Employee Manual - Clarkson University

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Clarkson University
PeopleSoft Expenses
Employee Guide
September 2013
Welcome to Expenses!
2
Module Map
Modules
Page
Course Overview and Objectives
5
Module 1 : Your User Profile
9
Module 2 : Delegating Entry Authority
17
Module 3 : Creating a Travel Authorization
22
Module 4 : Updating a Travel Authorization
42
Module 5 : Deleting a Travel Authorization
47
Module 6 : Viewing Travel Auth Status
52
Module 7 : Canceling a Travel Authorization
59
Module 8 : Creating a Cash Advance
63
Module 9 : Updating a Cash Advance
74
Module 10 : Deleting a Cash Advance
79
Module 11 : Viewing Cash Advance Status
84
3
Module Map
Modules
Page
Module 12 : Creating an Expense Report
91
Module 13 : Updating an Expense Report
161
Module 14 : Deleting an Expense Report
166
Module 15 : Viewing Expense Report Status
171
Module 16 : Viewing Payment Status
178
Appendix A : User Defaults
182
Appendix B : User Templates
193
Appendix C : Notifications
203
Appendix D : Attaching Documentation
205
Appendix E : Printing Transactions
210
Q&A
215
4
Course Description
•
The PeopleSoft Expense Reimbursement module (also known as
“Expenses”) is Clarkson University’s global software platform for
expense reimbursements. The Expenses module supports University
travel policies.
•
Additionally, the PeopleSoft Expense module will be used to process
general expenses (aka “One Card” purchases).
•
This course introduces the processes used by employees to manage
their user profiles, create and/or update Travel Authorizations (TAs),
Cash Advances (CAs) and Expense Reports (ERs), manage your
University credit card transactions, and inquire on your transactions.
•
Topics include general navigations and page elements.
5
Objectives
• At the conclusion of this course you will be able to:
– Review your user profile, including your banking information for
direct deposits
– Delegate entry authority to another person (a proxy)
– Create TAs, CAs, and ERs
– Update or delete TAs, CAs, and ERs if required
– Manage your My Wallet transactions (University One Card
transactions)
– View your transactions, including approval and payment status
– Set up your user defaults, to aid in entering transactions
– Print your transactions
6
Overview of Expenses
•
•
•
•
The PeopleSoft Expenses module is an online system which allows you to create
Travel Authorizations (if required) to obtain permission for a trip, create a Cash
Advance if needed, and then submit expenses for reimbursement. PeopleSoft
users can enter transactions for themselves or for other users that have
authorized them to enter transactions on their behalf.
The process for entering transactions involves three steps: entering general travel
or expense information (the header information), entering detail expense lines,
and attaching supporting documentation (receipts) if required.
A TA or ER can have multiple lines for various types of expenses such as lodging,
car rental, meals, etc. The expense line details are entered in multiple fields based
on the expense type. The basic information for each line includes the expense
type, expense date and amount spent in the applicable currency.
Expense reports will require attachment of supporting documents such as
receipts. Employees must obtain and submit receipts for all expenses over $75,
with few exceptions (such as for Mileage or Per Diem). Documents must be
scanned into an electronic file and then attached to the expense report.
Document(s) attached to an Expense Report are available for review by Expense
Report Approvers.
7
Overview of Expenses - continued
•
•
•
Once a transaction is completed and submitted for approvals, PeopleSoft will
route it to the appropriate approver(s) based on the transaction type, the
Department, Project ID and/or Fund Code, and the employee’s HR Supervisor.
The transaction may be reviewed and approved by multiple approvers, based on
the transaction type and the chartfields in the distribution.
Approvers can either approve a transaction, place it on hold for further review, or
send it back to the employee for correction or deletion.
Once a CA or ER has been approved by all applicable approvers, the Expenses
system will generate a payment if money is due to the employee.
8
Module 1
YOUR USER PROFILE
Return to Module Map
9
User Profile
•
•
•
Your User Profile in the Expenses module includes your name, status, default
business unit, department, fund code and program, your direct supervisor,
and your One Card information (if applicable).
This information will be interfaced from the PeopleSoft HCM module.
Your User Profile also includes a User Defaults page, which you can use to
set default values for certain fields on your transactions. Appendix A includes
instructions.
10
User Profile - Navigation
Navigate to the Employee Self-Service User Profile page
11
User Profile – Employee Data
Your Employee Data page will
be displayed, showing your
First and Last Name, Status
and Country.
All fields will be “grayed out”
and cannot be updated. If you
note errors, please get in
touch with your HR
department.
12
User Profile – Organizational Data
The Organizational Data
page will display your
Employee Status, Hire
Date, default GLBU,
Department, Fund Code
and Program, and your
direct supervisor.
Like the Employee Data
page, all fields are grayed
out, and cannot be
updated here. Contact
HR if changes are
required.
13
User Profile – User Defaults
The User Defaults page is
used to establish certain
values that can be defaulted
on your expense reports.
You can enter or select
defaults for a variety of fields
on an Expense Report, as
shown in the screen shot.
Please see Appendix A for
instructions on setting User
Defaults.
14
User Profile – Bank Accounts
The Bank Accounts page is where your direct deposit banking information will be
available once the University has implemented electronic payments. At that time, the
Payment Method with be “Automated Clearing House”, and a small bank-shaped icon
will appear where shown above. Click that icon to view your banking details.
All fields are grayed out, and cannot be updated by you. Contact HR to address any
issues.
15
User Profile – Corporate Card Information
The Corporate Card Information page applies only to employees with University
corporate cards (aka One Cards). This information is informational only, and will be
updated via data loads from the bank.
Note that for security purposes, only the last 4 digits of the card number are displayed.
16
Module 2
DELEGATING ENTRY AUTHORITY
Return to Module Map
17
Delegating Entry Authority
•
•
•
Not everyone enters their own expense reports online; they may delegate this
to someone else instead. For example, an executive may specify his or her
administrative assistant to enter expense reports. This person is known as an
Authorized User (in PeopleSoft terminology) or a Proxy.
There are two ways to specify an Authorized User in PeopleSoft: the System
Administrator can do it, or you can do it yourself.
You can add and/or remove Authorized Users whenever necessary.
18
Delegating Entry Authority - Navigation
Navigate to the Delegate Entry Authority page
19
Delegating Entry Authority
When the page opens, your User ID should be displayed.
Click the Add a New Row icon
on the right.
20
Delegating Entry Authority
Enter or select the User ID of your
Authorized User.
Note that you can add multiple rows and
have more than one Authorized User at one
time. Additionally, you can click the delete
icon to remove an Authorized User.
A Save Confirmation will be displayed.
Click OK to complete this task.
Click the Save button to Save your changes.
21
Module 3
CREATING A TRAVEL AUTHORIZATION
Return to Module Map
22
Creating Travel Auths – Process Overview
•
•
•
•
•
Create a Travel Authorization (TA) if you will be taking a foreign trip, or if your
supervisor requires a TA before incurring expenses.
TAs can only be created for future expenses; once the trip has occurred, or general
expense incurred, a TA cannot be entered.
Once approved, a TA creates an encumbrance against the related budget.
Since a TA can only be associated with a single expense report, this may create an
issue if expenses are incurred over a long time span. For example, if you will take a trip
in 4 month’s time, but need to purchase the ticket immediately and expense it, a single
TA will not be sufficient. In this case, you may either create more than one TA for
immediate and then long-term expenses, or create one TA for long-term expenses only,
and put the immediate charges on an expense report without a TA. Discuss these
options with your manager.
There are essentially three steps to creating a Travel Authorization (TA) :
–
–
–
entering general travel and expense information (the header information),
entering the detailed expense line (s),
attaching supporting documentation
23
Creating Travel Auths – Process Flow
The basic process for creating a Travel
Authorization is shown here. The
following slides will demonstrate each
step in detail.
24
Creating Travel Auths - Navigation
Navigate to the Create Travel Authorization page
25
Step 1: Begin New Travel Auth
For most employees, once
you click the Create
hyperlink, this Create
Travel Authorization page
will be displayed.
26
Step 1: Begin New Travel Auth
If you are also an Authorized User (proxy) for another person, you will see the page shown
here instead.
Your employee ID will default into the “Empl ID” field. If you are creating a TA for yourself,
click “Add” and continue to the Create Travel Authorization page shown on the next slide.
If you are creating a TA for another person, click the magnifying glass icon to display a Look
Up page. Select the correct employee by clicking the hyperlink for his/her Employee ID.
You can then click the Add button to open the Create Travel Authorization page.
27
Step 1: Begin New Travel Auth
The Create Travel Authorization page
is your “home base” for all fields that
must be completed.
There is a User Defaults hyperlink
available that opens your User Profile
on the User Defaults page.
Also, you can use the Quick Start
option to choose an entry method.
Methods applicable for TAs are:
• Blank Authorization – lets you start
with a blank report. If you updated
your User Defaults (Appendix A),
those defaults would appear as you
work
• Template – lets you start with a
User Template (Appendix B)
• Existing Authorization – lets you
copy an existing expense report,
which you can then update as
needed.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
28
Step 2a: Enter Header Information
The TA header is also known as the General Information section. Fields marked with an asterisk (*) are required.
• *Description: Enter a descriptive reason for the trip
• *Business Purpose: Select the best choice from the drop down menu.
• *Default Location: Select the primary location of your trip. For US locations, start by entering the two character state
postal code (such as NY for New York), and then click the magnifying glass. Choose the appropriate city if listed, or use the
‘No Specific City’ choice. For foreign countries, enter the first few characters of the country name (such as FRA for France)
and click the magnifying glass for the short list. Also, if you select a foreign location, you will be prompted to accept an
Export Control Policy statement. You must check the ‘I Accept’ checkbox (not shown) before proceeding.
