How to enter a combination Time and Expense Report using Mobil Time and Expense

How to enter a combination Time and Expense Report using Mobil Time and Expense

Document number: 17311

Mobile Time and Expense (MTE) has the allows you to enter your time and expense reports at the same time.

To enter a combination report, log into MTE and select File, then New... from the menu bar. Then select

Before you begin a new Time and Expense Combination Report, be sure you control data is current. For more information, see Eureka! Document 17306 — How to refresh Control Data.

Log into Mobile Time and Expense (MTE). For more information, see Eureka! Document 17302 — How to log into Mobile Time and Expense.
From the menu bar select File, New.
Select Time Report radio button.
Your Employee ID should default. If your employee ID does not default, you can enter it manually.
The End Date will default to today's date. You must adjust this to be the Saturday of the week for which you are reporting.

To enter a new Time Report, follow these steps:

Click OK. The Header Defaults page will appear. The Country, State, Locality, and Billing Action fields are required. You may either enter them now by using the drop down arrows to access the list for each field or enter them later for each line. The billing action will be checked against the project information when this is submitted to the online system and set to the correct action.

Note: If the boxes are grayed out on the Default Header panel, a time sheet for this week already exists. You can confirm that this time report already exists by going to Online, Status Check and clicking the Time Report radio button and the status of All. If the period end date is visible in the listbox, then the time report already exists and you will not be allowed to create one in the mobile application.
If a time sheet exists already and it needs to be corrected, you must contact your manager and request a Prior Period Adjustment. For more information, see Eureka! document # 17234- How to request corrections to a time sheet.

Click OK.
In the Project Information section, each row represents one project. Click on the search icon ( ) to access the Project Details section or you can simply click your cursor into each field to assess these lists. Once you are in the Project Details section, use the drop down arrows to access the lists for PC Business Unit, Project ID and Activity ID. Resource Type, Resource Category and Resource SubCategory will be grayed out. The other fields will carry over the information entered on the previous page, however, you can change them on each row if needed. If you did not enter Location information and Billing Action previously you will have to do so now.
Enter your hours worked for each project row you have completed and policy hours (PTO, nonbillable travel time, holidays, etc.) as needed in the columns marked for each day of the week. Some countries have a minimum hour requirement. If you work in a country with this type of requirement, and have not met the minimum hours needed, you will receive a validation error email when this timesheet is submitted to the online system.
When you are done reporting your hours for the day/week, select File, Save from the menu bar to save the report. You will be prompted to any required fields that you may have left blank before you can exit the report.
Once all fields have been completed and you are not prompted to return to any fields, select File, Close from the menu bar.
When you are ready to submit your time report to the online application, select Online, Submit Time Report from the menu bar. You must be connected to the network.
All pending time reports will show in a list. Select the time report to submit by clicking on the row and clicking the OK button. You will receive a confirmation message once the report has submitted. If there were any submission or validation errors, you email confirmation will state that the submission failed and provide you with the fields that are in error. Once these fields are corrected, you will be able to submit the report again.

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Before beginning an Expense Report, make sure a recent refresh of Control Data, Projects and Localities has been completed. For more information, see Eureka! document 17306 — How to refresh Control Data for Mobile Time and Expense.

To enter a new Expense Report, follow these steps:

Log into Mobile Time and Expense (MTE). For more information, see Eureka! document 17302 — How to log into Mobile Time and Expense.
From the menu bar select File, New.
Select Expense Report. Your employee ID should default.
Enter a Description. You will not be able to continue if you do not enter a description.
Click OK.
The Default Accounting page will pop up prompting you for your accounting information. Enter you PC Business Unit, Project ID, and Activity ID by clicking the dropdown listboxes. These fields are required. The Resource type, resource category and resource subcategory will be blank and grayed out. The information for these last three fields will be provided by the online system.

Note: You may only charge your expenses to one Project ID per expense report.

Click OK.
Enter a Business Purpose from the drop down list.
Select a Default Location by clicking on the down arrow to access the predefined list. If your country is US, select the appropriate city as well. If your city is not listed, select US All Other Cities.
The report Details link is optional and can be used to enter reference information.
For the first expense type, click on the down arrow in the Expense Type field and select the type of expense you need for your Report. Hotel and Lodging expenses can be entered using the the Hotel Wizard. For more information, see Eureka! document 17314 — How to use Hotel Wizard.
Depending on the expense type you have chosen, additional required fields will appear.
Enter the Date the expense occurred by clicking on the down arrow to access the calendar icon. Once you have the calendar icon open you can use your mouse to point to the date you wish to enter. Once all your expense items are added, you can click on the Date field header to sort all expenses by date.
Select your Method of Payment. Remember that company policy requires use of the corporate American Express card whenever possible.
Select the Billing Action using the drop down box located next to Method of Payment. The billing action will be checked against the project information. Upon submission, the online system may override the billcode to match the project set-up.
Select the merchant name by checking the check box beside either Preferred Merchant or Non-Preferred Merchant.
- If you selected Preferred Merchant, use the drop down list of Preferred Merchants
- If you did not use a Preferred Merchant,check the Non-Preferred Merchant check box and type in the merchant name in the open Non-Preferred Merchant field. For information on creating merchant lists, see Eureka! document 17307 — Customizing the Mobile Time and Expense client.
Enter a Dollar Amount.
The Currency Code will default to the code for your business unit but can be changed if needed. This field is located next to the amount field.
Click Enter. This will populate your first expense row.
To enter more expenses, follow the steps above for each expense type. You can also use the My Wallet feature to populate your expense lines. For more information, see Eureka! document 17315 — How to use My Wallet.
Once all expenses are entered, select File, Save from the menu bar. If any of the required fields have not been completed, you will be prompted to complete those fields at this time.
After saving the Expense Report, select File, Close from the menu bar to exit.
When you are ready to submit your Expense Report, select Online, Submit Expense Report from the menu bar. You must be connected to the network to submit.
When the report has been submitted successfully, you will see the update in the Submission Results box. You will also receive a confirmation email. If there were any submission or validation errors, your confirmation email will state that the submission failed and provide you with the fields that are in error. You can access the Expense Report report, correct these fields and resubmit the report.

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