How To: Set My Events Preferences

Before You Start

It is recommended that you create and save your events preferences for Expense Requests in My Events before creating transactions associated with the event.

By creating an event, you can associate transactions related to that event (e.g. conference, travel, etc.). This allows you to query or report on all transactions for an event. Both domestic and foreign events can be created.

Using Domestic Events is optional. Domestic Events can be associated with domestic expense transactions (domestic expenses, domestic advances, and domestic non-PO payments).
Using Foreign Events is mandatory for all foreign expense transactions (foreign expenses, foreign advances, and foreign non-PO payments).

Note: Events that you enter are unique for you as a preparer of Expense Requests transactions. Events cannot be shared by multiple preparers.

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Step 1 – Log in to Expense Requests

Step 2 – Access My Events Preferences

Step 3 – Create Events

Create a Domestic Event

A domestic event consists of an Event Name (which you create and enter), and Start and End Dates that define the duration of the event.

Click Add Event
Enter the Event Name
Select Domestic as the Event Type
Enter Event Start Date
Enter Event End Date
Click Save or Apply

Note: Do not enter event lines (Country, Activity Type, etc) for domestic events.

Create a Foreign Event

Applying an event is mandatory for foreign advance requests, expense reports, and non-PO payments. A foreign event consists of an Event Name (which you create and enter), and Start and End Dates that define the duration of the event. In addition, you must enter event lines that identify the country, types of activities in the country, and number of each type of person involved with each activity. You'll enter one event line for each activity.

Click Add Event
Enter the Event Name
Select Foreign as the Event Type
Enter Event Start Date
Enter Event End Date
Click Add Event Lines
Enter Country of Activity, Activity Type, Start and End Dates for that activity, and the number of each type of person involved with the activity
Continue adding event lines (steps f and g) until all unique activities have been entered.

Note: A country may have multiple activities.
Click Save or Apply

Note: Foreign travel is defined as having either the origination or destination location outside the United States. If the travel is to the United States from a foreign location, the Country of Activity in the foreign event may be the Unites States.

For more information about foreign expenses, see Guidelines – Foreign Expenses.

What's Next?

Set other Preferences:
See all Expense Requests How Tos.

Financial Systems - Expense Reports and iOU for Business Affairs

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