• *Date From and Date To: Enter the starting and ending dates for the TA. These dates must be from the current date
forward; the system will not accept dates in the past.
• Comment: This is not a required field; however, it is Clarkson’s policy that a full reason for the trip or expenditure
should be entered in this field.
Lastly, click the Accounting Defaults hyperlink.
29
Step 2b: Header Information-Accounting Default
The Accounting Defaults specified here will be applicable for each TA line added. The accounting details can be overridden
at the individual line level, if needed.
Your business unit, department, fund code and program are defaulted from your User Profile into the Accounting Defaults,
and are “grayed out”. If this is the appropriate accounting distribution, click OK to continue. If these values are not correct,
then click the magnifying glass icon for the SpeedChart. Select the appropriate SpeedChart.
You can also choose to split your expenses among two or more accounting lines. For example, if a trip should be charged
50% to one ChartField combination and 50% to another, click the Add ChartField Line button to insert more lines. In the %
column of the grid, identify what percentage of the expense should be charged to each accounting combination. The total
% of all lines must equal 100%.
Note that the Account does not appear here – Account comes from the Expense Type chosen.
Click the OK button to continue.
30
Step 3a: Enter TA Line Information
The Details grid is where you enter your detailed projected expenses. The grid has multiple fields for the pieces
of information needed; the information required varies depending on the Expense Type selected. The required
fields are marked with an asterisk (*).
Per Clarkson policy, you may either create separate rows for each projected expense, or create one row, using
the Miscellaneous Travel (one each for foreign and domestic travel) expense type for the total of all project
expenses. Ask your manager which option to use..
The system will pre-populate a new TA with 4 lines; you can add more lines by clicking the
icon to the right of
any line. Alternately, you can remove any line by clicking the Select checkbox to the left of a line, and then
clicking the Delete Selected button. Note that you do not need to delete any unused lines; the system will delete
them as part of the Save process.
Lastly, you can copy one line to create a new line by clicking the Select checkbox and then the Copy Selected
button. You then update the new line with the correct information.
31
Step 3b: Enter Overview Information
On the main page of the TA, enter the following information, adding and/or copying lines as needed:
• Expense Type: Select the expense type from the drop-down menu choices listed.
• Expense Date: Enter the date that the expense will be incurred, or use the calendar icon to select it.
• Amount: Enter the estimated amount to be spent. Note that this field is greyed out for Mileage and Lodging; you will
enter further details in Step 3c.
• Currency: The currency field will default to USD and is “grayed out”. Estimate your expenses in USD .
• Payment Type: Select the method of payment. Clarkson Visa is used if your expense will be paid with your One Card.
Employee Paid is used if you will pay the expense using cash or a personal credit card.
• Billing Type: Billable is used if the expenses will be incurred against a grant (for Fund Codes 375, 378, 394, and 395).
Use Internal for all other expenses
Click the *Detail hyperlink to the right of the first line.
32
Step 3c: Enter Overview Information
On the Authorization Details for each TA line, the system will display the required fields to complete:
• Ticket Number: Used only for Airfare, this field is not required on TAs as the ticket is generally not booked yet.
• Merchant: Enter the name of the Merchant you expect to use.
• Description: Not required for all Expense Types. If required, enter the description of the expected expense.
• Amount: The amount will default from the Details grid page for most Expense Types. Notable exceptions are
Lodging, Mileage, and the three meals. In those cases, fields for Number of Nights and Nightly Rate will be displayed
(for Lodging), Miles (for Mileage), or Number of Days and Daily Amount for meals. Completion of those fields will cause
the system to calculate the Amount.
• Location: If your trip will cover more than one Location, enter the correct location on each line (not shown)
• Location Amount: If you will go over the allowed Per Diem Amount, enter an explanation as to why.
33
Step 3d: Authorization Details for Per Diems
Per Diems have a special requirement – they must have the Location specified. This is because Clarkson
reimburses employees for Per Diems at different rates depending on whether the travel is to a high cost or low
cost location.
The system will use the Location chosen in the Header as a default. You may override Location for an individual
line if needed by using the Authorization Detail page for the Per Diem line item(s).
On any Detail page, click the Accounting Detail hyperlink to view the details for an individual line.
34
Step 3e: View Accounting Details
The system will display the accounting defaults that you entered/updated in step 2b. Note that all fields are “grayed out”
except for GL Account, which can be overridden here if required. To make any other change, you will need to select the
appropriate SpeedChart. Also, you can add more lines to split the expense further, or delete lines. Changes here are not
carried to other lines or back to the defaults – they are only applicable for the individual line that you have updated.
Note that if you know your accounting defaults from step 2b will be applicable for a line, you can skip this step; i.e., you
don’t need to click this icon for every line if you know that your defaults are good.
Click OK to return to the Authorization Detail page, then click the Return to Travel Authorization Entry hyperlink to
proceed.
35
Step 4a: Check for Errors
Once you have added all of your TA lines, and entered the required information for each, click the Check for
Errors button. If any errors are detected, a red flag icon will be shown to the left of the applicable line, as in the
example below.
Please note that you do not have to click the Check for Errors button; you could choose to just save the expense
report instead. The system will check for errors as part of the save function.
Click on the flag icon to be directed to the field with the error.
36
Step 4b: Correct Errors
Once you have clicked the red flag icon, the system
will display the page at the right. The error (s) will be
displayed in red text at the top, and the applicable
fields will be highlighted in red. Note that there is a
hyperlink in the lower left for Accounting Details, if the
errors listed involve that item.
In this example, the Lodging line has three errors.
After any corrections are made, choose from the
following actions:
Check Expense for Errors – click this button to run a
new check. Any new errors will be highlighted.
Return to Travel Authorization Entry – use this
hyperlink to return to the main TA page. From there
you can make other changes, save the expense report,
submit it, etc.
37
Step 5: Save for Later
When your TA is complete and free of
errors, you need to save it and then attach
any supporting documentation, if required.
Click the “Save for Later” button. If any
further errors exist, a red flag icon will be
displayed to the left of the applicable line(s),
just as in step 4. Clear any errors found.
If no errors exist, however, the system will
issue a Authorization ID and save the TA.
“Save for Later” can also be used
throughout the process of adding a
transaction to save your work in
process. This is a good idea to prevent
losing work in case of a power outage, or
if you step away and your computer
“times out”.
Up until the TA is submitted for approvals,
you can save it and go back later to
complete it or make other changes.
38
Step 6: Attach Supporting Documents
Receipts are not required for Travel
Authorizations, however, your manager may
request supporting documentation for your
TA.
Make a note of your Authorization ID in the
upper right corner. The ID will become part
of your receipt filename.
Scan all your documents into a single file,
and save it to either a network drive, or your
local drive..
The naming convention for filenames is
to use the transaction type (ER, CA or
TA), a dash, the Transaction ID (without
the leading zeros), a dash, and your last
name. For example, the receipt filename
for our example to the right would be:
TA-16-Trainer.pdf (or whatever extension is
appropriate for your file).
See Appendix D for details of how to attach
a file.
39
Step 7: Submit for Approval
Note that the Attachments hyperlink
now displays the number of related
attachments.
Once the document (if required) is
attached, you are ready to submit your
TA for approvals.
Click the Submit button. A Save
Confirmation page will be displayed.
Confirm the totals shown, and click the
OK button to finish. Your TA will be
routed to the appropriate approvers.
Please note that once you’ve
submitted your TA, you will not be able
to make changes unless it “sent back”
by an approver.
40
Explanation of Travel Authorization Totals
The Totals section is a summary of the
amounts on the TA, less any Non-Approved
amounts as the TA passes through approvals.
41
Module 4
UPDATING A TRAVEL AUTHORIZATION
Return to Module Map
42
Modifying Travel Authorizations
•
There are only two points at which you can update a Travel Authorization:
– First, before the Travel Auth has been submitted for approval.
If a TA has
been saved (but not submitted), you can update it.
– Second, after the TA has been submitted, and then subsequently “sent
back” by an approver. If a TA is sent back, the approver is required to
add a comment, to provide you with further instructions.
•
Travel Auths that are in the approval workflow process cannot be updated by
the employee. If you become aware of a problem with your TA and need to
update it, contact the appropriate approver and ask that he/she “send back”
the TA. You can then take action.
43
Modifying Travel Auths - Navigation
Navigate to the Modify Travel Authorization page
44
Modifying Travel Auths - Navigation
The default Search By parameter is
Authorization ID. You can search by that, if
you know the Authorization ID, or choose
another parameter for the search.
Alternately, if you leave the field blank and
click Search, the system will list all TAs that
are eligible to be modified. Remember, you
can only update TAs that haven’t been
submitted yet, or have been submitted and
then sent back by an approver.
If you have only one eligible TA, the system
will open it automatically; otherwise, the
system will list the TAs, and you can select
the appropriate one by clicking the
Authorization ID hyperlink.
45
Modifying a Travel Auth
If you are modifying a Travel Authorization that
has been sent back by an approver, you will see
a page like the one shown here. At the top of
the page, in red, you will see ‘Sent Back for
Revision’ and a hyperlink with the approver’s
Comment (click the hyperlink to see the rest of
the comment, if necessary). Take the action
noted in the comment.
If the TA has never been submitted, you will not
see the text and hyperlink in red, nor the Action
History at the bottom of the page.
You can perform any action on the TA that you
could do while creating it; add or delete lines,
change amounts, dates, locations, etc.
Similar to new TAs, you can also Save for Later.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
When finished, be sure to click the Submit
button.
46
Module 5
DELETING A TRAVEL AUTHORIZATION
Return to Module Map
47
Deleting Travel Authorizations – Overview
•
•
•
•
Sometimes a Travel Authorization needs to be deleted from the system. The
TA may be a duplicate of another in the system, the trip is not approved, the
expenses on it may be invalid or disallowed, or there are just so many errors
that it is easier to delete it and begin again.
