Embedded Files
Expense Reports
Expense Reports
Ministry team members around the world are required to keep an accurate accounting of all expenses made with OneHope Ministry funds sent to them. They need to adhere to local accounting principles and provide OneHope with a monthly report of all ministry transactions for each department.
We use an Expense Report form to summarize the income or donations that team members may receive locally alongside the cost to implement a program. Expense Reports are first reviewed and approved by OneHope managers and then submitted to the Finance department for final processing. If the total of an Expense Report is US$5,000.00 or more, it will also require an Executive Approver to review and approve it.
Expense Reports Overview
Expense Reports Overview
Before you add an Expense Report, it is important to look at the outstanding balance of the region, country, or program that you are working with and make sure that there are enough funds in the balance to cover the expenses reported.
A user must also remember to:
Gather receipts for all charges made for the report month. It is recommended to upload all receipts but you are required to upload receipts for transactions above U$75.00 to the monthly report.
Consider any currency exchange gain or loss that might occur with receiving and keeping funds in national bank accounts.
Know and report all bank charges incurred in receiving financial wires for ministry funds.
The Expense Report section lists a summary of expense report transactions entered by date. Expense Report lists are filtered by the approval stage they are in under the following tabs:
All Expense Report tab lists all expense report transactions entered regardless of the transaction status.
Pending Approval tab lists all the expense reports that are submitted and not yet approved.
Pending Finance tab lists all the expense reports that are approved by the cost center manager but not yet processed by the Finance Department.
Processed tab lists all the expense reports that are approved and processed by the Finance Department.
Adding an Expense Report
Adding an Expense Report
Step 1: Add New Expense Report
Step 1: Add New Expense Report
Select Finance from the main menu. Then go to the Expense Report tab on the top of the screen and click on the Add New Expense Report button on the top right-hand side of the screen.
OR
A user can also add an expense report by going to the Quick Actions card on the Finance overview tab and selecting Add New Expense report.
Step 2: Select Expense Report Allocations
Step 2: Select Expense Report Allocations
The following information will be required in order to submit an expense report.
Month - In the drop-down list, select the month when the expenditures were made.
Cost Center - Select the department cost center from where budgeted funds are being expensed. Once you select the cost center, the appropriate account categories will be available for the user to select under Accounts.
Ministry Strategy - Select the Vision 2033 Ministry Strategy, if displayed.
Budget/Project - Select the Budget or Project from where budgeted funds are being expensed.
Level - Select the Level appropriate for where budgeted funds are being expensed, if displayed.
Location - Select the location (country) where the expenditures were made.
Language - Select the language associated with the product (if required).
Funding - Select the grant code associated with the product or project (if required).
Currency Conversion Rate - Enter the currency conversion rate that was obtained. Users have the option of entering expenditures in local currency or in US dollars. The rate entered in this field is used to calculate the currency exchange on the form below. You must enter this rate before you can enter in the expense amounts.
If the user chooses to enter the report completely in US dollars, then enter 1 in the conversion rate field.
Comments/Notes - Add detailed notes to help identify the purpose of the expenses or any information that approvers will find helpful when reviewing the report.
Step 3: Add Expenses
Step 3: Add Expenses
Select an account category from the Account drop-down and complete the following columns:
Account - Every finance cost center has a default list of accounts that a user can select to report expenditures. Once a user selects a cost center for the report, the account drop-down list will populate with the list of associated account items that can be used.
The recommended reporting is to enter one expense per account line.
The Operations Coordinator or Department manager may allow team members to include multiple expenses for the same account category to one account line. For example, a team member can add all taxi receipts for one month together and add the total to one account line for Travel-Domestic.
Reporting Income - Income account items are shaded in green to easily identify them from other expenditures.
Amount - A user can enter expenses in local currency and in US dollars in one report. It is recommended for the user to make sure the correct currency exchange rate is entered above then can switch back and forth between entering expenses in both local currency and US dollars.
