FINANCE 9.1 Expenses
Created on 3/6/2016 3:45:00 PM
Training Guide
FINANCE 9.1 Expenses
Table of Contents
FINANCE 9.1 Expenses.................................................................................................... 1
Preparing Travel Authorizations and Expense Reports ........................................................ 1
Creating Travel Authorizations .............................................................................................................. 2
Creating Expense Reports (President's Office) .................................................................................... 20
Creating Expense Reports (Campuses) ................................................................................................ 55
Viewing or Modifying Accounting Details .......................................................................................... 85
Copying Expense Lines for Travel Authorizations and Expense Reports ........................................... 93
Viewing and Modifying Travel Authorizations and Expense Reports ............................................... 103
Correcting Expense Report Transaction Line Errors ......................................................................... 116
Deleting Travel Authorizations and Expense Reports ....................................................................... 127
Adding Multiple Expense Lines for Travel Authorizations and Expense Reports ............................ 134
Canceling Approved Travel Authorizations....................................................................................... 145
Preparing Cash Advances ..................................................................................................... 152
Creating Cash Advances .................................................................................................................... 152
Viewing Cash Advances .................................................................................................................... 162
Modifying Cash Advances ................................................................................................................. 168
Reconciling Cash Advances ............................................................................................................... 176
Deleting Cash Advances .................................................................................................................... 184
Closing a Cash Advance .................................................................................................................... 190
Processing Expense Report Exceptions ................................................................................ 207
Closing Expense Reports ................................................................................................................... 207
Managing Approvals in Expenses ........................................................................................ 224
Understanding Approvals .................................................................................................................. 225
Using Summary Approvals for Expense Transactions ....................................................................... 237
Approving an Expense Report ........................................................................................................... 247
Approving Travel Authorizations ...................................................................................................... 262
Approving Cash Advances ................................................................................................................. 274
Reassigning Approval Work .............................................................................................................. 283
Reviewing Payments .............................................................................................................. 289
Reviewing Payroll Payments ............................................................................................................. 290
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FINANCE 9.1 Expenses
FINANCE 9.1 Expenses
e*mpac Expense Management allows your employees to capture and submit time expenses
online. Employees save time and you save on processing costs. This module reviews the
fundamentals you will need to use Expenses.
Upon completion of this module, you will be able to:











Maintain employee profiles
Prepare travel authorizations
Prepare cash advances
Prepare expense reports
Process expense report exceptions
Use Commitment Control with Expenses
Manage Approvals in Expenses
Process Expense Payments
Post Expense Transactions
View Accounting Transactions in Expenses
Use Employee Self Service
Preparing Travel Authorizations and Expense Reports
e*mpac Expense Management allows employees to capture and submit expenses online.
Employees save time and save on processing costs. This section reviews the fundamentals you
will need to use e*mpac Employee Self-Service Expenses.
Expenses provides a
travel authorization system to manage the pre-trip approval of estimated travel costs. Expenses
supports budget checking of travel authorizations. As you prepare a travel authorization request,
Expenses provides the options to modify the default accounting, or change the general
information. You can save travel authorizations for more input at a later time—with invalid or
missing information—or you can submit them for approval. Expenses provides functionality to
decrease the time that you spend entering travel authorizations and expense reports.
From the Travel and Expense Center, you can create, modify, view, cancel, delete, and print
travel authorizations and expense reports.
Upon completion of this section, you will be able to:






Create travel authorizations .
Create expense reports (President's Office).
Create expense reports (Campuses).
View and modify travel accounting details.
Copy expense lines for travel authorizations and expense reports.
View and modify travel authorizations and expense reports.


Correct expense report transaction line errors.
Delete travel authorizations and expense reports.
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FINANCE 9.1 Expenses

Add multiple expense lines for travel authorizations and expense reports. Cancel an
approved travel authorization.
Creating Travel Authorizations
Travel authorizations allow employees to submit a request prior to travel that requires approval
by their respective supervisor.
When you create a travel authorization, you have options on which to base the new document,
and the selection that you make triggers other choices that prompt you for details about the travel
authorization. You can start with a blank document or populate one with data from another
source.