A Travel Auth can only be deleted provided it is not associated to an expense
report, fully approved, in the approvals process, or successfully budget
checked. Basically, in order to delete a TA it has to either have never been
submitted for approvals, or it has been submitted, but an approver has sent it
back to the employee.
If the TA has been successfully Budget Checked, you must cancel it, not
delete it. This reverses the encumbrance.
Be careful when deleting a TA – the delete action is permanent, and it cannot
be “rescued” if deleted in error.
48
Deleting Travel Auths - Navigation
Navigate to the Delete Travel Authorization page
49
Deleting Travel Auths
For most employees, once you click the Delete hyperlink,
any TAs that can be deleted are listed.
Check the Select box for the TA(s) that you wish to Delete,
and then click the Delete Selected Authorization(s) button.
The Delete Confirmation will be displayed.
Click OK.
50
Deleting Travel Auths
If you are also an Authorized User (proxy)
for another person, you will see the page
shown here instead.
Your employee ID will default into the Empl
ID field. If you are deleting a Travel Auth for
yourself, click Search, and any TAs of yours
that are eligible to be deleted will be listed,
as on the previous slide.
If you are deleting a TA for another person,
click the magnifying glass icon to display a
Look Up page. Select the correct employee
by clicking the hyperlink for his/her
Employee ID. You can then click Search to
list any TAs eligible for deletion.
In either case, follow the instructions on the
previous slide to delete the TA(s) desired.
51
Module 6
VIEWING TRAVEL AUTHORIZATION
STATUS
Return to Module Map
52
Viewing Authorization Status– Overview
•
•
•
•
Once you have submitted a Travel Auth for approvals, you may want to follow its
progress through workflow, or view the details of the TA.
The View Travel Authorization pages will allow you to see where your TA is in the
approval process, what approver(s) have completed their review, what actions
have been taken (approved, sent back), and any comments that were added.
Attached documentation may be viewed and printed.
You can also view any information entered on your TA, such as the header
information, detail line information, and accounting details, to name a few. You
cannot make changes, but you can view all details.
53
Travel Authorization Status - Navigation
Navigate to the View Travel Authorization page
54
Travel Authorization Status - Navigation
Select a Search By parameter (Authorization ID is the default), enter the appropriate information,
and click Search.
Alternately, you can just hit search, and the system will display the TAs to view, as shown at the
right.
Click on the Authorization ID hyperlink to select a TA to view.
55
View Travel Authorization – Approvals
The main reasons that people view their TAs is
to see where they are in the approvals process,
or to view/print the attached documentation.
In this screen print, you can see that the View
page is structured like the Create page. You can
navigate through it just like that page, and all the
tabs, icons and hyperlinks are the same.
To view the attached documentation, click on the
Attachments hyperlink in the upper right.
The main difference is the addition of two
sections at the bottom: Pending Actions and
Action History, which are covered in more detail
on the following slides.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
56
View Travel Authorization – Pending Actions
The Pending Actions section displays exactly where a Travel Auth is in the Approvals process. In this case, you
can see that TA is at the Project Budget Manager stage, and after that stage, it needs to pass through the HR
Supervisor, DOR Approver and Prepay Approver stages before it is fully approved for payment. Once the TA is
fully approved, this section will no longer be visible.
Please note that there may be multiple approvers at each stage. Because of this, in the Name column the
system does not display specific approvers names and shows only the word Pooled, as shown above.
To see what approvers are in the “pool” for the current stage of approvals, run the query
CU_EX_PENDING_TA_APPROVERS.
57
View Travel Authorization – Action History
The Action History section displays exactly what actions have been taken on the TA so far..
As each step is completed, a row will be added to this grid, and eventually, you will see all stages completed.
58
Module 7
CANCELING A TRAVEL AUTHORIZATION
Return to Module Map
59
Canceling a Travel Authorization – Overview
•
•
Travel Authorizations that have been budget checked cannot be deleted – they
must be canceled first in order to reverse the encumbrance, and then they can be
deleted.
Additionally, the Travel Auth must be fully approved and not associated to an
expense report.
60
Cancel Travel Authorization - Navigation
Navigate to the Cancel Travel Authorization page
61
Cancel Travel Authorization - Selection
Approved TAs that have been budget checked will be listed. Check the Select box for the TA(s)
that you wish to cancel, and click the Cancel Selected Travel Authorization(s) button. A Save
Confirmation will be displayed
62
Module 8
CREATING A CASH ADVANCE
Return to Module Map
63
Creating Cash Advances – Process Overview
There are essentially two steps to creating a Cash Advance (CA) :
– entering general travel and expense information (the header information)
– entering the detailed cash advance line (s)
64
Creating Cash Advances – Process Flow
The basic process for creating a Cash
Advance is shown here. The following
slides will demonstrate each step in
detail.
65
Creating Cash Advances- Navigation
Navigate to the Create Cash Advance page
66
Step 1: Begin New Cash Advance
For most employees, once
you click the Create hyperlink,
this Create Cash Advance
Report page will be displayed.
67
Step 1: Begin New Cash Advance
If you are also an Authorized User (proxy) for another person, you will see the page shown
here instead.
Your employee ID will default into the “Empl ID” field. If you are creating a TA for yourself,
click “Add” and continue to the Create Travel Authorization page shown on the next slide.
If you are creating a TA for another person, click the magnifying glass icon to display a Look
Up page. Select the correct employee by clicking the hyperlink for his/her Employee ID.
You can then click the Add button to open the Create Travel Authorization page.
68
Step 1: Begin New Cash Advance
The Create Cash Advance
Report page is your “home
base” for all fields that must be
completed.
There is a User Defaults
hyperlink available that opens
your User Profile on the User
Defaults page.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
69
Step 2: Enter Header Information
The CA header is also known as the General Information section. Here is where you enter information
about the Cash Advance. Fields marked with an asterisk (*) are required.
• *Description: Enter a descriptive reason for the Cash Advance
• *Business Purpose: Select the best choice from the drop down menu.
• Comment: This is not a required field; however, it is Clarkson’s policy that a full reason for the trip or
expenditure should be entered in this field.
• Reference: Put the Travel Authorization number in this field.
70
Step 3: Enter CA Line Information
The Details grid is where you enter your detailed request. The grid has multiple fields for the pieces of
information needed; the required fields are marked with an asterisk (*).
•
•
•
•
Source: Select Clarkson Payment; the Adjustment Advance is used only by the PrePay Reviewer(s).
Description: Enter a description.
Amount: Enter the amount requested.
Apply Tax: Not applicable at Clarkson.
You can add more lines if desired, but since you cannot change any of the accounting distribution
information, there is no need.
71
Step 4: Save for Later
There is no requirement to attach any
documents to a Cash Advance, so
Save for Later is only needed to save
your work in progress, This is a good
way to prevent losing work in case of
a power outage, or if you step away
and your computer “times out.”
Up until the CA is submitted for
approvals, you can save it and go
back later to complete it or make other
changes.
72
Step 5: Submit for Approval
Click the Submit button. A Save
Confirmation page will be displayed.
Confirm the totals shown, and click
the OK button to finish. Your CA will
be routed to the appropriate
approvers.
Please note that once you’ve
submitted your CA, you will not be
able to make changes unless the
expense report is “sent back” by an
approver.
73
Module 9
UPDATING A CASH ADVANCE
Return to Module Map
74
Modifying Cash Advances
•
There are only two points at which you can update a Cash Advance:
– First, before the CA has been submitted for approval.
If a CA has been
saved (but not submitted), you can update it.
– Second, after the CA has been submitted, and then subsequently “sent
back” by an approver. If a CA is sent back, the approver is required to
add a comment, to provide you with further instructions.
•
Cash Advances that are in the approval workflow process cannot be updated
by the employee. If you become aware of a problem with your CA and need
to update it, contact the appropriate approver and ask that he/she “send back”
the CA. You can then take action.
75
Modifying Cash Advances - Navigation
Navigate to the Modify Cash Advance page
76
Modifying Cash Advances - Navigation
The default Search By parameter is Advance
ID. You can search by that, if you know the
Advance ID, or choose another parameter for
the search.
Alternately, if you leave the field blank and
click Search, the system will list all CAs that
are eligible to be modified. Remember, you
can only update CAs that haven’t been
submitted yet, or have been submitted and
then sent back by an approver.
If you have only one eligible CA, the system
will open it automatically; otherwise, the
system will list the CAs, and you can select
the appropriate one by clicking the Advance
ID hyperlink.
77
Modifying a Cash Advance
If you are modifying a Cash Advance that has
been sent back by an approver, you will see a
page like the one shown here. At the top of the
page, in red, you will see ‘Sent Back for
Revision’ and a hyperlink with the approver’s
Comment (click the hyperlink to see the rest of
the comment, if necessary). Take the action
noted in the comment.
If the CA has never been submitted, you will not
see the text and hyperlink in red, nor the Action
History at the bottom of the page.
You can perform any action on the CA that you
could do while creating it; add or delete lines,
change amounts, etc.
Similar to new CAs, you can also Save for
Later.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
When finished, be sure to click the Submit
button.
78
Module 10
DELETING A CASH ADVANCE
Return to Module Map
79
Deleting Cash Advances – Overview
•
•
•
Sometimes a Cash Advance needs to be deleted from the system.
A Cash Advance can only be deleted provided it is not paid, selected for
payment, fully approved, or in the approvals process. Basically, in order to
delete a CA it has to either have never been submitted for approvals, or it has
been submitted, but an approver has sent it back to the employee.
Be careful when deleting a CA – the delete action is permanent, and the Cash
Advance cannot be “rescued” if deleted in error.
