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Corrected Expense Reports

The Correct Expense Reports function enables you modify expense reports that have already been processed through Costpoint or through another financial software system. Additionally, Deltek Expense maintains an audit trail of all changes made to an expense report.

After an expense report is corrected, the following changes occur:

  • The expense report status is changed to a status of Draft.
  • The Expense Report Correction No. is increased by one.
  • The Expense Report Revision number is increased by one.
  • An audit trail commences and the following information is stored by Deltek Expense:
    • Text indicating that Expense Report was corrected.
    • The date of the revision.
    • The Login ID of the employee making the revision.
    • An explanation of the revision.

Processing of Corrected Expense Reports

When the user clicks Correct in a processed expense report, Deltek Expense creates a Correction table that stores all the original expense report information. This table is also used to back out the original expense report entries if you export the corrected expense report.  

When you export expense reports where the net reimbursement amount has changed, Deltek Expense creates a voucher for the corrected amount and also creates a negative voucher for the original amount contained in the Corrections table. The employee is then reimbursed for the difference between the two vouchers.

For example, say an expense report was originally processed for $500.00, and the employee later submits a correcting expense report for $600.00. Upon export, the corrected expense report would generate a $600.00 voucher, but the Corrections table would generate a voucher for -500.00, backing out the original expense amount. The employee then receives the difference between the two vouchers, or in this case $100.00.

Expense Report Sign Off and Workflow Steps for Corrected Expense Reports

When a user signs a corrected expense report, it only follows your normal workflow process if the correcting expense report contains added or removed expenses or changes to the charge allocations.

In cases where the amounts do not change, but the allocation does change, your normal workflow process applies. For example, if the original charge was allocated equally between two projects, but the correcting expense report reallocates 75% of the expense to one of the projects, Deltek Expense would initiate your standard workflow process if one or both projects was set for Line Level Approval.  

Cleared Expense Reports

In the event that an expense report is cleared, all associated correcting expense reports are also cleared from Deltek Expense.

Voided Expense Reports

When a user voids a correcting expense report, Deltek Expense reinstates the original expense report and changes its status from Voided to Processed. Any records previously contained in the Correction table, which were generated at the time the correcting expense report was created, are also removed