This document provides instructions for completing expense reports in PROCAS, including: 1) Creating an expense report, adding travel itineraries and expenses like lodging, meals, and mileage. 2) Submitting reports for approval and addressing any issues with disapproved reports. 3) Recording details for different expense types correctly, like per diem rates and handling overages. 4) Helpful tips are provided throughout for navigating screens and common scenarios.

2. TABLE OF CONTENTS
3.………………………………………….……….
Before You Begin
4....…….……….………….The Expense Reporting
Workflow
5..……………………………………..Create an
Expense Report
10.………..……………..Open an Expense Report for
Editing
12…………..........Submit an Expense Report for
Approval
14......................................Disapproved Expense
Reports
17………………….....………………….………Add
Travel Itinerary
19……………………………………………..……..Add
a Home City
21………………………….………..……....Add a
Destination City
22……..………………………………………..Add
Itinerary Details
25..………………….…………………..……Add
Lodging Expense
26………………..…..Record Out of Town Travel
Expenses – Lodging Per Diem
30.………..…….………Meals & Incidentals Expense
(M&IE)
31.…………....………….Record Provided/Furnished
Meal(s)
33...……..Record M&IE – Reimbursed at Per Diem
Rates
35……......................................……….…Per Diem
Overages
36…………………......……..Record Lodging
Expense and/or M&IE – in Excess of the Per Diem
Rate
41…………..………………………………………..Mile
age Expense
42….....………………Record Mileage Expense for
Business Use of Personally Owned Vehicles
45……………..……………………………………….Ot
her Expenses
46………..…………………………………Record
Other Expenses
50...........................................................………Helpfu
2
l Tips

3. BEFORE YOU BEGIN
 Identify your job number and confirm that you have the appropriate expense
charge codes needed.
 Confirm that all dates and numbers from scanned receipts match your
expense report.
 Scan and upload all receipts from your expenses onto your computer.
 Use a .pdf format only.
 Confirm that your receipts are not upside down or illegible.
 You can also use .pdf scanner app, such as Genius Scan – PDF
Scanner, to scan receipts to your smart phone.
3
TIP: Do this before you travel. Without
these you cannot complete an expense
report.

4. THE EXPENSE REPORTING WORKFLOW
 You must record expenses on
expense reports against
appropriate charge codes &
submit your expense report for
approval.
 If your expense report is
disapproved by your supervisor,
our federal contract regulations
require you to correct the errors
found and then resubmit your
expense report for approval.
YOU
Expense Report
SUPERVISOR
Expense Approval
Expense Documentation
Verification
Export to PROCAS
Accounting
4

5.  An expense report can include both employee paid and
company paid expenses and a combination of direct and
indirect expenses.
 You must create a new expense report for each time you
travel. Each expense report will be given its own identifying
number.
 Title your expense report as:
TaskOrder# DDMMM Destination
e.g., “TO46 02Sep San Diego”
5

6. On your PROCAS home page,
click on the Expenses Menu.
6
CREATE AN EXPENSE REPORT

7. In the Expenses Menu, Click Go next
to Create a New Expense Report.
7
CREATE AN EXPENSE REPORT

8. Type the name
of the report in
the Expense
Report Name
(Required) box.
Type a description in
the Expense Report
Purpose/Remarks
box.
NOTE: You are
required to add a
description of the
purpose of all travel
expenses.
If approved, type
the amount of
advance received
in the Advance
Amount box,
otherwise leave
blank.
Click Save &
Edit
Expense
Report.
8
CREATE AN EXPENSE REPORT

9. This is your newly created Expense Report.
From here you can add/edit itinerary, per diem,
and expenses, or print the report and receipts.
9
CREATE AN EXPENSE REPORT

10.  You do not need to complete your expense reports during a
single session.
 You can open expense reports that have not been
submitted, have been disapproved, or have been retrieved
can be edited.
10

11. From the Expenses Menu, select the
appropriate expense report from the Edit
an Open Expense Report dropdown list.
Click Go next to the Edit an
Open Expense Report menu
option.
This will open the selected Open
Expense Report so you can edit
it.
11
OPEN AN EXPENSE REPORT

12.  Clicking Submit on the Submit Expense Report screen is
the digital equivalent of your signature on a paper
expense report, so it must be done by you.
 When you submit your expense report, your supervisor
will receive an automatic email notification.
 You should print or save your completed report prior to
submitting. After your submitted expense report receives
final approval, you no longer have PROCAS access to it.
12

13. SUBMIT AN EXPENSE REPORT
From the completed
expense report,
click Submit for
Approval.
NOTE: The “The
Entry Dates Do Not
Match the Itinerary
Dates” message will
be displayed if per
diem expense is
submitted outside of
the itinerary date
range.
Click Submit.
Your electronic signature
will be recorded as the
owner of the expense
report. The status
displayed at the bottom of
the report will reflect this. 13

14. 14
 If your expense report has been disapproved by
your supervisor, you will receive a notification email
from PROCAS.
 Disapproved Comments from your supervisor will
be made on the right hand side of your retrieved
expense report.
 It is your responsibility to edit your expense
report per your supervisor’s comments and
resubmit for approval.

