Emburse Enterprise

The Controller’s Office is excited to work with your department in the coming months to utilize Emburse Enterprise as the central portal for managing invoices and employee expense reimbursements

Please stay tuned as we onboard your department

Launch Emburse Enterprise

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Posting Expenses and Invoices to Fiscal Year 2026

Starting today, May 28, 2025, users may begin selecting “NEXT_FY” in the “Fiscal Year“ field in the header of their Emburse Expense Reports or Invoices, if the expense should be posted to Fiscal Year 2026.

Please remember: only expenses that genuinely relate to the new fiscal year should be assigned to “NEXT_FY.” Examples include:
·    Travel occurring after July 1, 2025
·    Memberships that begin on or after July 1
·    Prepayments for services to be delivered in the next fiscal year

The “NEXT_FY” selection is applied at the header level, meaning the entire Expense Report or Invoice will post to FY26. If your Expense transactions include both FY25 and FY26 expenses, please separate them into different Expense Reports to ensure accurate posting.

For Invoices that span both fiscal years, leave the default setting as “CURRENT_FY” and add a note in the Comments section:
“Split between fiscal years.”

All transactions will initially post to Fiscal Year 2025. The Finance team will run a regular Emburse query and reclassify qualifying entries to Fiscal Year 2026 accordingly.

If you have any questions, please contact us at emburse@lafayette.edu. Thank you for helping us ensure a smooth year-end transition!

User Guides

General

Expense

 

Invoice

Emburse Training Videos

Additional Info

Chart of Accounts Resources

  • Understanding the Chart of Accounts
  • Expense Accounts   (updated 3/26/25)
    • Expense Account Listings w/ Conversion Crosswalk-Detailed (xlsx or pdf)
    • Expense Account Listings w/ Conversion Crosswalk-Summary (xlsx or pdf)
    • Expense Account Listings-Summary (no crosswalk) (xlsx or pdf)
  • Activity Code Listing (xlsx or pdf) (Updated 3/12/25)

Policies and Procedures

Key User Roles

Expense Owner: The expense owner is the employee who is to be reimbursed for a particular expense or the PCard holder whose PCard was charged for a particular expense.

Approver: The approver is responsible for approvals of expenses charged to their budget except in cases where the approver is also the expense owner.

Delegate: A delegate is someone who has access to an expense owner’s Emburse Expense account and can create expense reports on behalf of the expense owner.

Approval Delegate: An approval delegate helps you with approvals during a specified time, such as when you are out of the office.

FAQs

Contacts