Upon completion of this topic, you will be able to submit a travel authorization request for
approval.
Procedure
Consider this scenario:
Your goal is to submit a travel authorization for approval.
Key information:
SpeedChart: 100087
Expense Type: Hotel/Lodging
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FINANCE 9.1 Expenses
Step
1.
Action
Begin by navigating to the Travel and Expense Center page.
Click the Main Menu button.
Step
2.
Action
All Travel Authorization expense entries are performed through Employee SelfService. In this example, you are an authorized user for an employee requiring a
travel authorization.
Click the Employee Self-Service menu.
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FINANCE 9.1 Expenses
Step
3.
Page 4
Action
Click the Travel and Expense Center list item.
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FINANCE 9.1 Expenses
Step
4.
Step
5.
Action
Click the Create link under the Travel Authorization section.
Action
Your Empl ID is displayed by default; however, you must enter the Empl ID for the
employee whose travel authorization you are entering.
Click the Look up Empl ID button.
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Step
6.
Action
A list of employees that you are authorized to enter expense transactions for
displays.
Click the 99990009 link.
7.
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Click the Add button.
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FINANCE 9.1 Expenses
Step
8.
Action
Enter the desired information into the Event/Destination field.
Enter "Conference/Boston".
9.
Click the Business Purpose list.
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Step
Action
10.
Click the University Meeting list item.
11.
You will enter the actual dates of travel and send for approval prior to your trip.
Step
12.
Action
For this example, the travel authorization was submitted prior to the July 6-7, 2011
travel dates.
Enter the departure date into the Date From field.
Enter "07/06/2011".
13.
Enter the return date into the Date To field.
Enter "07/07/2011".
14.
Enter the descriptive information into the Comment field.
Enter "IT Conference".
15.
Select the Accounting Defaults link to enter Chartfield information.
Click the Accounting Defaults link.
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Step
16.
Action
Ask your department manager for the appropriate SpeedChart. For this example,
100087 is used.
Enter the desired information into the SpeedChart field.
Enter "100087".
17.
Use the Tab key on your keyboard to refresh the page.
Press [Tab].
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Step
Action
18.
Fields corresponding to the SpeedChart that you entered will be updated.
19.
Click the OK button.
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Step
20.
Step
Action
Click the Expense Type list.
Action
21.
Click the Hotel/Lodging list item.
22.
Enter the desired information into the Date field.
Enter "07/06/2011".
23.
Enter the desired information into the Amount field.
Enter "100.00".
24.
In the Payment Type field, select how you paid for the expense, such as with a
credit card or cash.
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Step
25.
Action
The Payment Type available choices will depend on your business unit.
For this example, click the Paid via Procard list item.
26.
The Billing Type defaults to Procard.
If Paid via Procard is selected for Payment Type, then Billing Type must be
Procard as well.
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Step
27.
Action
Click the Detail link to access the Authorization Detail page to enter additional
information about an expense transaction line.
Click the Detail link.
28.
Hotel or Air Fare expenses do not require a description. In this case, no description
field appears.
29.
Use the Accounting Detail button to access the Accounting Detail page and view
or edit ChartFields.
Expense items are charged to a set of ChartFields that represent the business unit or
department of the employee who is submitting the expense report.
30.
Click the Return to Travel Authorization Entry link.
31.
If errors exist for any of the expense lines a red flag will appear between the Select
and Expense Type columns.
No errors exist for this report.
32.
Notice the value displayed in the Totals section.
33.
If you make changes or additions to the travel authorization, you can click the
Update Totals button to refresh the report totals.
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Step
34.
Action
Use the Save For Later button to save the expense report without submitting it for
approval.
You can save the report with or without errors and you can modify it later.
35.
Click the Save For Later button.
36.
Note: When you click the Save For Later button, an Attachments hyperlink will
appear, enabling you to add attachments to the transaction.
37.
Use the Submit button to save the travel authorization and submit it for approval.
If errors exist, you will be unable to submit the travel authorization.
Note: If a travel authorization needs to be modified after it has been submitted for
approval, it can be sent back to the user for modification by the specific approver.
38.
Click the Submit button.
39.
