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General Questions 1
Cash-Related 1
Checking the Status of Your Expense Report 2
Corporate Credit Card 3
Hotel Lodging 3
Personal Expenses 3
Receipts 4
General Questions
Q: If my last paper-based expense report was not submitted by 12 noon on July 28, do I enter it now
using iExpense?
Yes. You should now enter those expenses in the iExpense system.
Q: Will the weekly expense submission deadline change with the implementation of iExpense?
Yes. The new deadline for submitting expense reports is Tuesdays at midnight EST. If an expense report has
been successfully submitted (approved by your manager and including receipts) by the deadline, employees
will receive reimbursement Friday of the same week
Q: Can I prepare expense reports offline or do I have to be connected?
At this time you need to be connected to the Ciena network (via office or remote access) in order to prepare,
edit, or complete an expense report.
Q. How does this application support private mileage, will mileage per mile changes be automatic?
Private mileage is supported in iExpense and rates are setup and updated by AP. They can also be changed by
AP as needed.
Q. Do you attach the pre-approval to the expense report and should we send it with the receipts?
Yes - print pre-approval (email or otherwise) and include it in the scanning batch.
Q. Ciena recommends booking a flight in advance when possible. However, what should I do if the trip
has been cancelled and the ticket has been refunded, all using a Ciena Corporate card?
All refund transactions on a corporate card will also appear in Oracle like the original charges. Employee is then
required to submit this (negative amount) transaction on an expense report just like any other charge.
Cash-Related
Q: How do I handle my Cash Advance transactions in Oracle iExpense?
In Oracle iExpense all Cash Advance transactions should be flagged as "Personal" charges at the Credit Card
Transactions web-form. These will then be offset against the out-of-pocket cash receipts recorded at the Cash
and Other Expenses web-form. Additional Cash Advance fees/charges associated with these fees should be
flagged as "Business" at the Credit Card Transactions web-form.
Q: How do I handle my ATM fees in Oracle iExpense?
All ATM fees related to Cash Advance transactions from an ATM are not recognized as business expenses.
Q. Can I get reimbursed for cash layout for expenses thru iExpense?
Yes, Ciena will continue to reimburse for all Ciena business-related out-of-pocket expenses including those
made with cash or a personal credit card. However, personal credit cards should only be used by those
employees who are infrequent travelers and do have a corporate credit card.
Q: How long will it take to be reimbursed for cash expenses if we do not use the corporate card?
When possible, all expenses you must use the corporate card as stated in Cienas corporate card policy. On the
rare occasions when you must use cash, it will be reimbursed at the same rate as corporate card expenses.
Oracle iExpense FAQs for U.S. and Canada Proprietary and Confidential
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Expense report was saved, not yet submitted for approval, and still
available for updates and edits.
Rejected by Manager:
Expense report has been reviewed and rejected by the manager. The
expense report will be returned to the employee with a request to
update/correct information on the report and resubmit.
Manager Approved:
Pending Accounts
Payable
Rejected by Accounts
Payable:
Ready to Send to
Payroll:
Approved by Accounts
Payable:
Ready to Import:
Oracle iExpense FAQs for U.S. and Canada Proprietary and Confidential
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Hotel / Lodging
Q: I have a hotel bill that has a meal, a room, and telephone charges; what expense type should I pick?
You should code the expense item using the "Lodging" expense type and then choose the Itemize button at the
Credit Card Expenses web-form to split the transactions. The itemize feature allows you to select different
Expense Types for each of the split lines resulting from the original expense item. Please refer to Step 5 in the
Oracle iExpense User Guide for more instructions
Q. A hotel charge is not itemized on my bill, what do I do?
Itemizing all charges associated with your hotel bill is required. If the line items are not automatically listed you
must itemize your charges manually. Corporate card integration can itemize expenses automatically but it is not
consistent across different vendors (hotel chains). Finance Dept. will look into eliminating the requirement to
itemize hotel charges in future based on the data analysis after go live. Right now, its required
Personal Expenses
Q: How do I handle a personal expense on my corporate card?
As our policy states, the corporate card should only be used for business expenses. However, should you have
a personal charge, select the charge as "Personal" in the box next to the expense item at the Credit Card
Transactions web-form. All pre-populated charges must be included on an expense report. If any charge is not
a valid business expense, mark it "Personal".
Oracle iExpense FAQs for U.S. and Canada Proprietary and Confidential
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Oracle iExpense FAQs for U.S. and Canada Proprietary and Confidential
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