How to Create, Submit and View an Expense Report - Non-Travel-Related Expenses

Sep 12, 2026

Upload by Miles

Guide for college employees to create, submit, and review non-travel-related expense reports within ctcLink. Part 1 covers logging in, navigating to Expense Reports, entering employee ID, completing business purpose and report description, attaching receipts, and filling expense and accounting details such as GL Unit, Fund, and required state purpose rules. Part 2 explains how to locate submitted reports and check approval history status during workflow.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages10

Reading Time4 min

AccessFree to download

Part 1: Create and Submit an Expense Report

Enter expense details and attach receipts

Complete accounting details and submit

Part 2: View an Expense Report

Search and review approval status

Expand approval history

How to Create, Submit and View an Expense Report Non-Travel-Related Expenses This guide will show you how to create and submit an expense report in Part 1. An expense report is a college employee’s method of being reimbursed for approved expenses they paid for out of pocket. In Part 2, you will see how to view the status of an expense report after submitting. First, a few tips: ● This guide is for expenses not related to travel. To create a travel-related expense report, see “How to Create an Expense Report: Travel-Related Expenses.” ● You will need an electronic copy of your receipt. If you don’t have an electronic receipt, you can take a picture with your phone and email it to yourself as a JPEG or PDF. ● Your screen may look different than the images you see in the directions below. The number of tiles you see and the options you have in menus will depend on your role at the college. ● The Highline ITS Help Desk can help if you have problems with sign-in credentials, usernames or passwords. Directions Part 1: Create and Submit an Expense Report 1. Log in to ctcLink. 2. Click FSCM (Financial Supply Chain Management) from the top of the window or Financials Self-Service on the left navigation. 3. Click the Navigation Bar (NavBar) button in the top right corner—indicated by the compass icon—to view the NavBar tiles. 4. The NavBar tiles will display. Click the Navigator tile. 5. The Secondary Level Content menu will display. Click Employee Self-Service. 6. The Employee Self-Service menu will display. Click Travel and Expenses. 7. The Travel and Expenses menu will display. Click Expense Reports. 8. The Expense Reports menu will display. Click Create/Modify. 9. With the Add a New Value tab selected, enter your Empl ID, which is another name for your ctcLink ID. Click the Add button. 10. Fill in the form header: • Business Purpose field: For this example, we selected Miscellaneous from the drop-down menu. • Report Description field: Enter information to describe your request for reimbursement. For this example, we entered Dry erase sheets. • Reference field: leave blank • Default Location field: leave blank • Click Attachments link. 12. The File Attachment pop-up will display. Click Choose File. 13. Find the file on your computer, click on it, and click the Open button. 14. The file name will appear in the Choose File field. Click the Upload button. 15. The file name will appear in the File Name column. In the Description column, enter a brief description. Click OK. 16. The Create Expense Report page will display. Complete the Expenses section: • Date: Enter the date of purchase as shown on your receipt. • Expense Type: From the drop-down menu, select a non-travel expense category. • Description: Enter a short description. • Payment Type: Select Employee from the drop-down menu • Amount: Enter the amount of reimbursement including tax. 16. If you need to add another expense, click the Add a New Row [+] icon on the right side of the row and complete step 15 again. 17. Click Expand All on the bottom left. 18. Click the Caret icon (in the shape of a triangle) next to Accounting Details link to view and enter budget information 19. Click the Expand icon next to Chartfields to reveal all available fields. 20. Fill in the following required fields: • GL Unit • Fund • Dept: A number might already be entered. Verify that it is correct. • Class • State Purpose: If the expense is related to IT—such as software, hardware, IT training, cloud services or subscription, or other IT-related items—the State Purpose field must be either Y or X. For questions, contact IT and/or the Finance office. • Program If your expenses are related to a grant, then also fill in these additional fields: • PC Bus Unit • Project • Activity 21. Click on the Summary and Submit link at the top right of the Expense Report 22. Review the information for accuracy and check

FAQs

What is a non-travel-related expense report and what is it used for?

It is the method college employees use to request reimbursement for approved out-of-pocket expenses that are not related to travel.

What receipt format is required when submitting an expense report?

An electronic copy of the receipt is required. If not available, you can take a picture with your phone and email it to yourself as a JPEG or PDF.

How can an employee check the status of an expense report after submitting?

Use the Expense Reports menu to access the View option, search or run the search, then click a submitted report entry to review summary information and the Approval History.

Sep 12, 2026

Upload by Miles