80
Deleting Cash Advances - Navigation
Navigate to the Delete Cash Advance page
81
Deleting Cash Advances
For most employees, once you click the Delete hyperlink,
any CAs that can be deleted are listed.
Check the Select box for the CA(s) that you wish to
Delete, and then click the Delete Selected Advance(s)
button.
The Delete Confirmation will be displayed.
Click OK.
82
Deleting Cash Advances
If you are also an Authorized User (proxy)
for another person, you will see the page
shown here instead.
Your employee ID will default into the Empl
ID field. If you are deleting a Cash Advance
for yourself, click Search, and any CAs of
yours that are eligible to be deleted will be
listed, as on the previous slide.
If you are deleting a CA for another person,
click the magnifying glass icon to display a
Look Up page. Select the correct employee
by clicking the hyperlink for his/her
Employee ID. You can then click Search to
list any CAs eligible for deletion.
In either case, follow the instructions on the
previous slide to delete the CA(s) desired.
83
Module 11
VIEWING CASH ADVANCE STATUS
Return to Module Map
84
Viewing Cash Advance Status– Overview
•
•
•
Once you have submitted a Cash Advance for approvals, you may want to follow
its progress through workflow, or view the details of the CA.
The View Cash Advance pages will allow you to see where your CA is in the
approval process, what approver(s) have completed their review, what actions
have been taken (approved, sent back), and any comments that were added.
You can also view any information entered on your CA, such as the header
information, or line information. You cannot make changes, but you can view all
details.
85
Cash Advance Status - Navigation
Navigate to the View Cash Advance page
86
Cash Advance Status - Navigation
Select a Search By parameter (Advance ID is the default), enter the appropriate information, and
click Search.
Alternately, you can just hit search, and the system will display the CAs to view, as shown at the
right.
Click on theAdvance ID hyperlink to select a CA to view.
87
View Cash Advance – Approvals
The main reasons that people view their
CAs is to see where they are in the
approvals process.
In this screen print, you can see that the
View page is structured like the Create
page. You can navigate through it just like
that page, and all the tabs, icons and
hyperlinks are the same.
The main difference is the addition of two
sections at the bottom: Pending Actions
and Action History, which are covered in
more detail on the following slides.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
88
View Cash Advance – Pending Actions
The Pending Actions section displays exactly where a Cash Advance is in the Approvals process. In this case,
you can see that CA is at the PrePay Approver stage, and after that stage, it will be fully approved. Once the CA
is fully approved, this section will no longer be visible.
As an FYI, Cash Advances under $10,000 are only approved by the PrePay Auditor. Advances over $10,000
have an additional approver. There is only one approver (generally) because CAs will be associated to a Travel
Authorization via a modification to the system.
Please note that there may be multiple approvers at each stage. Because of this, in the Name column the
system does not display specific approvers names and shows only the word Pooled, as shown at the PrePay
Approver stage above.
To see what approvers are in the “pool” for the current stage of approvals, run the query
CU_EX_PENDING_CA_APPROVERS.
89
View Cash Advance – Action History
The Action History section displays exactly what actions have been taken on the CA so far.
As each approval step is completed, a row will be added to this grid, and eventually you will see all stages completed.
90
Module 12
CREATING AN EXPENSE REPORT
Return to Module Map
91
Creating Expense Reports – Process Overview
•
There are essentially three steps to creating an Expense Report:
–
–
–
•
•
entering general travel and expense information (the header information),
entering the detailed expense line (s),
attaching receipts.
The detailed expense lines are entered for various types of expenses, such as airfare,
lodging, meals, and mileage. Each line will require you to enter the date the expense
was incurred and an amount (or number of miles if a mileage expense type is used).
You may also need to enter a description, the name of the merchant, the currency (if
other than your base currency) and other information as required. If the item was
purchased on your One Card, then you will be able to pull all this information from your
‘My Wallet’ functionality. For Per Diems, you will need to indicate your location, and
also if any meals were not taken.
Expense reports will also require receipts to be attached to the online document. You
must obtain and submit receipts for all expenses over $75. Documents must be
scanned into an electronic file and then attached to the expense report. The scanned
and attached receipts are then available for review by Expense Report Approvers,
accountants and managers as needed.
92
Creating Expense Reports – Process Flow
The basic process for creating an Expense Report is shown.
The following slides will demonstrate each step in detail.
93
Creating Expense Reports- Navigation
Navigate to the Create Expense Report page
94
Step 1: Begin New Expense Report
For most employees, once
you click the Create
hyperlink, this Create
Expense Report page will
be displayed.
95
Step 1: Begin New Expense Report
If you are also an Authorized User (proxy) for another person, you will see the page
shown here instead.
Your employee ID will default into the “Empl ID” field. If you are creating an Expense
Report for yourself, click “Add” and continue to the Create Expense Report page shown
on the next slide.
If you are creating an Expense Report for another person, click the magnifying glass
icon to display a Look Up page. Select the correct employee by clicking the hyperlink
for his/her Employee ID. You can then click the Add button to open the Create Expense
Report page.
96
Step 1: Begin New Expense Report
The Create Expense Report page is your
“home base” for all fields that must be
completed.
There is a User Defaults hyperlink available
that opens your User Profile on the User
Defaults page.
Also, you can use the Quick Start option to
choose an entry method:
• Blank Report – lets you start with a blank
report. If you updated your User Defaults
(Appendix A), those defaults would appear.
• Template – lets you start with a User
Template (Appendix B).
• Travel Authorization – if you have an
approved TA, you could start with it, but if
you have any One Card transactions, don’t.
• Existing Report – lets you copy an
existing expense report, which you can then
update as needed.
• Entries from My Wallet – if you used the
University’s One Card, you can select this
option to pull in the transactions.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
97
Step 1: Begin New Expense Report-Continued
Which is the best Start Option? That depends on your personal preferences, to some extent.
• The ‘Blank Report’ option lets you start with a blank report, and if you updated your User Defaults
(Appendix A), those defaults would appear. You can choose to associate a Travel Authorization
and/or select credit card transactions as part of expense report creation, if appropriate. This can be
a good option if you have a bunch of out-of-pocket transactions, also.
• The ‘Template’ option lets you start with a User Template, but if you have credit card transactions,
this option isn’t helpful because the rows on your template won’t interact with your credit card
transactions.
• The ‘Travel Authorization’ option lets you use an approved TA (if one exists) as a start. However, if
you have an approved TA and credit card transactions, you must choose one or the other, or you
could have multiple rows for the same item. For example, a row for airfare created from the TA, and
a row for the same airfare created from the credit card transaction.
• The ‘Existing Report’ option lets you copy an existing expense report, which you can then update as
needed. Similarly to the ‘Template’ option, rows from an existing ER don’t interact with new credit
card transactions, so this isn’t a good choice if most of your transactions are credit card ones.
• The ‘Entries from My Wallet’ option is a good choice if most of your transactions are on the One
Card.
For the purpose of this course, start with ‘Entries from My Wallet’. After go-live, if
you have no credit card transactions, start with Step 3, and continue from Step 5.
98
Step 2a: Add Card Charges from My Wallet
All of your pending card charges will be shown, with the
following information:
• Date: The date the expense was incurred.
• Expense Type: The system will select an Expense
Type based on the Merchant Category Code that the
merchant supplies. This may or may not be correct, so
be sure to verify the selected Expense Type. See Step 2b
if the Expense Type assigned is NOT correct at all, if the
expense is a personal one, or if the expense is a meal that
comes within your Per Diem for the day.
• Merchant: The Merchant name as supplied on the
credit card file.
• Amount and Currency Code: The amount in US
Dollars, even if you incurred the expense in a foreign
currency.
• Personal Expense: As of 4/30/13, this checkbox does
not work the way it should; it should be “grayed out” and
unavailable for use. PeopleSoft is aware of the issue, and
is working on a solution. For now, ignore this box.
Check the Select box(es) for the charges that related to
the current expense report.
Click Done to proceed.
99
Step 2b: Correcting Expense Type
If the Expense Type selected by the system is not correct, you must correct it in My Wallet. This can
be caused by any one of several issues:
• The system assigns the Expense Type based on the code on the credit card transaction. It is
impossible to perfectly map all the codes to Expense Types in the system, so sometimes you must
select a different Expense Type.
• The item may have been a Personal expense, and is not reimbursable by Clarkson.
• The item is a meal that you paid for on the One Card, but is not reimbursable to you because you
are taking a Per Diem for the day.
Please note that Personal expenses may appear as either an individual charge, as part of a larger
purchase (where most of the purchased items are business-related, but one or more are Personal), or
as part of a hotel charge (such as a movie on your hotel bill).
100
Step 2b: Correcting Expense Type (con’t)
How you correct an expense type varies depending on how the charge reaches your My Wallet:
• If it is an individual line that is wrong, you will correct it from the My Wallet functionality; essentially
just changing the incorrect code to the correct code.
• If the item is a Personal expense, or is a meal charged to the One Card on a Per Diem day, you
will correct this within the My Wallet functionality as well.
• Individual charges that need to split into multiple expense lines (so that you can have more than
one Expense Type for a single purchase), or Personal items charged to a hotel bill, will be addressed
on Steps 4e and 4i, respectively.
101
Step 2b: Correcting Expense Type (con’t)
In this example, there is a Miscellaneous charge
for $73.38 at ExxonMobil (at right). This charge is
actually for fuel for a rental car, and needs to be
corrected.
•Click the Expense Type hyperlink (Miscellaneous)
102
Step 2b: Correcting Expense Type (con’t)
The My Wallet Detail page will
be displayed. Select the
correct Expense Type from the
drop down list – in this
example, Rental Car and Fuel
Costs.
Click the Return to My Wallet
hyperlink in the lower left.
103
Step 2b: Correcting Expense Type (con’t)
Note that the Expense Type is now
correct.
