Submitting an Expense over Two Fiscal Years or For a Future Date

This article is for the Passport Users who want to submit an expense over two fiscal years or submit an expense for a future date.

If you have an expense which crosses one or more fiscal years, MyDirectPlan will split the expenses for you and calculate the amounts for each fiscal year based on the proration of the number of days for each fiscal Year

Follow the below steps:

  1. Open your preferred web browser and navigate to MyDirectPlan
  2. On the MyDirectPlan homepage, click on the "Sign In" button located in the header.
  3. On clicking, you will be taken to the Sign In page of the MyDirectPlan application.
  4. Sign in to your MyDirectPlan account.
  5. Select the Recipient from the left-side menu for which you want to add the expenses.
  6. Navigate to your Dashboard or "Add/Submit Expenses" section from the left-hand side menu.
  7. If you are on the Dashboard, click on the "Submit Expense" button.
  8. It will open an "Add Expenses" wizard, allowing you to add your expenses via AI by attaching the receipt or manually entering by selecting your expense type.
  9. For manual expense entry, select the category that your expense falls under. For example, Annual Transit Pass.
  10. Enter all the required fields of the expense form.
  11. Click on the SAVE button.
  12. You will receive the below message warning that the expense spans two fiscal years, that MDP will create 2 separate expense lines and that if there is no future year funding setup your remaining will go negative.
  13. Click on SAVE to proceed. 
  14. You will be provided with the exact breakdown of the two expenses per fiscal year. The value of the two expenses will be prorated based on the dates and the amount you enter. The two expenses will then be taken out of the two separate fiscal year budgets, as shown below:
  15. Navigate to the "Add/Submit Expenses", from the left-hand side menu.
  16. From the Expenses list, select both Expenses and submit them for processing. Or you may select one expense at a time and submit it. 
  17. Click the orange "Create Invoice" button to create an invoice.
  18. A side menu will appear from the right side of the screen asking you to confirm the action.
  19. Click the checkbox to agree to the disclaimer.
  20. If you have multiple Payees on your account, select the desired Payee for this invoice from the “Select Payee” The Payee is the individual who will receive reimbursement for this claim. 
    If you choose a Payee that is unverified you may still proceed with submitting the invoice, but reimbursement will be delayed.
  21. You will have the option to “Review” your invoice and/or “Submit to Payment Processing Office”.
  22. Click Review to see a preview of the populated Passport Purchase of Service Invoice Form will be submitted.
  23. Click "Submit to Payment Processing Office" to submit your expenses to the Passport Agency. A copy of your Passport Purchase of Service Invoice Form will be sent with all attached receipts and supporting documents.
  24. When this action is complete, a copy of your submission will be stored in the Submitted Invoices section of your account.
  25. View that Invoice, it will be with 2 expense lines one for each fiscal year.

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