15. 15
RETRIEVE A DISAPPROVED EXPENSE REPORT
In the Expenses Menu, select the
appropriate expense report from the Edit a
Disapproved Expense Report dropdown
list.
Click Go next to the Edit a Disapproved
Expense Report menu.
TIP: You can also
click the Expense
Report hyperlink
next to the
“Disapproved”
status in the upper
right-hand corner.

16. On the Disapproved Expense Report, use the
Disapproved Comments made by your
supervisor to amend and resubmit your expense
report.
16
OPEN A DISAPPROVED EXPENSE REPORT

17. 17
 An itinerary must be completed to begin your
expense report.
 Based on the itinerary, the system will
automatically determine the maximum amount
available for lodging and M&IE for each day of
travel.
 The itinerary for each trip must start and end
in a home city.
HOW TO BUILD
YOUR EXPENSE
REPORT

18. 18
ADD TRAVEL ITINERARY
From the expense report, click Add/Edit Itinerary.

19. Type your home city, in the Per Diem City
Lookup box.
Type the city only, not the city and state.
Click Search.
19
ADD A HOME CITY

20. Click Use next to the appropriate home
city.
If the actual location is available do not
select Standard CONUS Rate
TIP: Do not add the same city more
than once. The purpose of this step is
to create a pool of cities from which to
choose departure and arrival locations
for your trip.
Select Yes from the
Home City list.
Click Add This
Location.
20
ADD A HOME CITY

21. Type a
destination city
in the Per
Diem City
Lookup box.
Type the city
only, not the
city and state.
Click
Search.
Click Use next to the
appropriate destination
city. If the actual location
is available do not select
Standard CONUS Rate
Select No in the
Home City list.
Repeat steps to add
additional destination cities
as necessary.
Click Add This
Location.
21
ADD A DESTINATION CITY

22. Click Add/Edit
Itinerary.
22
ADD ITINERARY DETAILS
NOTE: This section of the itinerary defines
the separate legs of your trip, so you need
to make entries for both when you start
your trip and when you return from your
trip.
Only include the cities in which you stop to
stay the night or have a direct expense in.

23. Select the departure
city, date and time for
the first leg of the trip
from the Departure,
Date and Time lists.
Select the destination
city, date and time for
the first leg of the trip
from the Destination,
Date and Time lists.
Click Add This
Itinerary Item.
23
ADD ITINERARY DETAILS NOTE: Your itinerary dates and
times must be in chronological
order. The system will not allow
you to arrive and depart
simultaneously.

24. NOTE: The final leg
of your trip must end
at a home city.
Otherwise, you will
not be able to
submit your
expense report. If
you do not know the
return date for your
trip, you should
estimate the date
and time and edit
later. 24
Select the
departure
city, date and
time for the
second leg
of the trip
from the
Departure,
Date, and
Time lists.
Select the destination city,
date and time for the
second leg of the trip from
the Destination, Date and
Time lists.
Click Add This Itinerary
Item.
Repeat Steps for
additional travel legs.
Click Save &
View
Expense
Report.
ADD ITINERARY DETAILS

25.  In order to access the allowable rates for
lodging on your expense report, you must first
add an itinerary for your trip.
 After adding your daily lodging details, any per
diem overages will be displayed in red at the
top of your report. Any overages must be
resolved prior to submitting your report or your
report will be disapproved.
25

26. 26
RECORD OUT OF TOWN TRAVEL EXPENSES –
LODGING PER DIEM
From the Expense Report,
Click Add Expense.

27. Type the
name of the
vendor for the
purchase in
the Vendor
box.
Select the
payment
method from
the Payment
Type list.
Type the receipt
date in the
Receipt Date
box.
Select Yes from the
Receipt Attached list.
Type a description in the
Company Credit/Debit
Card Description box, if
applicable. The card
description should be MC
and the last 4 digits of the
card.
If your report is
missing a receipt
it will be
disapproved.
Add Remarks.
Click Save
& Add/Edit
Details.
27
RECORD OUT OF TOWN TRAVEL EXPENSES –
LODGING PER DIEM
Add your scanned receipt here.

