e‑Reimbursement Edit Check

What is Edit Check?

Before an expense report can receive final approval, an Edit Check for valid funding must have been run at least once. Funding errors in an expense report result in General Ledger Journal errors that are a time consuming and manual process to correct. e‑Reimbursement has both an automated and manual Edit Check process. Most users will likely prefer the automated Edit Check process.

The Edit Check verifies that funding related fields in an expense report are valid in the combination used. Examples of funding related fields include business unit, fund, department, program code, fiscal year, and project. Funding information (edits) are updated each evening based on any changes made that day. Therefore, if the Edit Check has not been run on an expense report in the past 24 hours, the most current funding updates have not been checked and an Edit Check error will display, even though valid funding is used.

Automated Edit Check Overview

The “Save” and “Approve” buttons are both linked to the automated Edit Check, but in different ways. The Edit Check is automatically run in the background on all expense reports in the approver/auditor’s approval list whenever the approver or auditor selects the “Save” button on an expense report. Clicking the “Approve” button does NOT run the Edit Check but rather it views the status of the Edit Check to determine what actions to perform based on who the approver is and the results of any previous Edit Checks, if any, for the specific expense report.

When an approver or auditor attempts to approve an expense report, error notifications are displayed when:

  • The Edit Check report has never been run.
  • An Edit Check was run, but not within the past 24 hours
  • Funding errors exist even though the Edit Check has been run in the past 24 hours.

Both approvers and auditors have the ability to run the Edit Check program and to correct funding errors. However, final responsibility for ensuring valid funding is that of the auditor. When the Edit Check is run, Exception Alerts (a “bubble”) are generated if the funding combinations used on an expense report are not valid. The bubble message indicates an Edit Check error and includes a description of the error. If the expense report failed Edit Check, the lines with invalid funding will have an Exception Alert displayed.

The approver has the ability to bypass the Edit Check and/or funding correction. The auditor will be able to bypass the Edit Check only if there are no funding errors and the Edit Check program has been run on the expense report within the past 24 hours. An expense report cannot receive final approval if the Edit Check has never been run and/or if the combination chart fields used in the expense report are not valid.