Click the OK button.
40.
The Authorization ID now displays.
41.
Send a notification of your submitted travel authorization to the Approver.
Click the Notify button.
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Step
42.
Action
Use the Lookup Recipient link to search for the Approver.
Click the Lookup Recipient link.
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Step
43.
Action
Enter the Last Name into the Name field.
Enter "Johnson".
Step
44.
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Action
Click the Search button.
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FINANCE 9.1 Expenses
Step
45.
Action
Click the To option.
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Step
46.
Step
47.
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Action
Click the Add to Recipient List button.
Action
Click the OK button.
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FINANCE 9.1 Expenses
Step
48.
Action
Enter the desired information, including the Authorization ID into the Subject field.
Enter "Authorization ID 000002943. Please approve.".
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Step
Action
49.
Click the OK button.
50.
The notification will arrive in the approvers email.
51.
Congratulations! You have successfully created a Travel Authorization.
End of Procedure.
Creating Expense Reports (President's Office)
When you create an expense report, you have several options on which to base the new
document, and the selection that you make triggers other choices that prompt you for details
about the report. You can start with a blank expense report or populate one with data from
another source.
Upon completion of this topic, you will be able to create an expense report.
The Creating an Expense Report (President’s Office) topic is utilized by UMass President’s
Office employees that enter expense reports. All other campus employees should review the
Creating an Expense Report (Campuses) UPK Topic.
Procedure
Consider this scenario:
Your goal is to create and submit an expense report.
Key information:
Description: Boston meeting
Business Purpose: University Meeting
SpeedChart: 726311
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FINANCE 9.1 Expenses
Step
1.
Action
Begin by navigating to the Travel and Expenses Center.
Click the Main Menu button.
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Step
2.
Step
3.
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Action
Click the Employee Self-Service menu.
Action
Click the Travel and Expense Center list item.
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FINANCE 9.1 Expenses
Step
4.
Action
Click the Create link under the Expense Report section.
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Step
5.
Action
Your Empl ID is displayed by default; however, you must enter the Empl ID for the
employee.
Click the Look up Empl ID button.
Step
6.
Action
Depending on your access, a list of employees you are authorized to enter expense
transactions for displays.
Click the 99990009 link.
7.
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Click the Add button.
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FINANCE 9.1 Expenses
Step
Action
8.
If you are not authorized to enter expenses for other users, the page will default to
your profile.
9.
The Expense Report Entry page enables you to easily add expense lines and
provide general information as well as other details that are specific for expense
types.
10.
You can use the Quick Start drop-down to select from the following values to
change the method used for creating an expense report. You can set up the Quick
Start drop-down to default in values through User Defaults.
• A Blank Report: Select to start with a blank report.
• A Template: Select to access the Select a Template page, where you can select a
template on which to base a new expense report.
• A Travel Authorization: Select to access the Populate From A Travel
Authorization page, where you can select a travel authorization from which to
create a new expense report that contains similar information.
• An Existing Report: Select to access the Copy From an Existing Report page,
where you can select an existing expense report from which to create a new expense
report that contains similar information.
In this example, you will leave the default setting: A Blank Report.
11.
The General Information section defines general information about the expenses
incurred for the report.
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Step
12.
Action
Enter the desired information into the Description field.
Enter "Boston meeting".
13.
Select a purpose from the Business Purpose list.
Because tax laws require a business purpose for business expenses, this field is
required.
Click the Business Purpose list.
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Step
Action
14.
Click the University Meeting list item.
15.
The default accounting is implemented at the expense report level, and each expense
that you add to the report inherits it.
The Accounting Defaults link provides access to the Accounting Defaults page
where you can view or modify the accounting ChartFields and the distribution split.
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Step
16.
Action
Select the Accounting Defaults link to enter Chartfield information line by line.
Click the Accounting Defaults link.
17.
Ask your department manager for the appropriate SpeedChart. For this example,
100087 is used.
Enter the desired information into the SpeedChart field.
Enter "100087".
18.
Use the Tab key on your keyboard to refresh the page.
Press [Tab].
19.
The Fund, Department, and Program Chartfields have been populated.
Click the OK button.
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Step
20.