28. 28
RECORD OUT OF TOWN TRAVEL EXPENSES –
LODGING PER DIEM
Select Lodging
Per Diem from the
Type list on the left
side of the screen.
Click
Search.
Choose the
appropriate code
and click Use.

29. 29
Type the date of the first
day of lodging in the
Expense Date box.
Type the lodging pre-tax
amount for the day in the
Pre Tax Amount box.
Type the total lodging
fees and taxes amount
for the day in the Tax
Amt. box.
Type a description
of the purchase in
the Descript box. If
a pre-authorized
overage has
occurred, an
overage justification
must be recorded in
the description field
for the date that the
overage occurred.
Repeat
steps for
any
additional
days of
lodging.
TIP: Use
the Copy
button to
quickly
add
sequential
days of
lodging
expense
detail.
Click
Save &
View
Expens
e
Report.
RECORD OUT OF TOWN TRAVEL EXPENSES –
LODGING PER DIEM

30.  The federal govt. prescribes daily M&IE rate allowances in
cities within the Contiguous United States, Alaska, Hawaii,
U.S. Territories and all other countries.
 You must first create an itinerary before recording
30
your M&IE.
 If you are recording your M&IE using your actual
expenses, any per diem overages will be displayed in red
at the top of your report. Any overages must be resolved
prior to submitting your report or your report will be
disapproved.

31. RECORD PROVIDED/FURNISHED MEAL(S)
While traveling, you may
receive “furnished” meals
that are provided at no
additional cost to you
and/or your company, e.g.,
as part of a convention.
If you were provided meals during
your trip, you should record the daily
details of which meals were
furnished in order to record the
appropriate amount of M&IE per
diem reimbursements. 31
From the Expense
Report, Click
Add/Edit
Furnished Meals.
TIP: You can also click
the View Per
Diem hyperlink to display
the Add/Edit Furnished
Meals screen.

32. 32
Select the check
box(es) for the
meal(s) that were
provided.
TIP: You can also
click Save to
view the
change(s) in per
diem rates before
returning to the
expense report.
Click Save &
View Expense
Report.
RECORD PROVIDED/FURNISHED MEAL(S)

33. 33
RECORD M&IE – REIMBURSED AT PER DIEM RATES
Click the Add M&IE Per Diem
hyperlink in the upper right-hand
corner of the screen.

34. RECORD M&IE – REIMBURSED AT PER DIEM RATES
Select the
appropriate
expense
type from
the Select
Type list.
Click
Search
.
Click Use next
to the
appropriate
charge code.
For direct
expenses use
the correct
task number.
NOTE: Only include days that apply to this
expense report, e.g., if the duration of the
trip in the itinerary extends past the period
covered by the expense report, the End
Type the applicable date
range for the appropriate
charge code in the Date
From and End Date
boxes. The dates can be
left blank if the selected
charge code is
appropriate for all of the
days included in the
itinerary.
Click
Add.
34
Date should reflect the last day of the
expense report period.

35.  When your actual costs for lodging expenses and M&IE
are in excess of the federal government per diem
allowances, overage amounts will be displayed at the top
of your expense report. Any overages must be resolved
prior to submitting your report or your report will be
disapproved.
 To resolve an overage you must separate the expense
amount into “allowable” and “unallowable” amounts.
These amounts must then be listed under the same
expense receipt.
 You will need to list the “allowable” amount using the
35
normal charge code with the “unallowable” amount using
the “unallowable” charge code under the same expense.

36. 36
RECORD LODGING EXPENSE AND/OR M&IE –
IN EXCESS OF THE PER DIEM RATE
Make note of the Pre-Tax Overage and
Tax Overage amounts and dates,
which have been displayed in red in the
Overages section of the expense
report.
To resolve your overages,
click the task name or
account description hyperlink
for the day the overage
occurred.

37. For the ALLOWABLE charge code:
Change the Pre Tax Amount to the
allowable amount:
Subtract the receipt amount by the
overage amount you noted in your report,
e.g.,
200.00-61.00=139.00.
TIP: You can also look in the overages
section on your report to find the
Allowable Amount.
Change the Tax Amt. to the allowable
tax amount:
Subtract the receipt tax amount by the
overage tax amount you noted in your
report, e.g.,
19.98-6.09=13.89.
37
RECORD LODGING EXPENSE AND/OR M&IE –
IN EXCESS OF THE PER DIEM RATE

38. RECORD LODGING EXPENSE AND/OR M&IE –
IN EXCESS OF THE PER DIEM RATE
Now add the UNALLOWABLE
charge code:
Select the unallowable
description of the same expense
type that was selected originally
from the Type list on the left side
of the screen, e.g., Lodging Per
Diem - Unallowable.
Click
Search.
Click Use next to the UNALLOWABLE
charge code, e.g., Unallowable Lodging
Per Diem. 38

