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Office of General ServicesBusiness Services Center

Information Series

SFS Overview for Creating Expense Reports

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WelcomeThe BSC Information Series SFS Overview: Creating & Submitting an Expense Report for Travelers covers creating an expense report inside the SFS system. If you are already familiar with SFS, you will notice some changes and new features. If you are new to SFS, this guide will help you learn the process of creating and submitting a travel & expense report from start to finish.

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Accessing SFS | 3Creating a New Expense Report | 4Filling-in Header Details | 5-7Adding Attachments | 8Adding Expense Lines for Personal Funds | 9Adding Travel Card Transactions from My Wallet | 10Accounting Details | 11Search for an Existing Report | 11Example: Splitting Receipts | 12-13Example: Itemized Hotel Bill | 14-16Modify Expense Report | 17Expense Report Summary and Submit | 18Viewing the Status of Your Report | 19Travel Governing Policy & References | 20

Expense Report Approval ProcessWhen you submit an expense report for approval, it follows this workflow through SFS.

Traveler/proxy

Traveler supervisor

Agency travel

approver 1 (pooled)

*Business purpose/

out-of-state approver

*Travel authorization

final approver

Agency travel

approver 2 fiscal/BSC approval (pooled)

OSC audit (pooled)

*These workflow steps vary based on individual agency role mapping.

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SFS Overview - Expense ReportsFor Travelers

Accessing SFS To access the SFS Login portal directly for travel entry, go to https://fin.sfs.ny.gov/psp/fscm/?cmd=login. To access the SFS main page, go to http://www.sfs.ny.gov/. If you click on the “Agency Financials Portal” tab, this will also bring you to the SFS login screen for travel entry. You will need an SFS User ID and Password.

Time Out Reminder SFS times out after 20 minutes. When SFS times out, you see the screen to the right. Click on “Sign in to PeopleSoft” to get back to the log in screen. Information that is not saved will be lost after SFS times out.

Terms of ServiceBe sure to check the box indicating “I agree to the SFS Online Terms of Service.”

To view the “Terms of Service,” click

on the hyperlink in the SFS login screen.



https://fin.sfs.ny.gov/psp/fscm/?cmd=login

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Creating a New Expense Report1. After you login to SFS, follow the path from the Main Menu to “Create/Modify” an SFS expense report:Main Menu → Employee Self Service → Travel and Expenses → Expense Reports → Create/Modify

2. Your employee ID number will appear in a new window.

• Click “Add” to start a blank expense report.

• Click “Find” to modify an existing expense report.

If you are a proxy, click the magnifying glass to search for the traveler whose report you are preparing; or if you know the traveler’s employee ID number, you may enter it directly into the “Empl. ID” field.

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Filling in the Expense Report Header Details (1 of 3)You are now ready to fill in the “header” details at the top of the report. Following is an explanation of those fields: 1. Business Purpose: Click the drop-down arrow and select the business purpose that best describes your travel.

• Selecting the “Business Purpose” of Conference, Emergency Travel, Procurement, or Training and Education Travel will send the expense report through an extra level of approval at your agency before it reaches the BSC.

2. Report Description: Enter a brief description of the trip (30 character limit) but be specific to help you and your supervisor quickly identify the report. • For tracking purposes, it is recommended that you enter your travel start date in this field. “Report Description” is the field shown when researching reports in the “view” status.

3. Reference: This field is optional and agency-specific. For example, a travel code specific to your agency. 4. DOB Approval Code: If the Division of the Budget (DOB B-1184) spending approval was obtained for your travel, the DOB Approval Code number must be entered here.

Note: in-state travel of $500 or more, and all out-of-state travel require DOB approval. Contact your agency finance office for more information. • In state B-1184 approval is done via Attachment B and approved at the agency level. Out-of-state is done via Attachment A and approved by the Executive Chamber. https://www.

budget.ny.gov/guide/bprm/bulletins/bulletinindex.html 5. Out of State: Click this box if the travel was out-of-state. Leave unchecked if your travel was within New York State. 6. Official Station: The agency must designate the “Official Station” to identify the employees usual work location. If the “Official Station” is not completed in the SFS

employee profile, the traveler will not be able to create a report.• This field auto-populates based on the SFS Employee Profile set up by the traveler’s agency. If the Official Station information is incorrect, this would need to be corrected by the

SFS Employee Data Administrator (EDA) at your agency.

