When to Create Expense Report
An expense report is typically created after a trip has been completed. This is the best way to comply with the full trip documentation required by the T & E policy. Airfare not charged directly to a FOAPAL will not be reimbursed until after the trip.
If a trip requires a conference fee or a hotel deposit in advance, it is acceptable to create an expense report prior to the trip for these items only. It is still expected that these items be included in expense report after the trip to comply with full trip documentation. In this case they should be marked non-reimbursable and a comment added stating that the expenses were reimbursed prior to the trip.