Requesting Pre‐Authorization for Expenses

All LONG DISTANCE travel requires pre-authorization via NexTravel, our travel booking system. Follow the directions provided in the “Getting Started with NexTravel” work instructions, which can be found on the DDC portal.

Entering Expense Reports

Log-in to JAMIS Prime ERP.
Go to My Prime ERP / Time and Expenses / Work Area / Expense / Expense Reports

Expense Forms are located in the bottom half of the screen
Select Create next to the desired form

Enter the Short Description, Long Description, and Date.

Location Code. Select the magnifying glass in the Locations Code field for the pop‐up window “Look Up location”.
- Search for the location by City or County, State, or Country
- Location Codes begin with the State abbreviation followed by the Federal Fiscal Year. Be sure to select the correct one to ensure per Diem is calculated at the correct rate.
  - For example, if you are traveling in August 2017, you will select the Location Code ending in 2017. If you are traveling in October 2017 you will select the Location Code ending in 2018. The federal fiscal year begins 10/1 and ends 09/31 of the following calendar year.

5. Enter your expenses into the appropriate expense

To enter Mileage, if applicable, select the ellipse to the right of the expense category

Enter the number of miles traveled in the pop-up window. Select JAMIS will automatically calculate the dollar amount based on the current year POV mileage rate:

Once all costs have been entered into the correct expense report category save your report. Select Expense Distribution, to allocate costs to the appropriate job.
Select the appropriate Job Number from the dropdown menu. Enter the percentage of 100% (100.00) if all expenses are incurred for one job. If the costs are to be split across multiple jobs add a new job and enter the percentage. Total distribution must equal 100%. Select Update and OK to save your distributions.

*IF the correct job number is NOT available in the drop down menu do NOT simply allocate your costs to what is available. Contact your administrator to grant you access to the appropriate job. Accounts Payable will NOT be accountable for cost allocation. Incorrect cost allocation will skew financial reporting and billable costs to our customers. It is IMPERATIVE expense distribution is accurate*

Other Ways to Distribute Jobs to Your Expense Report:

Distribute by day (column)
- Select the colorful pie chart button underneath the date in each column. Follow step 8 to distribute the expense. Remember, you can do this for each column.
Distribute by item (row)
- Select the colorful pie chart button next to each item at the beginning of each row. Follow step 8 to distribute the expense. Remember, you can do this for each row.
Note: You can distribute for the entire expense report (step 8) and by one particular day (column) or one particular item (row), if needed.

Select Distribution Summary to view the summary of costs entered.

In the Distribution Summary pop‐up window, confirm the amounts entered are correct. Select the Close button to close the pop‐up window and return to the expense report.

Select Save. To confirm you have saved your expense report successfully, look for the green message at the top of your screen:
Per DDC policy, all receipts are required to substantiate the expenses claimed. Select the Attachment button located at the top of the expense report. Upload your attachments, including the pre-authorization notification received from NexTravel. Select Save.
Select Submit Report located at the bottom right of the expense report after thoroughly reviewing your expense report:
The following message will appear at the top of your screen confirming your expense report was submitted successfully.