Step 1: Traveler and Trip Details
To create an Expense Report:
- Log in to my.usf.edu.
- Click Archivum in the Business Systems menu.
- Click Reports at the top of the screen.
- Click “My Travel Dashboard.”
- Click “Create Expense Report” in the Actions & Tasks section.
Click image to enlarge. Select the type of Expense Report:
- Expense Report from a Travel Request/Post Travel Authorization
- Expense Report for Mileage/Incidentals Only.
- If you choose Expense Report for Mileage/Incidentals Only, skip Step 2 and click to expand Step 3.
Click image below to enlarge.
- If you choose Expense Report for Mileage/Incidentals Only, skip Step 2 and click to expand Step 3.
Step 2: Expense Report from a Travel Request/Post-Travel Authorization
Expand | |||||||||
---|---|---|---|---|---|---|---|---|---|
This screen reviews Expense Details being pulled in from the Travel Request. You can make edits to the chartfields or add additional chartfields if necessary. Once all needed chartfields are entered, click the Enter Expense Details button.
|
Step 3: Expense Report for Mileage/Incidentals Only
Expand |
---|
Once all needed chartfields are entered, click the Enter Expense Details button. |
Step 4: Add or Edit Expenses
Expand | |||||||||
---|---|---|---|---|---|---|---|---|---|
The expense details will show detailed dollar amounts and the status of the expense. To Add an Expense:
To Edit existing expenses:
|
Step 5: Receipts
Expand | ||
---|---|---|
When all Expenses are marked complete you must reconcile your receipts. Watch Manage Receipts or follow the directions below. To Manage Receipts:
Managing Receipts on the Go
|
Step 6: Approval Signatures
Expand | ||||
---|---|---|---|---|
Select a method of approval signature.
Print and SignPrint and Sign can be used by anyone but is the only option for non-USF travelers. To create a Print and Sign Signature Approval:
DocuSign
|
Step 7: Complete Your Travel Expense Report
Expand | ||
---|---|---|
When all the required information is entered and all receipts are uploaded, you can preview the Expense Report Coversheet to make sure there are no errors. a. Click Preview Coversheet, and the document will download. b. If there are no issues with required information, you will now be able to click Submit. c. A message appears asking if you are sure you are ready to submit the Expense Report. Click yes.
Final Step: Log out of ArchivumTo log out of Archivum:
If you have any questions, please contact travelhelp@usf.edu. |
Step 8: PCard Charges
Expand |
---|
|
Step 9: Edit Chartfields
Expand | ||
---|---|---|
Chartfields are determined by department. If you do not have access to chartfields your approver or manager will be able to supply them. To Add Chartfields:
To edit Chartfields:
Once all needed chartfields are entered, click the Enter Expense Details button.
|