Follow the same steps to mark an
individual charge as Personal, by
selecting the Personal Charge expense
type. Please remember that there is a
bug in the system, and the Personal
Expense checkboxes do not work
correctly. PeopleSoft is working on a fix.
104
Step 2c: Add Card Charges from My Wallet
Once you have corrected any rows with incorrect
Expense Types, select the charges applicable to
the current Expense Report by checking the
Select checkbox(es) on the left.
Click Done to proceed.
105
Step 3a: Enter Header Information
No matter which method you use to start your expense report, you must either enter Header
information, or update the default values. The expense report header is also known as the General
Information section. Here is where you enter information about the trip and set the default
accounting information. Fields marked with an asterisk (*) are required.
• *Description: Enter a descriptive reason for the trip.
• *Business Purpose: Select the best choice from the drop down menu.
• *Default Location: Select the primary location of your trip. You can override this on individual
expense report lines if necessary.
• Comment: This is not a PeopleSoft required field; however, Clarkson policy is that if you choose
“Other” as the Business Purpose, you should put a comment in this field. This field can also be used
to include any additional information that would be helpful for managers or approvers
• Reference: Not required at Clarkson for Expense Reports
Lastly, click the Accounting Defaults hyperlink.
106
Step 3b: Header Information-Accounting Default
Note that the Accounting Defaults specified here will be applicable for each expense report line added.
They are grayed out, and cannot be updated individually. You can, however, select a SpeedChart, which
will update the chartfields as appropriate.
You can also choose to split your expenses among two or more accounting lines. For example, if a trip
should be charged 50% to one SpeedChart and 50% to another, click the Add ChartField Line button to
insert more lines. In the % column of the grid, identify what percentage of the expense should be charged
to each accounting combination. The total % of all lines must equal 100%.
Click the OK button to continue.
107
Step 4a: Update Credit Card Lines - Overview
Once the card charges are pulled into the expense report, you will need to review each line and make changes as needed.
Common changes needed are shown on the next several slides.
Overview tab:
• Expense Type – The system applies the expense type when the credit card file is loaded. It is based on the MCC code
supplied by the merchant, which may not always adequately describe the expense. For example, you might purchase food
at a gas station. In that case, the MCC code for that merchant would indicate Gas, although that wouldn’t be the best
Expense Type for the expenditure. Please Note: You cannot change the Expense Type for a Credit Card transaction
at this point; you must make the change in My Wallet.
• Billing Type – You will need to select a Billing Type, as it cannot be obtained from the credit card transaction. If you
use the ‘Personal Expense’ Expense Type, then the Billing Type should be Internal.
• To review the accounting entries for a line, click the
Accounting Detail icon.
108
Step 4b: Update Credit Card Lines – Accounting
Details
The system will display the accounting defaults that you entered/updated in step 3b. Note that all fields are “grayed out”
except for GL Account, which can be overridden here if required. To make any other change, you will need to select the
appropriate SpeedChart. Also, you can add more lines to split the expense further, or delete lines. Changes here are not
carried to other lines or back to the defaults – they are only applicable for the individual line that you have updated.
Note that if you know your accounting defaults from step 3b will be applicable for a line, you can skip this step; i.e., you
don’t need to click this icon for every line if you know that your defaults are good.
Click OK to continue.
109
Step 4c: Update Credit Card Lines - Attendees
The system will display the Attendees icon
if the Expense Type requires them to be listed (such as meals and
entertainment expenses). Click the icon to display the page.
110
Step 4c: Update Credit Card Lines - Attendees
The system will display your name and Clarkson University on the first row. Use the Add or Remove
icons on the right to add or delete any attendees.
Neither Company nor Title are required.
Additionally, if you purchased the meal, but not attend or participate, you can list the actual Attendees and
remove yourself.
111
Step 4d: Update Credit Card Lines - Detail
Detail tab:
• Description – You will need to enter a description for most expenses. Notable exceptions are Lodging
and Per Diem.
• Non-Reimb – This functionality is not currently working, and has been reported to PeopleSoft. For
now, this box will be “grayed out” on your expense reports.
• No Receipt – If you don’t have a receipt for the item, and it is over $75, check this box. After checking
for errors, or at Save or Submit, you will be prompted to enter a reason for the missing receipt.
• Split Receipt – If a single charge contains items that should be charged to different Expense Types,
then click the Split Receipt icon
to the right of the applicable line.
112
Step 4e: Update Credit Card Lines – Split
Receipt
A single receipt can contain multiple
items that require more than one
expense report line. In this example,
there is a single charge from Enterprise
Rental Car, but it needs to be split
between Rental Car and Tolls.
Once you have clicked the Split
Receipt icon, this page will be
displayed. The original charge amount
and Expense Type will be the lone row
in the Current Expenses on Receipt
section on the right.
To split this receipt, select an Expense
Type from the list and click the Split
button. For this example, we will pick
Parking and Tolls.
NOTE: A single receipt can also
contain Personal charges mixed with
business charges. Indicate the
Personal charges by choosing the
‘Personal Charges (reimburse CU)’
Expense Type.
113
Step 4e: Update Credit Card Lines – Split
Receipt
A second row will have been added to
the Current Expenses on Receipt
section. Feel free to repeat that step to
add more rows if needed.
To update any of the new rows, click on
its Expense Type hyperlink.
114
Step 4e: Update Credit Card Lines – Split
Receipt
Enter the Amount Spent and click the
Update button. The system will reduce
the value of the original receipt row as
well as the totals.
If you added more than one new row,
update each as appropriate.
Click the Done button when finished
and ready to proceed.
115
Step 4e: Update Credit Card Lines – Split
Receipt
Note that when the system returns to
the Details grid, the single receipt has
been split into two (or more) rows.
116
Step 4f: Update Credit Card Lines - Location
Location tab:
•
Location – For One Card charges, the system will import the Location, but it will not display here.
117
Step 4g: Update Credit Card Lines - Merchant
Merchant tab:
• Non-Preferred Merchant – The Merchant from the credit card file will be displayed here. The field is grayed out, so no
changes can be made.
118
Step 4h: Update Credit Card Lines – Air/Hotel
Air/Hotel tab:
• Ticket Number – If the merchant supplies the ticket number in the credit card file, it will be displayed here. If it is not,
you will need to enter it manually.
• Nbr of Nights – If the merchant supplies the number of nights stayed, it will be displayed here. If it is not, you will need
to enter it manually.
• Hotel Wizard – Click the Hotel Wizard icon
to split the hotel receipt into its various charges, such as room, meals,
laundry, etc.
119
Step 4i: Update Credit Card Lines – Hotel
Wizard
Hotel bills often include more than just the room charge
and tax; items such as Room Service, Laundry,
Parking, etc. Additionally, some charges on a hotel bill
may be Personal, and must be marked as such.
Once you have clicked the Hotel Wizard icon, the
Itemize Hotel Bill page will be displayed, and the
General Hotel Bill Information section will display the bill
information imported from the credit card bill.
The first step to splitting the hotel bill is to check the
appropriate boxes in the ‘Charges Incurred on This Bill’
section at the lower left. If you have Personal charges
on the hotel bill, they must be marked Personal, which
is not an option in the Charges Incurred section. In that
case, check Misc Charges, and then you will change
the Expense Type to Personal when you get to that
page of the wizard. This includes any meals taken
on a day when you also claim Per Diem.
Also, meals purchased in a hotel restaurant and
charged to your hotel bill should be marked as Room
Service.
Once you have checked the appropriate boxes, click
Continue. For this example, we have checked Room
Charge, Room Service, Parking and Misc Charges.
120
Step 4i: Update Credit Card Lines – Hotel
Wizard
Notice the icons at the top of the page. The icons
related to your choices in the ‘Charges Incurred on This
Bill” section will become active, and can be used to
navigate between parts of the Hotel Wizard.
The charge types you checked in the prior step are
listed in the Your Hotel Bill section at the right: Room
Charge (which includes Room Tax), Room Service,
Parking and Misc Charges. As you complete each
charge split, this section will be updated until your entire
bill is accounted for.
The number of nights from the credit card charge will
be displayed. If you paid the same rate every night,
accept that default and enter the Room Rate and Room
Tax. If, however, you paid more than one rate, you can
detail that by using the Add Room Charge button. In
that way, you could show 2 nights at one rate and a 3 rd
night at a different rate. This scenario is shown in the
example at right.
TIP: Click the item’s hyperlink to update
the totals.
After detailing the room and tax, note that you have a
balance of $70.89.
When complete, click the Continue button.
121
Step 4i: Update Credit Card Lines – Hotel
Wizard
The next set of charges is for Room Service, which will
include your room service meals, as well as meals
taken in a hotel restaurant.
For room service charges, specify the Meal Type and
Amount for each charge. You can add more rows by
clicking the Add Room Service Charge button.
Remember that if you are taking Per Diem for a day,
your individual meals must be marked as Personal.
That must be done using the Misc Charge function of
the Hotel Wizard.
Note that after detailing the room service charge(s), you
have a balance of $20.89.
When complete, click the Continue button.
122
Step 4i: Update Credit Card Lines – Hotel
Wizard
The next set of charges is for Parking.
Enter the Parking charge. You can add more rows if
needed..
Note that after detailing the Parking charge(s), you
have a balance of $7.89.
When complete, click the Continue button.
123
Step 4i: Update Credit Card Lines – Hotel
Wizard
The final set of charges for this example is for Misc
Charges.
Enter any item not covered by the other categories,
such as Personal charges, or other miscellaneous
travel expense items. Add more rows if needed.
Note that after detailing the Personal charge, you have
a balance of $0.
When complete, click the Continue button.
124
Step 4i: Update Credit Card Lines – Hotel
Wizard
Once all items have been split, you should see the
screen at right. Congratulations!