Action
Click the Expense Type list.
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Step
21.
Step
22.
Action
Click the Automobile Rental list item.
Action
Enter the date when the transaction began or occurred into the Expense Date field.
Enter "05/02/2011".
23.
Enter the desired information into the Amount Spent field.
Enter "60.00".
24.
In the Payment Type field, select how you paid for the expense.
25.
Click the Payment Type list.
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Step
26.
Action
Click the Out of Pocket list item.
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Step
27.
Action
Select the appropriate Billing Type for the expense transaction.
Click the Billing Type list.
Step
Action
28.
Click the In-State Travel list item.
29.
Use the Accounting Detail button to access the Accounting Detail page and view
or edit ChartFields.
Expense items are charged to a set of ChartFields that represent the business unit or
department of the employee who is submitting the expense report.
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Step
30.
Action
Click the Detail link.
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Step
31.
Step
32.
Action
You must enter a description. If the Description field is left blank, an error will
return.
Action
Enter the desired information into the Description field.
Enter "Team Meeting".
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FINANCE 9.1 Expenses
Step
33.
Action
Select the Accounting Detail link to enter ChartField information line by line.
Note: If you have already entered the correct ChartField information in the
Accounting Default page, you do not need to enter it here. If you need to charge an
expense line to a different ChartField, you would enter the new ChartField on the
Accounting Detail page.
Click the Accounting Detail link.
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Step
34.
Step
35.
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Action
The Account field is PeopleSoft generated. Do not change this number.
Action
Click the OK button.
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FINANCE 9.1 Expenses
Step
36.
Step
37.
Action
Click the Return to Expense Report link.
Action
You will enter a new Expense Type.
Click the Expense Type list.
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Step
Action
38.
Click the Hotel/Lodging list item.
39.
When the Expense Type value is selected for subsequent expense lines the Expense
Date and Billing Type fields populate from the previous expense line. You can
override these defaulted values.
In this example we will use the default values.
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Step
40.
Action
Enter the desired information into the Amount Spent field.
Enter "75.00".
41.
Leave the Payment Type and Billing Type default values, for this example.
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Step
42.
Step
43.
Action
Click the Detail link.
Action
Enter the desired information into the Description field.
Enter "overnight for 2-day meeting".
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Step
44.
Action
Click the Accounting Detail link.
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Step
45.
Action
Enter the desired information into the SpeedChart field.
Enter "100138".
46.
Use the Tab key on your keyboard to refresh the page.
Press [Tab].
47.
Step
48.
Page 42
Click the OK button.
Action
Click the Return to Expense Report link.
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FINANCE 9.1 Expenses
Step
49.
Action
If errors exist for any of the expense lines a red flag will appear between the Select
and Expense Type columns.
No errors exist for this report.
50.
Notice the values displayed in the Totals section.
51.
If you make changes or additions to the expense report, you can click the Update
Totals button to refresh the report totals.
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Step
52.
Action
Use the Save For Later button to save the expense report without submitting it for
approval.
You can save the report with or without errors and you can modify it later.
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Step
53.
Step
Action
Click the Save For Later button.
Action
54.
Note: When you click on the Save For Later button, an Attachments hyperlink
will appear, enabling you to add attachments to an Expense Report.
55.
Click the Attachments link.
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Step
Action
56.
Use the View Attachments page to browse your local computer for a file to attach
to the Expense Report.
57.
Click the OK button.
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Step
58.
Action
Use the Submit button to save the expense report and submit it for approval.
If errors exist, you will be unable to submit the travel authorization.
Note: In case an expense report needs to be modified, it can be sent back to the user
for modification by the specific approver.
59.
Step
60.
Click the Submit button.
Action
Click the OK button.
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Step
Action
61.
The Report ID now displays.
62.
Send a notification of your submitted Expense Report to the Approver.
Click the Vertical scrollbar.
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Step
63.
Step
64.
Action
Click the Notify button.
Action
Use the Lookup Recipient button to search for the Approver.
Click the Lookup Recipient link.
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Step
65.
Action
Enter the Last Name into the Name field.
Enter "Johnson".
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Step
66.
Step
67.
Action
Click the Search button.
