How to Modify a Saved Expense Report

Purpose: 


This document explains the procedure for modifying a Saved Expense Report.  It discusses the navigation to the Expense Report and the different categories.


The following steps will explain how to retrieve an Expense Report that has been Saved or Submitted.  The Expense Report can be modified if it has not been submitted or if it has been sent back by an approver.  If the Expense Report has been submitted, the user can only view the status.

RETRIEVE AN EXPENSE REPORT


Step 1: 


Log into the SF Employee Portal via the SF Employee Gateway: https://sfgov.org/sfc/employee-gateway and click the Manage Expense Reports link under the Employee Links tab:



Step 2: 


Click on the slide out tab to view Expense Report Categories:



Step 3: 

Click on the appropriate category for the task you are trying to complete.  Then click on the Expense Report to take action.

    • Returned – Sent back by approver
    • Not Submitted – Save but not submitted
    • Awaiting Approval – Submitted and in the approver’s queue
    • Pending Payment – Approved and waiting to be paid
    • View All – Displays all categories



Step 4: 


Returned - Update the Expense Report based on the approver’s comment.  Then re-Submit the Expense Report.


Step 5: 


Not Submitted - Complete the Expense Report you started and submit.


Step 6: 


Awaiting Approval - The Expense Report has been submitted and is in the approval process.


Step 7: 


Pending Payment - The Expense Report has been completely approved and is waiting to be Paid.


NOTE:  Expense Reports are paid through Payroll.  You should see the amount on your paystub.  No taxes are taken out for Expense Reimbursements.


Step 8: 


View All: Shows all Expense Reports for all categories.


Author

Karen Larroche

Version/

Update Date

1.0

5/2/2024