If you still have a Remaining balance, use the Previous
button to navigate back and make any corrections, or
click the appropriate icon in the upper left.
Once you have successfully completed your hotel split,
click the Done button to finish.
125
We Feel Your Pain!
When you get to this point, don’t shoot!
Please call the Service Center or Controller’s Office.
126
Step 4i: Update Credit Card Lines – Hotel
Wizard
Once you hit the Done button, the system
will return to the Details grid. Note that the
single hotel charge has now been split into
its various individual charges.
127
Step 4j: Update Credit Card Lines - Mileage
Mileage tab:
Mileage charges cannot be incurred on the One Card, therefore no entries are needed on
the Mileage tab for credit card lines.
128
Step 4k: Update Credit Card Lines – Per Diem
Per Diem tab:
Per Diem charges cannot be incurred on the One Card, therefore no entries are needed on
the Per Diem tab for credit card lines.
129
Step 4l: Update Credit Card Lines - Currency
Currency tab:
For credit card charges, the system will load the both the Transaction Currency, as well as the Reimburse Amt, and will
calculate the effective currency exchange rate. All these fields are “grayed out”, so you will not need to make any entries on
the Currency tab.
Click the Overview tab to continue.
130
Step 5: Add Out of Pocket Expenses
At this point, your credit card charges are
complete. If you have no out-of-pocket
expenditures, proceed with Step 7.
If, however, you have any out-of-pocket
charges, you may add them to your expense
report at this time.
131
Step 5a: Add a New Expense – Single Row
To add one or more new lines, your options are
to either copy from an existing line, or add an
entirely new line or lines.
Click the drop-down in the lower right. There
are three options:
• Expenses from My Wallet – select this
option to add more My Wallet entries to your
expense report.
• Multiple Expenses – select this option to
access a page where you can select multiple
Expense Types and add them as new rows.
• New Expense – select this option to add a
single new expense line.
Select New Expense and click Add.
132
Step 5a: Add a New Expense – Single Row
A new row will be added at the bottom of the
grid. You may then complete the data entry for
the row as needed, following from Step 6.
133
Step 5b: Add a New Expense – Multiple Rows
To add Multiple Rows, choose that option in the
drop-down, and click Add
134
Step 5b: Add a New Expense – Multiple Rows
The page at right will be displayed. Update the date
range as appropriate for your dates of travel or
expenditure. Then go through the list of Expense
Types and select the ones you want to add.
For each Expense Type, you can choose to either
add it for All Days, or for One Day.
In this example, we will add Per Diem for All Days
and Mileage for One Day.
When complete, click the Continue button.
135
Step 5b: Add a New Expense – Multiple Rows
The system will add the requested new rows
at the bottom of the grid. You can then
update the rows as required, as shown in
Step 6..
136
Step 5c: Add a New Expense – Entries from My
Wallet
You can also choose to add more
transactions from your wallet. Choose that
option and click add to view your wallet, and
proceed as previously shown in Step 2.
137
Step 5d: Add a New Expense – Copy
The last option is to Copy any other line(s) on
your expense report. To use this function:
• Click the Select checkbox(es) for the lines
you wish to copy from.
• Click the Copy Selected button.
The system will then create new rows with
the data from the originals, and you update
as needed to match the details of the new
expense.
138
Step 6a: Update Out of Pocket- Overview
The Overview tab
When entering out of pocket items, complete fields as follows;
• Expense Date – enter the date that the expense was incurred.
• Amount Spent – enter the amount in US Dollars. This will be grayed out for items like Mileage,
because you will enter the number of miles on the Mileage tab and the system will calculate the
amount due.
• Currency – do not change.
• Payment Type – One Card charges can be interfaced from your wallet, so all out of pocket
charges should be marked as Employee Paid.
• Accounting Detail icon – if you need to charge the item to a different chartfield in your Accounting
Defaults, click the Accounting Details icon and proceed as shown in Step 4b.
• Attendees icon (not shown above) – if you need to indicate Attendees for a meal or
entertainment, click the Attendees icon and proceed as shown in Step 4c.
139
Step 6b: Update Out of Pocket- Detail
Detail tab
Most expense types require a Description to be entered, for the reason that the expense was incurred. For
airfare, train, mileage or other transportation types, note where you travelled from and to. The Non-Reimb
checkbox is not applicable for any Clarkson expenses. Do not use it.
The No Receipt checkbox is used to indicate that you do not have a receipt for a specific expense over $75. If
you check this box, you will be prompted to enter a reason why the receipt is missing, after you Check for Errors
or Save..
Lastly, the Receipt Split icon
of-pocket expenses.
is used on credit card charges. See Steps 4d and 4e. It is not used for out-
140
Step 6c: Update Out of Pocket- Location
Location tab
Some expense types require Location information to be entered. Since a Default Location is required in the
Header Information, if the expense type you are using requires a Location, the location you entered in the
Default Location field will be displayed here. You can change it if necessary.
In this example, Location is a required field for the Per Diem Expense Type. When the lines were added, the
system used FL – Orlando as the Location, because this is what was entered in the Default Location field of the
header.
141
Step 6d: Update Out of Pocket- Merchant
Merchant tab
With a few exceptions, such as Mileage and Per Diems, all expense lines will require you to enter a Merchant.
Please note that Clarkson is not using Preferred Merchants at this time.
For consistency sake, please enter merchant names in ALL CAPS.
142
Step 6e: Update Out of Pocket- Air/Hotel
Air/Hotel tab
Airline tickets and hotel charges have an additional information requirement. For airline tickets, you must
enter the Ticket Number on the Air/Hotel tab, and for hotel stays, you must enter the number of nights stayed
at the hotel.
143
Step 6f: Update Out of Pocket- Mileage
Mileage tab:
Employees are reimbursed for mileage at a flat rate. When creating your expense report, select the Mileage
expense type. You will need to enter the number of miles driven on the Mileage tab of the Details grid. Please
note that the distance must be entered in whole miles.
The system is capable of using the effective date for the mileage rate; therefore, it is important to use the correct
date when entering your mileage. For example, if the mileage rate was $.50 per mile until 12/31/2011, and then
changed to $.60 per mile as of 1/1/2012, the system will base your rate on the date you entered for the expense
line. If the mileage was incurred on 12/15/2011, you will be reimbursed at the $.50 rate.
Because the system can calculate mileage changes for different dates, please create a separate line for each day
that you incur mileage expense.
144
Step 6g: Update Out of Pocket- Per Diem
Per Diem tab:
Clarkson employees that use a Per Diem can adjust the amount of the Per Diem for meals that are either not
taken, or paid by someone else. On the Per Diem tab, do not change the Start Time or End Time.
If any meals were not allowable, click the Per Diem Deductions icon
Reasons that a meal may not be allowable include:
to the right of the Per Diem line(s).
• Another person paid for the meal.
• The meal was provided as part of another expense, such as free breakfast at a hotel or lunch during a
conference.
• You were not traveling during the meal time; for example, you left on your trip at 1:00 pm, so don’t get
breakfast
• You paid for a meal as part of a group meal.
145
Step 6g: Update Out of Pocket- Per Diem
On the Per Diem Deductions page, check the Deduction Flag for any meal for which you are not entitled to
payment. The system will deduct the specified percentage from your Per Diem, and reimburse the difference to
you.
These could include meals paid for by a co-worker, meals provided at a conference, as well as meals that you
charged to your One Card.
Click OK when finished.
146
Step 6g: Update Out of Pocket- Per Diem
Back on the Per Diem tab, click the Recalculate icon
for the line to show your reimbursement amount.
147
Step 6h: Update Out of Pocket- Currency
Currency tab
Clarkson does not maintain daily currency exchange rates in PeopleSoft, so if you incur an out-of-pocket
expense, enter it in US Dollars on your expense report. You can attach any supporting exchange rate
documentation to your expense report.
Credit card charges will be interfaced with the correct US Dollar value and exchange rate..
148
Step 7a: Apply Cash Advance(s)
Once your expense report lines have been added, you can apply any cash advances you may have received
against the expense report. To do this, click the Apply Cash Advances hyperlink.
149
Step 7b: Apply Cash Advance(s)
The Apply Cash Advance(s) page will be displayed. To add an advance, click the Search button in the Advance
ID field.
150
Step 7c: Apply Cash Advance(s)
The Look Up Advance ID pop-up box will be
displayed, listing any and all outstanding cash
advances you have. These could include:
• Cash Advances you requested in advance of a
trip
• Any Cash Advances converted from the previous
expenses system
• Any Cash Advances for Personal Charges that
have been created by the Prepay Auditors. The
expense report number will be noted.
To select a cash advance, click it’s Advance ID
hyperlink.
151
Step 7d: Apply Cash Advance(s)
The selected advance will be added to the Apply page. Note that the Total Applied field is active, and can be
updated. You can add all of the cash advance by leaving this field alone, or you can apply less than the total
amount.
Click the Add Cash Advance button to repeat steps 7b and 7C for an other advance. You can apply multiple
advances against an single expense report.
Note that the sum of all applied amounts cannot exceed the Total Due Employee.
When finished, click the OK button to continue.
152
Step 8a: Associate Travel Authorization
Once your expense report lines have been added, you can associate a Travel
Authorization, if applicable. To do so, click the drop-down for More Options
and select Associate Travel Authorization.
Click the GO button to continue.
153
Step 8b: Associate Travel Authorization
The system will list all of your available
Travel Authorizations. Click the Select
button next to the applicable TA.
Note that you can click the Travel Auth
Description hyperlink to see more details
about the TA if desired.
154
Step 9a: Check for Errors
Once you have added all of your expense lines and entered the required information for each, click the Check for
Errors button. If any errors are detected, a red flag icon will be shown to the left of the applicable line.
Please note that you do not have to click the Check for Errors button; you could choose to just save the expense
report instead. The system will check for errors as part of the save function.