Action
Click the To option.
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Step
68.
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Action
Click the Add to Recipient List button.
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FINANCE 9.1 Expenses
Step
69.
Step
70.
Action
Click the OK button.
Action
Enter the Report ID number and other information into the Subject field.
Enter "Report ID 0000090012: please approve".
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Step
71.
Step
72.
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Action
Click the OK button.
Action
The approver will receive an email with a link to the Approval Summary page.
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Step
73.
Action
Congratulations! You have successfully created and submitted an expense report.
End of Procedure.
Creating Expense Reports (Campuses)
When you create an expense report, you have several options on which to base the new
document, and the selection that you make triggers other choices that prompt you for details
about the report. You can start with a blank expense report or populate one with data from
another source.
Upon completion of this topic, you will be able to create an expense report.
The Creating an Expense Report (President’s Office) topic is utilized by UMass President’s
Office employees that enter expense reports. All other campus employees should review the
Creating an Expense Report (Campuses) UPK Topic.
Procedure
Consider this scenario:
Your goal is to create an expense report.
Key information:
Description: Boston, MA
Business Purpose: University Meeting
SpeedChart: 105420
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Step
1.
Action
Begin by navigating to the Expense Report Entry page.
Click the Main Menu button.
Step
2.
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Action
Click the Employee Self-Service menu.
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FINANCE 9.1 Expenses
Step
3.
Action
Click the Travel and Expense Center list item.
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Step
4.
Step
5.
Action
Click the Create link under the Expense Report section.
Action
Your Empl ID is displayed by default; however, depending upon your campus
procedures and your security, you must enter the Empl ID for the employee you are
entering the report for.
Click the Look up Empl ID button.
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Step
6.
Action
Depending on your access, a list of employees you are authorized to enter expense
transactions for displays.
Click the 99990009 link.
7.
Click the Add button.
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Step
Action
8.
The Expense Report Entry page enables you to easily add expense lines and
provide general information as well as other details that are specific for expense
types.
9.
You can use the Quick Start drop-down to select from the following values to
change the method used for creating an expense report. You can set up the Quick
Start drop-down to default in values through User Defaults.
• A Blank Report: Select to start with a blank report.
• A Template: Select to access the Select a Template page, where you can select a
template on which to base a new expense report.
• A Travel Authorization (may not apply to all campuses): If a Travel
Authorization has previously been created for this trip, select to access the
Populate From A Travel Authorization page. Note: Departments may not have
online travel authorizations. This is not to be confused with the requirement to have
an authorization to travel.
• An Existing Report: Select to access the Copy From an Existing Report page,
where you can select an existing expense report from which to create a new expense
report that contains similar information.
For this example, you will use the default: A Blank Report.
10.
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The General Information section defines general information about the expenses
incurred for the report.
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FINANCE 9.1 Expenses
Step
11.
Action
The Description field will usually have no default value, but you can override this if
it does. Check with your campus travel administrator for the specifically required
format.
Travel Expense: Enter the City, State (or city, country, if foreign travel) of the
travel.
Business Expense: For example, enter RMB, then something that identifies the
reimbursement plus the date. (Example: RMBMEAL/02/23/2011 or
RMBSTAPLES/01/29/2011)
12.
Enter the desired information into the Description field.
Enter "Boston, MA".
Step
13.
Action
Select a purpose from the Business Purpose list. Because tax laws require a
business purpose for business expenses, this field is required.
Note: If no purpose seems appropriate, you may choose the Other-Written Descr
Req'd list item.
Click the University Meeting list item.
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Step
14.
Action
Enter the following information in the Comment field. Check with your campus
travel administrator for the specifically required format:
Travel Expense: enter the time and date(s) of the travel. Example: 10:00 a.m.
05/02/2011 through 9:00 05/03/2011 and a brief description of the travel.
Business Expense: Enter an explanation of the business purpose of the
reimbursement. You must address who, what, when, where and why.
Step
15.
Action
Enter the desired information into the Comment field.
Enter 7:00 a.m. 05/02/2011 through 9:00 p.m. 05/03/2011 for University meeting.
16.
The Reference field is an open field. Check with your campus travel administrator
for the specifically required format.
