The University of Texas at Tyler
UT SHARE / PEOPLESOFT WORKFLOW
Expense Reimbursement Procedures for
“Budget Authority” Approver
Financial Services highly recommends that you choose Chrome as your browser
for entry, certification and approval in UT Share/PeopleSoft.
Electronic Expense Report (ER) Workflow Path:
 ER is created by a department administrative assistant or other support staff.
 ER routes forward to employee for Employee Certification of expenses.
 ER routes forward to one or more Budget Authorities depending on funding.
 ER routes forward to Grants Central Office if grant funding is assigned.
 ER routes forward to Disbursements & Travel for final review and approval.
Pending Expense Reports can be accessed in one of two ways:
1. Approver will be notified by email:
Once the Expense Report has been certified by the employee, the Budget Authority
approver will receive a notification email similar to the following.
Note: The email address that is on file with Human Resources is used to generate the
email notification.
Click on the blue hyperlink at the bottom of the email to navigate directly to the Expense
Report. Enter your entire email address and university single sign-on password if you
are not already logged in.
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2. Or, approver may access the Expense Report through the UT Share /
PeopleSoft “Worklist” on the UT Share / PeopleSoft web site:
If you deleted or cannot find the email notification, you can also login directly to UT
Share / PeopleSoft. Once you access the web site, enter your entire email address and
university single sign-on password if you are not already logged in.
After you have logged in, click on the “Worklist” hyperlink.
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The following Worklist screen populates.
Click on the hyperlink beside your employee’s name for the ER which requires approval.
The “Expense Report Summary” screen will populate on your computer screen.
Expense Report review:
Review the “General Information”. Expense Reports default to a “Summary” view. You
may click on the “More Options” dropdown box and select the “Expense Report Detail”
to change the “General Information” view.
Click each “Expense Type” hyperlink located in the “Expense Line Details” section to
review more information about each expense and to review the funding chart field
details for each expense line item. (See highlights above).
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Review the amount “Due Employee” in the “Expense Report Totals” section.
You may review details for a specific expense on the “Approve Expense Report” screen.
The example below shows costs for a rental car paid for out of pocket by an employee.
By clicking on the “Accounting Detail” hyperlink you may review the funding chart fields
that will be used to pay the expenses.
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Review the “Accounting Detail” screen to ensure this is where the expenses should be
paid from. If the funding is not correct, you will need to send the Expense Report back
to the creator.
Once you have completed your review of the funding “Accounting Detail”, click the “OK”
button to return to the “Approve Expense Report – Expense Details” screen then click
the “Return to Expense Report” hyperlink to go back to the “Approve Expense Report –
Expense Report Summary” screen.
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Budget Authorities may not make any changes to the Expense Report as this will cause
the Budget Status to become invalid and will require the creator to budget check again.
If changes or corrections must be made to the Expense Report, the document must be
sent back to the document creator.
Note: Any action other than approval of the document will require that comments be
entered in the “Comments” section of the document. However, optionally you may enter
comments when you are approving the document prior to clicking the “Approve” button.
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Budget Authorities have four action buttons to choose from:
While the document is editable for Budget Authorities, for audit purposes, do not make
changes and do not click the “Save Changes” button. The employee is required to
certify transaction detail prior to the document being routed to the Budget Authority. If
changes are required click the “Send Back” button. After the creator completes the
changes the employee will be required to re-certify.

Approve: Document is approved and routed to the next workflow approver.

Send Back: Document is sent back to the creator for changes or corrections
from any workflow approver in the routing path. Action requires a comment.
Documents sent back generate an email for the creator.

Hold: Document is placed on Hold by the approver pending further review.

Terminate or Deny: Reimbursement is not approved and the Expense
Report is removed from workflow entirely. Action requires a comment.
Clicking any of the action buttons navigates the Budget Authority approver to the
“Submit Confirmation” screen.
Click the “OK” button to complete the action for the Expense Report.
Click the “Cancel” button to return to the “Expense Report Summary” screen for further
review or to click a different action button.
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Note: The approver must click the “OK” button to confirm approval or confirm any of the
other actions. The document will not complete the approval process and route forward
to the next workflow step until the “Submit Confirmation” action has been completed.
After the confirming process is complete for an Expense Report, the system returns you
to the “Expense Report Summary” page.
You may click the “Refresh” button if you wish. UT Share / PeopleSoft processing is
slow and will eventually move the Supervisor or Department Approval names down to
the “Action History” section. However, it takes 10 to 15 minutes before the system
refreshes to show the next set of workflow names in the “Pending Actions” section.
If the Expense Report is funded with Grant funds, the Expense Report will route to the
Grants Central Office for review and approval. All Expense Reports route to the
Disbursements – Travel Office for review and final approval.
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