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Filling in the Expense Report Header Details (Continued 2 of 3)7. Start and Destination Location: Per the OSC, the following fields are mandatory. If they are not completed, the traveler will not be able to save the expense report.

• Start Location Street• Start Location Zip• Destination Location Street• Destination Location Zip

8. Travel Dates: The travel dates are now a mandatory field and must be entered to enable the traveler to save a report. Enter your “Start Date” by clicking on the calendar option icon. Clicking on the calendar icon will give you a pop up box to choose your travel “Start” date. Follow the same steps to enter the “End” date of travel.

9. Expense Times: For this field the traveler will enter the “Start Time” of travel on the first day of travel and their “End Time” for the last day of travel.• When doing an expense report for meals on a multiple-day trip, enter the first day of travel into the mandatory “Expense Type” field. Travel times will still be required on other

expense lines where any type of “extra” meal is being claimed.10. Normal Working Hours: This field is used to enter the traveler’s “normal, every-day work hours.” The start time is entered in the “From” field and the traveler’s end time

in the “To” field.• When doing an expense report for meals on a multiple-day trip, enter the first day of travel into the mandatory “Expense Type” field. Travel times will still be required on other

expense lines where any type of “extra” meal is being claimed.

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Filling in the Expense Report Header Details (Continued 3 of 3)10. Default Location: This is the city and state where you traveled to. To populate this field, type in the state’s 2-letter designation, followed by a space, and the

first few letters of the city you traveled to. For example: NY AL. A pop-up selection of states and cities opens. Click on the location that best matches your travel destination. If you do not see the city or town you traveled to, search and select the county. For example, Monroe County: NY MO.

11. Work Location: Not required. This field is used to identify a temporary official station when you are not traveling from your normal official station.

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Reminder! Save Your ReportRemember to periodically save changes as you are working in the expense report. SFS will time-out after 20 minutes of inactivity and any unsaved data will be lost.

Click “Save for Later” in the top right corner of your expense report. The first time you save your report, the report will change from “Create Expense Report” to “Modify Expense Report” and generate a report ID number with status marked as “pending.”





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Adding Attachments to an Expense ReportTo successfully submit an expense report for approval, you must attach all required receipts and documentation. To learn more about what receipts you must add, refer to the BSC Information Series Travel 101 for Travelers. In order to attach documents, you must first scan and save them in an electronic PDF, TIFF, or JPEG format. Attachment files cannot exceed 2 megabytes. 1. In the report header, click on the paper clip icon next to “Attachments.”2. The Expense Report Attachments pop-up window opens. Click on the “Add Attachment” button. 3. The File Attachment pop-up window opens. Click on the “Browse” button to navigate to the file you need to attach (example: MealReceipt.pdf). Double-click on

the file to pull the document into the File Attachment window. The name of your file appears in the File Attachment window.4. Still in the File Attachment window, once the name of the file appears, click “Upload.”5. SFS will bring you back to the Expense Report Attachments window and the name of your file appears. Click “Ok.”6. You will be brought back to the expense report. After adding any attachments, the number of attachments will be displayed.

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Adding Expense Lines - For Personal ExpensesOnce your header information is complete, you then add each expense from your travel, including both expenses charged to your travel card and expenses you paid from your personal funds. Each expense must be added individually using an expense line. Your report may contain multiple expense lines. A blank SFS expense report initially shows 1 expense line, with the option to add additional lines. For each expense line, the following fields must be completed:1. Date: Enter the date of the expense by clicking on the calendar icon and choosing your date of travel.2. Expense Type: Select the expense type from the drop-down menu. 3. Description: Previously known as the “Comments” field, click in the description field to add any relevant details about your travel (i.e. address, times of travel). This field

holds up to 254 characters.4. Payment Type: “Personal Funds.” Note: NYS travel card transactions will auto-populate to “Travel Card.” See adding expenses from “My Wallet” on page 10.5. Amount: Enter the amount of the expense. 6. Billing Type: From the drop-down, select “In State Billable” for all travel within New York State; select “Out of State Billable” for all travel outside of New York State. 7. To add another expense, click on the “+” icon on the right of the expense line; to delete an expense, click on the “-” on the right of the expense line.