17.
Enter the desired information into the Reference field.
For this example, enter "POST TRIP".
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Step
18.
Action
The default accounting is implemented at the expense report level, and each expense
line that you add to the report inherits it.
The Accounting Defaults link provides access to the Accounting Defaults page
where you can view or modify the accounting ChartFields and the distribution split.
Note: Your campus business officer will provide accounting information and
instructions particular to your campus procedures.
19.
Select the Accounting Defaults link to enter ChartField information line by line.
Click the Accounting Defaults link.
Step
20.
Action
Use the Accounting Defaults page to view or modify the accounting ChartFields
and the distribution split. The split can only be by a percentage. If you need to split
an expense by a dollar amount, we recommend entering two expense lines and
charge each one to the different ChartField string.
The ChartFields entered here apply to all lines on the expense report. You can
override this at the line level.
21.
Enter the SpeedChart for the expense report and tab out. ChartFields will populate.
For this example, the ChartFields have been populated.
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Step
22.
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Action
Click the OK button to return to the expense report.
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Step
23.
Action
Note: If you had received a cash advance, click the Apply Cash Advance(s) link to
access the Apply Cash Advance(s) page and select and apply part or all of a cash
advance to the expense report.
Check with your campus business officer for specific instructions.
24.
Use the More Options drop-down list for additional features associated with the
expense report. The only option used is:
Printable View: Select to print a copy of the expense report. You must save the
report before printing it to have the changes appear in the printed document. If you
are creating a new report, you must save it first.
25.
To enter the individual expenses, use the Details section.
26.
Note: Select the Expense Type that most accurately reflects what the
reimbursement is for. If nothing seems appropriate you may select Other Travel
Expenses, if travel, or Other Job Related Expenses or Non-Capital Equipment,
as appropriate for non-travel reimbursements. A written description is required on
the detail tab if you select any of these.
Step
27.
Action
Click the Automobile Rental list item.
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Step
28.
Action
Enter the date when the transaction began or occurred into the Expense Date field.
Enter "05/02/2011".
29.
Enter the desired information into the Amount Spent field.
Enter "70.00".
30.
Select the appropriate Payment Type list item.
For this example, Out of Pocket has been selected.
31.
Select the appropriate Billing Type list item.
For this example, In-State Travel has been selected.
32.
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Click the Accounting Detail button.
Training Guide
FINANCE 9.1 Expenses
Step
33.
Action
Use the Accounting Detail page to view or edit ChartFields. If you need to change
the accounting from what you entered on the header, do it here.
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Step
34.
Action
Return to the expense report.
Click the OK button.
Step
35.
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Action
Click the Detail link.
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FINANCE 9.1 Expenses
Step
36.
Action
The Description field entry depends on the expense type on the line:
- The Merchant or vendor of the auto rental, the name of the hotel or the airline and
the date range and expense occurred. For example, on an expense line for hotel:
"Marriott NY, 2/1/11 though 2/3/11"; for airfare: "Southwest airlines 3/22/11
departure from Boston; 3/25/11 arrival from Anaheim".
- Registration: the name of the conference attending.
- Business meetings: you will need to list the attendees and description of the
meeting.
- Non-travel reimbursement - complete description of what the reimbursement is for.
For this example, the auto rental detail has been entered.
37.
Note: DO NOT select Non-Reimbursable for any expense type.
38.
Note: When driving your own vehicle the Expense Type chosen will be Mileage.
Enter the number of miles travelled on the Mileage tab and the system will calculate
the reimbursement amount.
39.
Continue to add expense lines.
Click the Overview link.
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Step
40.
Action
For this example, a Business Meeting Expense Type has been added.
Note: For Expense Type Business Meeting, you must click the icon at the end of
the row and insert the list of attendees.
41.
Page 70
Click the Add Additional Attendees button.
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FINANCE 9.1 Expenses
Step
42.
Action
Use the Attendees page to insert the list of attendees.
Click the Add a new row button.
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Step
43.
Action
Enter the desired information into the Title field.
Enter "Smith, Joseph".
44.
Enter the desired information into the Title field.
Enter "UMass Amherst".
45.
Enter the desired information into the Title field.