Receipt - Select the Receipt icon to attach a receipt file, or you may drag and drop the file onto the Receipt icon.
Comments/Notes - Add specific notes to identify the line item expenditure.
Step 4: Submit Expense Report
Step 4: Submit Expense Report
Select Submit or Submit & New to send an expense report for review and approval. Submitted expense reports will be reviewed and approved by the designated Cost center manager and processed by the Finance department
Reporting Income
Reporting Income
Income account items are shaded in green to easily identify them from other expenditures.
Uploading Receipts
Uploading Receipts
It is suggested for all expenditures have receipts uploaded. If you do not have a receipt available for expenditure and need to attach one, download and complete the Missing Receipt Documentation found in the Additional Resources section below.
If the expense total is over U$75, HopeWorks requires an attached receipt.
If the expense total is below U$75, it is recommended to attach a receipt but not required unless an Operations Coordinator or Department Manager requests the user to include it.
All receipts should include the following information:
Date of Expense
Company Name
Total Amount of Expense
Conversion rate (if applicable)
The recommended reporting is to enter one expense per account line.
The Operations Coordinator or Department Manager may allow team members to include multiple expenses for the same account category in one account line. If the total sum of the expenses is over U$75, they must attach a scanned document of all the receipts included.
Change a Pending Expense Report
Change a Pending Expense Report
Step 1: Select the Expense Report
Step 1: Select the Expense Report
Select Finance from the main menu, then go to the Expense Reports tab on the top of the screen. Select the submitted expense report that is pending approval.
OR
A user can also get to the expense report list by going to the Quick Actions card on the Finance overview tab and selecting the View All button to the right of Add New Expense Report.
Step 2: Update the Expense Report
Step 2: Update the Expense Report
Review all fields and make the necessary updates to the expense report. It is helpful to review the tips for completing an expense report before updates are made.
If a user needs to delete a pending expense report, they will find a delete icon on the top right-hand side of the form to use. This option will only appear to users that have account permission to delete the expense report form.
Step 3: Save & Submit
Step 3: Save & Submit
Select Save Changes. The user may provide information in the Comments/Notes section concerning the expense report and the reason for the necessary changes.
Type to Search!
Type to Search!
The user can type to search in the Cost Center, Budget/Project and Location fields to filter the list for the needed entry.
Review and Approval of Expense Reports
Review and Approval of Expense Reports
Step 1: Open the submitted Expense Report
Step 1: Open the submitted Expense Report
Select Finance from the main menu, then go to the Expense Reports tab on the top of the screen. In the Expense Reports section, select the Pending Approval section.
OR
A user can also find an expense report by going to the Outstanding Expense Report card on the Finance Overview tab and selecting a report to review and approve.
Step 2: Review the Report
Step 2: Review the Report
Once you have selected the expense report that you would like to approve, be sure to thoroughly review the following:
The expense report has been coded correctly.
There are receipts attached to each account line entered
The financial metrics are at the top right-hand side of the form to make sure the approval can proceed.
Comments/Notes are clear and detailed.
Step 3: Approve or Edit Expense Report
Step 3: Approve or Edit Expense Report
After reviewing the expense report, you can select the Approve button at the bottom of the screen.
Alternate actions that can be taken:
Select Save Changes to make updates to the expense report before approval.
The approver may delete a pending expense report by using the Delete icon at the top right-hand side of the form. This option will only appear to users that have the appropriate account permissions.
The user may provide information in the Comments/Notes section concerning the expense report and the reason for the necessary changes.
Additional Resources
Additional Resources
Missing Receipt Documentation
Missing Receipt Documentation
Minimum Requirements for a Receipt in HopeWorks
Minimum Requirements for a Receipt in HopeWorks
Supporting Documentation (if no receipt).pdfMinimum requirements for a receipt in HopeWorks.pdfQuestions? E-mail us at support@hopenet.net
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