Click on the flag icon to be directed to the field with the error.
155
Step 9b: Correct Errors
Once you have clicked the red flag icon, the system
will display the page at the right. The error (s) will be
displayed in red text at the top, and the applicable
fields will be highlighted in red. Note that there is a
hyperlink in the lower left for Accounting Details, if the
errors listed involve that item.
In this example, the Mileage line has two errors: the
Miles are missing, and the Amount Spent wasn’t
calculated because of that.
After any corrections are made, choose from the
following actions:
Check Expense for Errors – click this button to run a
new check. Any new errors will be highlighted.
Previous Expense/Next Expense – use these
buttons to navigate to this same page for the other
expense report lines.
Return to Expense Report – use this hyperlink to
return to the main expense report page. From there
you can make other changes, save the expense
report, submit it, etc.
156
Step 10: Save for Later
When your expense report is complete and
free of errors, you need to save it and then
attach your receipts.
Click the “Save for Later” button. If any
errors exist, a red flag icon will be
displayed to the left of the applicable
line(s), just as in Step 9a. Clear any errors
found.
If no errors exist, however, the system will
issue a Report ID and save the expense
report.
“Save for Later” can also be used
throughout the process of adding an
Expense Report to save your work in
process. This is a good idea to prevent
losing work in case of a power outage,
or if you step away and your computer
“times out”.
Up until the expense report is submitted for
approvals, you can save it and go back
later to complete it or make other changes.
157
Step 11: Attach Receipts
Once the expense report has been
saved, you need to attach your receipts.
Make a note of your Expense Report ID
from the upper right corner. The ID will
become part of your receipt filename.
Scan your receipts into a single file, and
save it to either a network drive, or your
local drive, depending on your local
requirements.
The naming convention for filenames
is to use the transaction type (ER, CA
or TA), a dash, the Transaction ID
(without the leading zeros), a dash,
and your last name. For example, the
receipt filename for our example to the
right would be:
ER-79-Trainer.pdf (or whatever extension
is appropriate for your file)
See Appendix D for details.
158
Step 12: Submit for Approval
Once the document (if required) is
attached, you are ready to submit your
ER for approvals.
Click the Submit button. A Save
Confirmation page will be displayed.
Confirm the totals shown, and click the
OK button to finish. Your ER will be
routed to the appropriate approvers.
Please note that once you’ve
submitted your ER, you will not be able
to make changes unless the expense
report is “sent back” by an approver.
159
Explanation of Expense Report Totals
The Expense Report Totals section is a summary of the amounts on the expense report. Vendor Credits and Due
Vendor amounts are not applicable at Clarkson. The other amounts are:
• Employee Expenses – this is the sum of all expenses on the report, whether paid on the One Card or by the
employee
• Non-Reimbursable – this is the sum of all Personal charges from the One Card. Note that this functionality does
not currently work properly, so the amount in this section will be wrong
• Prepaid Expenses – this is the sum of all expenses on the One Card, and are not reimbursed to the employee
• Employee Credits – any credits on the expense report are shown here
• Cash Advance Applied – this is the total of all cash advances applied
• Due Employee – the amount due to the employee
Using our training expense report as an example, the total of all items on the expense report is $2,128.27, of which
$1,956.57 was charged to the One Card. The employee paid for some items for a total of $171.70, but since the
employee had a cash advance of $200, the amount due the employee is $0. Note that $38.30 of the cash advance
remains to be applied (not shown above)
You can click the Definition of Total hyperlink at any time to see this information again.
160
Module 13
UPDATING AN EXPENSE REPORT
Return to Module Map
161
Modifying Expense Reports
•
There are only two points at which you can update an Expense Report.
– First, before the expense report has been submitted for approval.
If an
Expense Report has been saved (but not submitted), you can update it.
– Second, after the report has been submitted, and then subsequently “sent
back” by an approver. If an Expense Report is sent back, the approver is
required to add a comment, to provide you with further instructions.
•
Expense reports that are in the approval workflow process cannot be updated
by the employee. If you become aware of a problem with your expense report
and need to update it, contact the appropriate approver and ask that he/she
“send back” the expense report. You can then take action.
162
Modifying Expense Reports- Navigation
Navigate to the Modify Expense Report page
163
Modifying Expense Reports - Navigation
The default Search By parameter is Report
ID. You can search by that, if you know the
Report ID, or choose another parameter for
the search.
Alternately, if you leave the field blank and
click Search, the system will list all expense
reports that are eligible to be modified.
Remember, you can only update expense
reports that haven’t been submitted yet, or
have been submitted and then sent back by
an approver.
If you have only one eligible expense report,
the system will open it automatically;
otherwise, the system will list the expense
reports, and you can select the appropriate
one by clicking the Report ID hyperlink.
164
Modifying an Expense Report
If you are modifying an Expense Report that
has been sent back by an approver, you will see
a page like the one shown here. At the top of
the page, in red, you will see ‘Sent Back for
Revision’ and a hyperlink with the approver’s
Comment (click the hyperlink to see the rest of
the comment, if necessary). Take the action
noted in the comment.
If the expense report has never been submitted,
you will not see the text and hyperlink in red,
nor the Action History at the bottom of the page.
You can perform any action on the expense
report that you could do while creating the
expense report: add or delete lines, change
amounts, dates, locations, etc.
Similar to new expense reports, you can also
Save for Later.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
When finished, be sure to click the Submit
button.
165
Module 14
DELETING AN EXPENSE REPORT
Return to Module Map
166
Deleting Expense Reports– Overview
•
•
•
•
Sometimes an Expense Report needs to be deleted from the system. The
expense report may be a duplicate of another in the system, the expenses on
it may be invalid or disallowed, or there are just so many errors that it is easier
to delete it and begin again.
An Expense Report can only be deleted provided it is not paid, selected for
payment, fully approved, in the approvals process, or has a Cash Advance
applied. Basically, in order to delete an Expense Report it has to either have
never been submitted for approvals, or it has been submitted, but an approver
has sent it back to the employee, AND there can be no Cash Advance applied
to the expense report.
If you need to delete an expense report with an applied Cash Advance,
Modify the expense report and remove the applied cash advance.
Be careful when deleting an Expense Report – the delete action is
permanent, and the expense report cannot be “rescued” if deleted in error.
167
Deleting Expense Reports- Navigation
Navigate to the Delete Expense Report page
168
Deleting Expense Reports
For most employees, once you click the Delete hyperlink,
any expense reports that can be deleted are listed.
Check the Select box for the expense report (s) that you
wish to Delete, and then click the Delete Selected
Report(s) button.
The Delete Confirmation will be displayed.
Click OK.
169
Deleting Expense Reports
If you are also an Authorized User (proxy)
for another person, you will see the page
shown here instead.
Your employee ID will default into the Empl
ID field. If you are deleting an Expense
Report for yourself, click Search, and any
expense reports of yours that are eligible to
be deleted will be listed, as on the previous
slide.
If you are deleting an Expense Report for
another person, click the magnifying glass
icon to display a Look Up page. Select the
correct employee by clicking the hyperlink
for his/her Employee ID. You can then click
Search to list any expense reports eligible
for deletion.
In either case, follow the instructions on the
previous slide to delete the expense
report(s) desired.
170
Module 15
VIEWING EXPENSE REPORT STATUS
Return to Module Map
171
Viewing Report Status– Overview
•
•
•
•
Once you have submitted an Expense Report for approvals, you may want to
follow its progress through workflow, or view the details of the expense report.
The View Expense Report pages will allow you to see where your expense report
is in the approval process, what approver(s) have completed their review, what
actions have been taken (approved, sent back), and any comments that were
added.
Attached receipts may be viewed and printed.
You can also view any information entered on your expense report, such as the
header information, detail line information, attendees (for entertainment
expenses), and accounting details, to name a few. You cannot make changes,
but you can view all details.
172
Expense Report Status - Navigation
Navigate to the View Expense Report page
173
Expense Report Status - Navigation
Select a Search By parameter (Report ID is the default), enter the appropriate information, and
click Search.
Alternately, you can just hit search, and the system will display the available expense reports to
view, as shown at the right.
Click on the Report ID hyperlink to select an Expense Report to view.
174
View Expense Report – Approvals
The main reasons that people view their
expense reports is to see where they are in the
approvals process, or to view/print the attached
receipts
In this screen print, you can see that the View
page is structured like the Create page. You can
navigate through it just like that page, and all the
tabs, icons and hyperlinks are the same.
To view the attached receipts, click on the
Attachments hyperlink in the upper right.
The main difference is the addition of two
sections at the bottom: Pending Actions and
Action History, which are covered in more detail
on the following slides.
TIP: As soon as you reach this page
for the first time, save it as a
Favorite. It will save time the next
time you access the page!
175
View Expense Report – Pending Actions
The Pending Actions section displays exactly where an Expense Report is in the Approvals process. In this case,
you can see that expense report is at the PrePay Approver stage, which is the final one.
Once the expense report is fully approved, this section will no longer be visible.
Please note that there may be multiple approvers at each stage. Because of this, in the Name column the
system does not display specific approvers names and shows only the word Pooled, as shown at the PrePay
Approver stage above.
To see what approvers are in the “pool” for the current stage of approvals, run the query
CU_EX_PENDING_ER_APPROVERS once the ER reaches the PrePay Approver stage.
176
View Expense Report – Action History
The Action History section displays exactly what actions have been taken on the expense report so far. In the example
above, you can see that the expense report was submitted for approvals by the Expenses Trainer on 9/11/13 at 8:54
pm. It was Approved by the Dept Manager1 at 8:55 pm, and then by the HR Supervisor at 9:55 pm.
As each step is completed, a row will be added to this grid.