Enter "Project Manager".
46.
Step
47.
Page 72
Click the OK button.
Action
If you need to add more expense lines, click the Add a new row button at the end of
the row. If you know you will have multiple lines, you can add lines quickly - see
job aid Adding Multiple Expense Report Lines.
Training Guide
FINANCE 9.1 Expenses
Step
Action
48.
For this example, several related expense rows have been added. The Overview tab
view is displaying.
49.
Complete the Mileage Expense Type on line 2.
Click the Mileage tab.
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Step
50.
Action
Enter the desired information into the Miles field.
Enter "100", then hit the Tab button.
51.
Page 74
Click the Detail tab.
Training Guide
FINANCE 9.1 Expenses
Step
52.
Action
To complete the Mileage line, enter the desired information into
the Description field.
Enter "Amherst to Boston".
53.
Click the Overview link.
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Step
54.
Action
Enter a new Expense Type.
Click the Meals (Per Diem) list item.
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Step
55.
Step
56.
Action
For this example, the remaining fields for the Meals (Per Diem) Expense Type
have been entered.
Action
Once all the expense items have been entered, you can complete the report.
Click the Check For Errors button.
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Step
57.
Action
If errors exist for any of the expense lines a red flag will appear between the Select
and Expense Type columns.
Click the Missing or invalid information icon button.
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Step
58.
Step
59.
Action
The Expense Detail for Meals (Per Diem) indicates that information must be
entered in the Description field.
Action
Enter the desired information into the Description field.
Enter "2 days per diem".
60.
Click the Return to Expense Report link.
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Step
Action
61.
Notice the values displayed in the Totals section.
62.
If you make changes or additions to the expense report, you can click the Update
Totals button to refresh the report totals.
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Step
63.
Step
64.
Action
Click the Vertical scrollbar.
Action
Use the Save For Later button to save the expense report without submitting it for
approval.
You can save the report with or without errors and you can modify it later.
65.
Click the Save For Later button.
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Step
Action
66.
The Report ID number appears.
67.
Note: When you click on the Save For Later button, an Attachments hyperlink
will appear, enabling you to add attachments to an Expense Report. This is used
only by Central and Worcester.
68.
Click the Attachments link.
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Step
69.
Action
Click the Add Attachment button.
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Step
70.
Action
Use the View Attachments page to browse to your local computer to attach a file to
the Expense Report.
Click the Cancel button.
71.
Step
Click the OK button.
Action
72.
Send a notification of your Expense Report to the Approver, following your
campus procedures.
73.
Your campus may require you to submit a printed copy of the expense report for
approval.
74.
Click the More Options list.
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Step
Action
75.
Click the Printable View list item.
76.
Continue printing the expense report by clicking the Go button.
Note: Check with your campus business officer for specific requirements for the
printed expense report.
77.
Congratulations! You have successfully created and submitted an expense report.
End of Procedure.
Viewing or Modifying Accounting Details
Use the Accounting Detail page to view or change accounting details or ChartField allocations
for an expense type.
In this topic, you are going to view the accounting detail for an expense line in an expense report.
Procedure
Consider this scenario:
Your goal is to view the accounting detail for an expense line in an expense report.
Key information:
Report ID: 0000000068
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Step
1.
Action
Begin by navigating to the Expense Report Entry page.
Click the Main Menu button.
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Step
2.
Step
3.
Action
Click the Employee Self Service menu.
Action
Click the Travel and Expense Center list item.
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Step
4.
Page 88
Action
Click the Expense Report link.
Training Guide
FINANCE 9.1 Expenses
Step
5.
Step
6.
Action
Click the Modify link.
Action
Enter the desired information into the begins with field.
Enter "0000000068".
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Step
7.
Page 90
Action
Click the Search button.
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FINANCE 9.1 Expenses
Step
Action
8.
The Expense Report Entry page enables you to easily add expense lines and
provide general information as well as other details that are specific for expense
types.
9.
Click the Accounting Detail button.
Step
Action
10.
Use the Accounting Detail page to view or modify the accounting ChartFields for
the expense line item.
11.
Click the Add ChartField Line button to add new accounting detail lines.
12.
