Oracle Expense Module User Guide

Oracle Expense Module User Guide
1. Manage employee bank account……………………………..1
2. Create expense……………………………….……...…...…..3
3. Create cash advance…………………………………..…….12
4. Manage delegate………………………………………..…..17
5. Approve expense report/cash advance………..……...……..19

1. Mange employee bank account:
All personal expense/cash advance can only be reimbursed/paid to Chinese bank
account.
Step 1: Enter the Expense module
Step 2: Fill in/ manage bank account information
1
2
2. Create expense
Only if the reimbursement is refunded to your personal bank account will need to
use the Expense module. Payment to suppliers or third party shall be submitted to
Finance Office with approval directly (from August 2019, payment to supplier will
go through Supply Chain module).
Step 1
3
1) Purpose: A general description of the expense report;
2) Date: The date when you submit reimbursement;
3) Template:
GTIIT Expenses-Management: It is specific for Chancellor, VC and PVC.
GTIIT Salary Advance: It is for new non-Chinese staffs who need salary advance.
4) Type:
Contract Benefits: Refers to expense such as relocation fee, medical insurance fee
and home leave airfare or other benefits agreed in your employment contract.
Central Research Equipment: Refers to expense such as lab consumables which will
be debited from the budget of central research equipment.
International School/Teaching Lab: Refers to expenses which will be debited from
the budget of GTIIT bilingual school and teaching lab budget.
Entertainment-Staff and Business: Refers to meal fee for farewell, welcome dinner
or other business purpose. Please add attendees through clicking the icon on the
left-hand side.
4
Travel Allowance: It includes both meal and city transportation allowance. System
will automatically do the calculation through clicking the “Calculate” button on the
top right corner based on the filled-in trip date and place.
5
5) Account: Please select the cost center, project and task carefully since it will affect
approval workflow and budget.
6
Step 2: Submit expense report for approval
Expense report can be withdrawn even it is approved or submitted.
Step 3: View approval workflow
7
Step 4: Receive notification
Staff will receive notification when the expense is approved/rejected/get paid/required
more information to submit.
4.1) Email notification:

Approved:
8
Get paid:
*Note: There will be time difference between receiving get paid notification from
Oracle and actual payment.
Require more information to submit:

Staff can submit attachment directly through clicking the “Submit Info” link in the
email.
9
4.2) Bell notification:
Attachment can be uploaded through opening the notification window.
Step 5: Print out the approved expense report

When the expense report shows as “Pending Expense Auditor Approval”, staff
shall print out the report from Oracle and bring it with all the original
receipts/invoices attached on the paper which has a paste guide form on the
Expense module homepage to Finance Office.
10
Path: Locate the expense report which shows as “Pending Expense Auditor Approval”
and click Actions-Print Preview icon.
Expense Report Template:
11
3. Create cash advance
*Note:
1) If you submit an expense report after any paid cash advance, system will offset
the cash advance firstly.
2) Payment to supplier but without invoice shall fill in a Cash Advance form and
submit to Finance Office directly.
Step 1
Step 2: Enter cash advance details and submit

Advance Type: Choose an advance type based on your employee categories.
Please be carefully select the advance type since it will affect approval workflow.
Employee category Advance Type

Administrative staff of non-student GTIIT-Admin
affairs related department
Administrative staff of student affairs GTIIT-Admin-Student Affairs
related department
Faculty GTIIT-Faculty
12
Step 3: Print out the approved cash advance
When the cash advance shows as “Pending Expense Auditor Approval”, staff shall print
out the entire webpage and bring it to Finance Office.
13
Step 4: View approval workflow
14
Step 5: Receive notification
Staff will receive notification when the cash advance is approved/rejected/get
paid/required more information to submit:
5.1) Email notification:

Approved:
15
Get paid:
*Note: There will be time difference between receiving get paid notification from
Oracle and actual payment.
Require more information to submit:
5.2) Bell notification:
16
4. Manage delegate
Staff can delegate other staffs to submit expense report on behalf of himself/herself.
Please note that the delegate management is not applicable to cash advance.
Step 1
17
Step 2
Delegate staff needs to choose the delegated staff first before creating expense report.
Delegated staff will receive a notification to confirm the expense report. It will then
enter approval procedure after being submitted by delegated staff.
18
5. Approve expense report/cash advance
5.1) Approve by Oracle

Click the bell notification on the homepage where the details of the expense report/cash
advance can be seen as well.
19
Approvers can add comments before reassign/approve/reject the expense report:
5.2) Approve by email
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Oracle Expense Module User Guide

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Oracle Expense Module User Guide

1. Manage employee bank account……………………………..1

3. Create cash advance…………………………………..…….12

5. Approve expense report/cash advance………..……...……..19

Step 1: Enter the Expense module

Step 2: Fill in/ manage bank account information

Expense report can be withdrawn even it is approved or submitted.

Step 3: View approval workflow

4.1) Email notification:

Require more information to submit:

Attachment can be uploaded through opening the notification window.

Step 5: Print out the approved expense report

Expense Report Template:

Step 2: Enter cash advance details and submit

Employee category Advance Type

5.1) Email notification:

Require more information to submit:

5.2) Bell notification:

5.1) Approve by Oracle

5.2) Approve by email

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