• SFS will not allow you to click “-” on a negative expense line.

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Adding Expense Lines - Adding Travel Card Transactions from My WalletThe “My Wallet” feature in SFS stores all your pending travel card transactions. All charges made during your travel must be imported from “My Wallet” into your expense report. 1. Click on “My Wallet” to see all your pending travel card transactions. The “My Wallet” window opens

displaying your pending charges. 2. Date: Charges brought in from “My Wallet” automatically populate to the date the charge was posted

to Citibank. This date cannot be changed. 3. When meals are charged to the travel card, they are specified as “Return to State Charges” in the “My

Wallet.” Once imported into the expense report, offset the charge with the correct meal per diem.4. If you have a charge that is unspecified you must assign an expense type. Click on the <Unspecified>

blue hyperlink. The “My Wallet Detail” window opens. Select the appropriate expense type from the drop-down. Click on “Return to My Wallet.”

5. Select the charges to be moved into your expense report by checking the box in the select column. 6. Click “Done.” The “My Wallet” window closes and you are brought back to your expense report. SFS

creates an expense line for each item brought in from “My Wallet.”

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Reminder! Check Accounting DetailsAccounting Details are required in all expense reports. Many agencies will already have the accounting details pre-populated for their

employees. Check to see if your accounting details are loaded by clicking on the arrow next to “accounting details.” The expense report will expand to show the “Chartfields.” If the Chartfields data is empty, contact your supervisor for further direction.

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Search for an Existing ReportAfter you save your report, if you need to leave SFS and finish your report later, you must log back into SFS and follow this path back to your expense report:Main Menu → Employee Self Service → Travel and Expenses → Create/Modify A search screen will open. 1. Click on the “Find an Existing Value” tab.2. Search by either entering the “Report ID” number, or type in your name in the

following format: last,first <smith,mary>3. Click “Search.”

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Expand All/Collapse AllThe “Expand All” function opens and displays all the details and functions pertaining to each expense line. Conversely, the “Collapse All” function hides the expense line details.





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Receipt Split ExampleWhen a receipt or invoice contains multiple expenses, they must be separated or “split” by expense type. Example: A traveler has a single invoice that includes both rental car and gas charges. The $132.80 invoice must be split to show separate expense types for “Vehicle Rental” and “Fuel for Travel.” In this instance, the charge will be split to show the actual cost of the vehicle rental ($82.80) and the actual cost of gas ($50.00). 1. Click on the “Receipt Split” icon. 2. Once you click on “Receipt Split,” you will need to select the

expense type for what you are splitting. In this instance, “Fuel for Travel.” Click the drop down arrow, choose expense type “Fuel for Travel.”

3. Click “Split.” 4. Enter the “Fuel for Travel” dollar amount ($50.00).5. Click “Update.”6. Once the screen updates, the “Current Expenses on Receipt”

box shows you have accounted for both expense types and the “Receipt Split” is complete.

7. Click “Done.” Continued on next page

Fuel for Travel

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Receipt Split Example - continuedAfter “Receipt Split” is complete, the two expense types are displayed separately in the body of the expense report.






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Itemize Hotel Bill ExampleWhen a hotel bill contains multiple expenses, they must be separated or “itemized” by expense types. This is different from a receipt split - all hotel bills are itemized. Example: A hotel invoice with parking charges, and a meal totaling $306.00. The invoice must be itemized in the expense report showing the following expense types as individual expenses:• Receipted Lodging• Parking Fees• Return to State Charges for the mealIn this instance, we will itemize the actual lodging fee of $206.00, the parking fee of $40.00, and a meal at the hotel of $60.00.1. Click on “Itemize Hotel Bill.”2. The “General Hotel Bill Information” screen appears. Check the appropriate boxes for

charges to be itemized. In this example, check “Room Charge,” “Parking,” and “Misc Charges.”3. Click “Continue.”

