign location.
  • To add more foreign travel dates/expenses click Plus Icon  and repeat steps 1 to 3.
  • Click Done.
  1. Click Budget Validation and ensure Budget Status is Valid
  2. Click Submit.
  3. A certification message will appear. Click Submit
Submit Window

See Also:

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or via email at consultant@northwestern.edu.




Keywords:"Expense Report" Reimbursement   Doc ID:76733
Owner:ESAF PTP Team .Group:Northwestern
Created:2017-09-21 13:55 CDTUpdated:2021-08-09 08:59 CDT
Sites:Northwestern
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