39. 39
Type the date for the
overage in the Expense
Date box.
Type the pre-tax overage
amount you noted in your
report, e.g., 61.00, in the
Pre Tax Amount box.
Type the tax overage
amount you noted in your
report, e.g., 6.09, in the
Tax Amt. box.
Type a description
of the overage in
the Descript box.
This is required.
Repeat
steps for
any
additional
per diem
overages.
TIP: Use
the Copy
button to
quickly
add
sequential
days of
overage
expenses.
Click
Save &
View
Expens
e
Report.
RECORD LODGING EXPENSE AND/OR M&IE –
IN EXCESS OF THE PER DIEM RATE

40. 40
RECORD LODGING EXPENSE AND/OR M&IE –
IN EXCESS OF THE PER DIEM RATE
The Overages section in your Expense
Report should have disappeared. Your
expense is now listed with allowable
and unallowable charge codes under
one expense. Confirm that the Total
Amount listed matches your expense
receipt.

41.  You can record your mileage reimbursement when you
use your privately-owned vehicle for business travel.
 This only includes roundtrips from your normal
workplace to your business destination and does
NOT include roundtrips from home to your regular
workplace.
 Your mileage reimbursement amount will be calculated
automatically once you have recorded the total miles for
your trip.
 The system will automatically calculate the number of
miles if odometer readings are recorded.
41

42. 42
RECORD MILEAGE EXPENSE FOR BUSINESS USE OF
PERSONALLY OWNED VEHICLES
From the Expense
Report, click Add/Edit
Mileage.

43. 43
RECORD MILEAGE EXPENSE FOR BUSINESS USE OF
PERSONALLY OWNED VEHICLES
Select a vehicle type from the Type
list, e.g., Mileage – Automobile.
Click Search.
Click Use next to the appropriate
charge code.

44. NOTE: When
using the Miles
box , refer to
Google maps or
Map Quest to
calculate your
travel miles.
44
RECORD MILEAGE EXPENSE FOR BUSINESS USE OF
PERSONALLY OWNED VEHICLES
Type the date for
the mileage in the
Mileage Date box.
Type the number of
miles in the Miles
box, or type the
starting and ending
odometer readings
in the Start
Odometer and End
Odometer boxes.
Type the purpose of
the mileage in the
Descript box.
Repeat
steps for
additional
trips.
TIP: Use the
Copy button
to quickly add
For multiple
trips that were
taken on the
same day or
consecutive
days, weeks
or months.
Click
Save &
View
Expens
e
Report.

45.  These include your other direct business
expenses that incur during your travel, i.e.,
supplies, postage, etc.
 You must use the Add Expense button to create
a new purchase/receipt for each vendor receipt,
e.g., you may have a receipt for the purchase of
office supplies for each visit to the office supply
store.
 Remember AMEC will not reimburse for personal
expenses incurred during travel.
45

46. From the Expense
Report, click Add
Expense.
46
RECORD OTHER EXPENSES

47. Type the
name of the
vendor for the
purchase in
the Vendor
box.
Select the
payment
method from
the Payment
Type list.
Type the receipt
date in the
Receipt Date
box.
Select Yes from the
Receipt Attached list.
Type the a description in
the Company Credit/Debit
Card Description box, if
applicable. The card
description must be MC and
the last 4 digits of the card.
Type an
explanation in
the Missing
Receipt
Explanation box
report, if
applicable. Add
Remarks.
Click Save
& Add/Edit
Details.
47
RECORD OTHER EXPENSES
Add your scanned receipt here.

48. 48
Select an expense type from the Type list
on the left side of the screen,
e.g., Postage, Delivery, Shipping.
Click Search.
Click Use next to the
appropriate charge code.
RECORD OTHER EXPENSES

49. 49
RECORD OTHER EXPENSES
Type the date the expense
incurred in the Expense
Date box.
Type the pre-tax amount of
the purchase in the Pre Tax
Amount box.
Type the taxes amount of
the purchase in the Tax
Amt. box.
Type a
description of
the purchase
in the Descript
box.
Repeat
steps for
any
additional
expenses
on the
same
purchase.
TIP: Use
the Copy
button to
quickly add
identical
purchases
over
multiple
days.
Click
Save &
View
Expens
e
Report.

50. 50
HELPFUL TIPS
 Please ship your hard copy expense receipts within 1 week after travel to:
Finance
9210 Sky Park Ct,
San Diego, CA 92123
 Once your report is approved, any monies owed to you will be reimbursed
by a hard copy check sent to your home address.