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Itemize Hotel Bill Example - Continued4. The “Itemize Hotel Bill” screen appears. Enter the “Room Rate” amount of $103.00

per night for two nights.5. Click “Continue.” 6. The “Your Hotel Bill” box also updates. Of the $306.00 on this bill, you itemized

$206.00 and shows a remaining balance of $100.00.7. SFS prompts you to enter the next itemized charge. In this example enter the

Parking Charge of $40.00. 8. Click “Continue.”9. From the initial itemize screen, the “Misc Charges” box was checked. This is used

for the traveler’s meal(s) when the lodging invoice contains a meal, such as meals charged back to the room or room service. Click the drop down arrow and select “Misc Travel Expenses.” Enter the $60.00 meal amount. The “Your Hotel Bill” box has updated.

10. Click “Continue.”11. There are no more remaining funds in the “Your Hotel Bill” box. 12. The “Itemize Hotel Bill” is finished. Click “Done.” You will return to your expense

report.

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Reminder! Finish Adding Out-of-Pocket Expenses

Remember to add expense lines for any remaining out-of-pocket expenses that were paid for using your personal funds. See page 9 for adding an expense line for personal funds.

Itemize Hotel Bill Example - Return to State Charges1. On the “Misc Travel Expenses” line (the meal line) click in the box for “Return to State.”2. With the “Return to State” box checked for the meal, the computer will generate a positive and

a negative expense line. After the hotel bill is itemized, the expense types will be displayed separately in the body of the expense report. The computer will subtract the amount of the meal charged to the state travel card from any personal expenses or reimbursement the traveler is entitled to receive.

3. The “Itemization” is now complete, reflecting the meal as “Return to State Charges.”

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Modify Expense ReportShould you need to save your report, and come back later, click on “Main Menu” then Employee Self Service → Travel and Expenses → Expense Reports → Create/Modify


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Once you have clicked on “Create/Modify,” you will be brought to the main create screen. To modify, click on “Find an Existing Value.”

In the “Report ID” field, type in the expense report ID number or, in the “Name” field, type the traveler’s name (last name,first name - no space). Click “Search.”

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After entering the information in the Search Criteria for “Find an Existing Value,” the traveler will see a list of all pending expense reports. “Pending” status indicates the report is still currently in the traveler’s queue and either needs to be modified or submitted.

62Modify Expense Report (continued)

After entering the information in the previous slide for “Find an Existing Value”, the traveler will see a list of all “pending” expense reports. “Pending” status indicates the report is still currently in the travelers queue and either needs to be “modified” or submitted.

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Expense Report Summary and Submit1. Once all your expenses are entered and you saved your expense report, click on “Summary

and Submit” in the top right corner of the expense report screen. 2. A certification box appears. Check the box, and click “Submit Expense Report.”3. A “Submit Confirmation” notice appears. Click “OK” to completely submit your expense report. 4. SFS displays a summary of your report, indicating it was submitted for approval. The BSC

recommends you email your supervisor to let them know you submitted an expense report for their review & approval.

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Add Notes to an Expense Report1. Click “Notes.”2. Enter additional information into

the notes box.3. Click “Add Notes.”4. After clicking “Add Notes,” the

information entered in the box will update and be shown on a separate line, within the “Expense Notes” box. It will display the name, role, date, and time the information was entered. Click “OK.”

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To View the Status of an Expense Report After SubmissionYou may log into SFS anytime to view the status of your expense report after you submitted it. Follow this path to find your expense report: Main Menu → Employee Self Service → Travel and Expenses → Expense Reports → ViewA search screen will open. 1. Search by entering either the “Report ID” number; your employee ID number; or type in your name in

the following format: last,first <smith,mary>2. Click “search.” A list of all your expense reports with status appears. Click on the expense report you

want to view. 3. Each report will have a “Report Status.”