177
Module 16
VIEWING PAYMENT STATUS
Return to Module Map
178
Viewing Payment Status - Navigation
Navigate to the Review Payments page
179
Viewing Payment Status – Selecting a Payment
The only required field here is the SetID, which
should be set to SHARE. You can use any other
fields that you wish to narrow the search for a
particular payment.
Click the Search button to list payments that meet
the criteria used. If you have only received your
very first payment, you will see the page shown
on the next slide. Otherwise, you will see a list of
payments, sorted in descending order by
Payment Reference, as shown below.
Select a payment to view by clicking any
hyperlink on that row.
180
Viewing Payment Status – Payment Details
Details for the selected payment will be displayed. The page shows the payment date and amount, as
well as the Payment Reference, in the Payment Information section. The expense report(s) and/or cash
advance(s) included in the payment are listed in the Payments section. Be aware that a payment may
cover more than one expense report or cash advance.
Note that a process called Update Paid Statuses runs every night, although payments are created
during business hours. If you view payment status after a payment is created, but before the Update
Paid Statuses process runs, you will be able to see the payment details in the Payment Information
section, but not the individual expense reports or cash advances in the Payments section.
181
Appendix A
USER DEFAULTS
Return to Module Map
182
User Defaults - Overview
•
•
•
PeopleSoft allows you to set default values for many fields on your
transactions, including:
–
Report Description
–
Business Purpose
–
Expense Location
–
Billing Type
–
Payment Type
–
Number of Nights (Lodging)
–
Options for specific Expense Types
You can set as many, or as few (or none) of the defaults, according to your
preference
Any defaulted value can be overridden on an individual expense report
183
User Defaults - Navigation
Navigate to the Review/Edit Profile page
184
User Defaults – Setting Values
You can set any or all of these fields as
a default. See the next three slides for
more information on each field.
The Time Defaults is not shown, since
Clarkson is not currently using the Time
reporting functionality in the Expenses
module.
185
User Defaults – Description of Fields
Field
Expense Report option
Description
Choose between:
• Open a Blank Report – this opens your expense report with
only those defaults you set here. Everything else has to be
manually added. Also, you can update any fields with a
default value.
• Copy From a Template – this lets you use an Expense
Report template (if one exists). You can update any fields
from the template, as well as add/delete lines if needed
• Copy an Existing Report – this lets you copy from one of your
existing expense reports. Like the template option, you can
update any fields and add/delete lines
• Copy from a Travel Auth – this lets you copy from one of your
approved Travel Auths. If you have a One card, do not use
this option.
186
User Defaults – Description of Fields
Field
Description
Travel Authorization options
Choose between:
• Open a Blank Report – this opens your travel auth with only
those defaults you set here. Everything else has to be
manually added. Also, you can update any fields with a
default value.
• Copy From a Template – this lets you use a Travel Auth
template (if one exists). You can update any fields from the
template, as well as add/delete lines if needed
• Copy an Existing Authorization – this lets you copy from one
of your existing travel auths. Like the template option, you
can update any fields and add/delete lines
Entry Method option
The system-wide default is Frequent User, so if you like that
page style, you do not need to choose it here. If you prefer
the Occasional User style, however, you do need to select it
here. Try them both to see which you like best.
Report Description
If your transaction descriptions are usually the same, you can
enter it here and let it default.
Originating Location
This is not applicable at Clarkson.
187
User Defaults – Description of Fields
Field
Description
Expense Location
If most of your trips are to the same location, then select it
here.
Transportation ID
This is not applicable at Clarkson.
Billing Type
If most of your transactions will use a particular Billing Code
(Internal or Billable), then select it here.
Payment Type
If most of your travel expenses are paid using one of the
existing payment types, select it here. Choice are:
• Clarkson Visa – Choose this if you have a One Card and use
it for most of your expenses.
• Employee Paid – these are expenses that you pay yourself,
using cash or a personal credit card
188
User Defaults – Description of Fields
Field
Description
Number of Nights
If most of your trips are for the same number of nights, you
can enter it here. This is a field used for Hotel/Lodging
charges.
Expense Type Defaults grid
Use this grid to pre-populate fields for your most often used
expense report lines. For example, if your Airfare is usually
purchased on the Clarkson Visa, is Internal, and usually on
Delta, you can create that connection here. When you create
the transaction, if you select Airfare as an expense type, those
other fields will be populated with your default choices
Project Defaults for Expenses grid
This is not applicable at Clarkson because we will customize
the Expenses system to allow the use of SpeedCharts.
Note that any of these fields can be updated on an individual expense
report. These values are just defaults.
189
User Defaults – Expense Type Defaults
Notice the User Defaults selected to the left.
Not all defaults are set, and that is fine. The
system will use what is there and leave any
non-defaulted field blank when you create a
transaction.
190
User Defaults – How They Work
When you start a new
expense report, those defaults
will pre-populate the header.
See the next slide for an
example of how the Expense
Type Defaults work on an
expense line.
191
User Defaults – How They Work
If you select an Expense
Type that you have set up on
your User Defaults, your
chosen options will show.
For example, Airfare was set
up to use Payment Type =
Clarkson Visa, Billing Type =
Internal and Merchant =
DELTA, and Per Diem was
set to use Payment Type =
Employee Paid, etc.
192
Appendix B
USER TEMPLATES
Return to Module Map
193
User Templates - Overview
•
•
•
•
PeopleSoft provides User Templates to aid in the creation of Expense Report
or Travel Authorization transactions
Templates are used to pre-populate a transaction for a user, using the
expense types from the template
Templates also work in conjunction with any options chosen on the User
Defaults page of the User Profile.
Note that expense report User Templates are not useful if you have a One
Card, as you would create those expense reports lines from the entries in
your My Wallet.
194
User Templates - Navigation
Navigate to the Create/Update User Template page
195
User Templates - Navigation
When the User Template opens, click on
the Add a New Value tab.
196
User Templates – Add a Template
Enter a name for your template.
Select Travel Authorization as the Template Type for this example.
Click Add to continue.
197
User Templates – Add a Template
Complete the User Template page as shown above. Whatever Expense Types you add
to the template will default onto any transaction that you create using that template.
Additionally, if you set up any User Defaults (Appendix A) for the Expense Types on your
User Template, those will work with your User Template.
When complete, click Save.
198
User Templates – How They Work.
When creating a new transaction, first complete the Header fields, especially the Date
From and Date To. N the example above, you can see the User Defaults from Appendix
A.
Select ‘A Template’ from the Quick Start list, and then click GO.
199
User Templates – How They Work.
All available templates, both ones that you have created as well as any created by the
System Administrator, will be listed. Click the Select button next to the template you want
to use.
200
User Templates – How They Work.
TIP – Only add Lodging for One
Day. There is a field to indicate the
number of nights on the
transaction line.
The Add Expenses to Transaction page will be displayed. Select the Expense Types that
are applicable for this specific expense report, as well as a date range option (One Day or
All Days).
In the example above, Airfare, Lodging and Rental Car are selected for only one day of
the trip, while Per Diem is selected for all days.
Click OK to continue.
201
User Templates – How They Work.
Notice that the expense report is
pre-populated with the Expense
Types selected in the previous
step. In addition, the
Description, Business Purpose
and the expense line details
have come over from the User
Defaults.
202
Appendix C
NOTIFICATIONS
Return to Module Map
203
Notifications
The system is set up so that you will receive email notifications of certain events
and information:
–
When a transaction is Sent Back by an approver
–
When your expense report and/or cash advance is paid
–
When you have new credit card transactions in your My Wallet (CU will probably
run this only once per week)
–
When you have credit card transactions in your My Wallet for over 30 days
–
When you have a Cash Advance outstanding for over 60 days
204
Appendix D
ATTACHING DOCUMENTATION
Return to Module Map
205
Attaching Documents
The system includes functionality to attach documentation, such as receipts, to your
transactions. In this Appendix, you will learn how to attach receipts to an Expense Report.
The process is the same for TAs and CAs, except for the navigation.
206
Add Attachment
The page shown above will be displayed.
Click the Add Attachment button.
A File Attachment window will open. Click
the Browse button
207
Browse for File and Upload
A browse page will open. Find your scanned
receipts and either
•
•
Click once to highlight the file and then
click the Open button; or
Double click on the file to select it and
open it in one step.
Once the file is selected and opened, the File
Attachment window will be displayed again,
with your receipt file specified. See below.
Click the Upload button to upload the file.
208
Managing Attachments
Back on the Travel Auth Attachments page, click the file name’s hyperlink to confirm that your receipts attached
correctly, and are legible. Your receipts will open in a new window, which you should close when you are
finished reviewing them.
The Description field is not required, and you do not need to enter anything if there is only one set of receipts.
If you need to add multiple documents to a TA, however, you are strongly encouraged to put a description on
each line to help approvers and managers know what each attachment is for.
Click OK to return to the TA.
Don’t forget to save the TA!
209
Appendix E
PRINTING TRANSACTIONS
Return to Module Map
210
Printing Transactions
The system includes functions to print your Travel Authorization, Expense Report and Cash
Advances transactions, if necessary. Clarkson does not encourage the printing of
transactions; you will be able to go into the system at any time to view all transaction
details.
In this Appendix, you will learn how to print a Travel Authorization. The process is the
same for ERs and CAs, except for the navigation.
211
Printing a Travel Authorization - Navigation
Navigate to the Print Travel Authorization page
212
Printing a Travel Authorization - Selection
If you know the Authorization ID of the TA you wish
to print, you can enter it here and click Search, and
continue to the next step.
If you do not know the Authorization ID, click
Search and a list of your TAs will be displayed, as
shown at the right. Click the hyperlink of the TA you
wish to print, and continue to the next step.
213
Printing a Travel Authorization
The TA will be displayed, as shown at right.
Use your web browser to print.
214
Questions
Return to Module Map
215
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