How To:  Copy and Paste Expense Lines from Excel

Download Excel Template

Choose the type of expense report from the drop-down menu below, and click the Download Template button to save it to your computer. These templates are also available from Expense Requests, Paste from Excel window.

Step 1 – Complete Expense Line Data in Spreadsheet

1. Open downloaded spreadsheet
2. Enter Date when expense occurred
   Note:  Format must be one of the following:

   • 14-Mar-2016
   • 14-Mar-16
   • 03/14/16
   • *3/14/16
3. Enter expense Amount
   Note:  Do not add a dollar sign $ to the Amount field.
4. Use the exact Expense Type name – spelling and case must be correct


5. Enter Remarks (limit to 240 characters)
   Notes:

   1. Expense Types that require Details are indicated at the end of the row, and must be entered in Expense Requests if required.
   2. It is ok to leave Remarks empty.
6. Continue to add expense line data until it is time to enter the expense report

Step 2 – Paste Expenses from Spreadsheet on Transaction Lines Page in Expense Requests

1. Click Paste from Excel button on the Transaction Lines page
2. In the spreadsheet, select and copy (Ctrl + C) only the Date, Amount, Expense Type, and Remarks columns (including the header row)
   Note:  Do not select the entire row, only these 4 columns, with column headers.
3. Select the date format used in the spreadsheet in the Paste from Excel window
4. Click Paste from Clipboard field
5. Paste (Ctrl + V) expense content in the Paste from Clipboard field
6. Click OK
   Note:  If there are errors in the upload report, close the report window, fix errors in spreadsheet, and copy and paste again.
7. Review all transactions uploaded
8. Continue with the remaining expense report pages