• Pending: The report is in the traveler’s queue and has either never been submitted or has been denied.

• Submitted: The traveler has submitted the report to the supervisor and the report is in the supervisor’s queue.

• In Process: The report is either with the TE Approver 1 or TE Approver 2. To confirm, review the “Approval History” from the “View” status.

• Rejected: The report cannot be modified or resubmitted.

• Paid: The report has been approved by the Office of the State Comptroller and payment has been disbursed.

4. The “Withdraw Expense Report” button will only appear if the report has been submitted and is awaiting action from the traveler’s supervisor. This button allows the traveler to withdraw the report if they realize they have forgotten to attach receipts or need to correct errors without having to ask their supervisor to deny it back.

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Governing PolicyAll travel and expense transactions are processed by the Business Services Center (BSC) in accordance with all rules and regulations applicable to Executive Department agencies including:• Office of the State Comptroller (OSC) travel reimbursement rules and

regulations and OSC Travel Manual: http://osc.state.ny.us/agencies/travel/travel.htm

• Office of General Services (OGS) statewide travel contracts and trip calculator: http://ogs.ny.gov/BU/SS/Trav/default.asp

• Statewide Financial System (SFS) homepage: http://www.sfs.ny.gov/• Division of the Budget (DOB) B-1184 policies and procedures: https://www.

budget.ny.gov/guide/bprm/bulletins/b-1184.html• New York Codes, Rules and Regulations

a) Title 2, Part 8 Traveling Expenses• OSC Guide to Financial Operations (GFO); Employee Travel Expense

Reimbursement: http://www.osc.state.ny.us/agencies/guide/MyWebHelp/#XIII/4/4.htm%3FTocPath%3DXIII.%20Employee%20Expense%20Reimbursement%7C4.%20Employee%20Travel%20Expense%20Reimbursement%7C_____0

• State Finance Lawa) Article 7, Section 109 Proofs Required Upon Audit by the Comptroller

• Penal Lawa) Title K, Article 175, Section 175.35 Fraudulent Claims – Offering a false instrument for filing is a Class “E” Felony

References• BSC Travel & Expense forms, publications, and frequently-asked-questions:

http://bsc.ogs.ny.gov/content/travel-expense• Office of the State Comptroller Travel Manual: http://osc.state.ny.us/agen-

cies/travel/travel.htm Note: OSC is in the process of updating their FAQ’s and will include information regarding required receipts when receipts are unattainable, misplaced, or illegible.

• Office of the State Comptroller – Guide to Financial Operations (GFO): http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

• Office of General Services, GOER Trip Calculator: http://www.ogs.ny.gov/BU/SS/Trav/Calculators.asp

• Office of General Services Travel Contracts: http://www.ogs.ny.gov/bu/ss/trav/

• Citibank Visa Corporate Card Registration: https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2

• US General Services Administration (GSA) Travel Rates: http://www.gsa.gov/portal/content/104877

November 2017



http://osc.state.ny.us/agencies/travel/travel.htm


http://ogs.ny.gov/BU/SS/Trav/default.asp

http://www.sfs.ny.gov/

https://www.budget.ny.gov/guide/bprm/bulletins/b-1184.html

https://www.budget.ny.gov/guide/bprm/bulletins/b-1184.html

http://www.budget.ny.gov/guide/bprm/bulletins/b-1184_reissue.html

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/#XIII/4/4.htm%3FTocPath%3DXIII.%20Employee%20Expense%20Reimbursement%7C4.%20Employee%20Travel%20Expense%20Reimbursement%7C_____0




http://www.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/4.htm

http://bsc.ogs.ny.gov/content/travel-expense



http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

http://www.ogs.ny.gov/BU/SS/Trav/Calculators.asp

http://www.ogs.ny.gov/BU/SS/Trav/Calculators.asp

http://www.ogs.ny.gov/bu/ss/trav/

http://www.ogs.ny.gov/bu/ss/trav/

https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2

https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2

http://www.gsa.gov/portal/content/104877

http://www.gsa.gov/portal/content/104877

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