Click the Refresh button for Expenses to recalculate the distribution amounts.
13.
Click the Previous Expense and Next Expense buttons to navigate between the
Accounting Detail pages for each expense line.
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Step
14.
Action
Scroll to the right to view all the accounting detail fields.
Click the horizontal scrollbar.
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Step
15.
Action
Review the accounting details.
Click the horizontal scrollbar.
Step
16.
Action
Click the OK button for Expenses to accept your accounting changes and return to
expense entry.
Click the OK button.
17.
Congratulations! You have successfully viewed accounting detail information for an
expense line in an expense report.
End of Procedure.
Copying Expense Lines for Travel Authorizations and Expense
Reports
Expenses enables you to copy one or more selected expense lines for a single day or a range of
dates. You can also indicate whether you want to include holidays and weekends. The
functionality associated with the Copy Selected Expenses page is for all expense types, including
per diem expense types. When you copy an expense line to create new expense lines, Expenses
automatically populates the new expense lines with the same ChartFields as the original line
item.
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Upon completion of this topic, you will be able to copy one line on a travel authorization or an
expense report to several other similar expense lines.
Procedure
Consider this scenario:
Your goal is to copy one line on a travel authorization or an expense report to several other
similar expense lines.
Key Information:
EmplID: 99990009
Expense Type: Hotel/Lodging
Step
1.
Action
Begin by navigating to the Travel and Expense Center page.
Click the Main Menu button.
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Step
2.
Action
All Travel Authorization and Expense Report expense entries are performed
through Employee Self-Service. In this example, you are an authorized user for an
employee requiring a travel authorization.
Click the Employee Self-Service menu.
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Step
Action
3.
Click the Travel and Expense Center list item.
4.
The procedure for copying expense lines for an expense report is the same procedure
as copying expense lines for a travel authorization. For this example, you will copy
expense lines for a travel authorization.
Step
5.
Page 96
Action
Click the Create link under the Travel Authorization section.
Training Guide
FINANCE 9.1 Expenses
Step
6.
Action
Click the Find an Existing Value tab.
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Step
7.
Action
Enter the desired information into the begins with field.
Enter "99990009".
8.
Step
Click the Search button.
Action
9.
Use the Travel Authorization Entry page to copy expense lines for travel
authorizations.
10.
Click the Select option for the Hotel/Lodging Expense type..
11.
Click the Copy Selected button.
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Step
12.
Action
Expenses warns you if you selected expense lines that have errors or have not been
checked for errors. Click the Cancel button to correct the appropriate error(s) or
click OK to continue.
Click the OK button.
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Step
Action
13.
Use the Copy Selected Expenses page to copy selected expense lines on a travel
authorization.
14.
Use the Copy to One Date option to copy each selected line only once using the To
Date as the new expense date.
Step
15.
Action
Use the Copy to Range of Dates option to copy each line multiple times with the
expense date for the new lines set to each day within the specified date range.
Click the Copy to Range of Dates option.
16.
Enter the desired information into the From Date field.
Enter "03/17/2011".
17.
Enter the desired information into the To Date field.
Enter "03/19/2011".
18.
If you do not select to include weekends, Expenses checks the day of the week and
does not copy expense lines for Saturdays or Sundays.
If you do not select to include holidays, Expenses checks the holiday calendar for
the employee's business unit. Expenses does not copy expense lines for days that the
calendar designates as holidays.
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Step
19.
Step
20.
Action
Click the OK button.
Action
Notice that there are now multiple entries for the dates you specified.
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Step
21.
Step
22.
Page 102
Action
Click the Vertical scrollbar.
Action
Select the Save for Later or Submit button.
Training Guide
FINANCE 9.1 Expenses
Step
23.
Action
Congratulations! You have successfully copied a travel authorization expense line.
End of Procedure.
Viewing and Modifying Travel Authorizations and Expense Reports
Once a travel authorization or expense report has been entered, it can be viewed at any time.
Typically an employee would view a travel authorization to check the status of an existing travel
authorization request. An employee would view an expense report to check if it has been
approved or paid.
If you access the Travel Authorization Details or the Expense Report Details page using the
View navigation, Expenses displays the page in read-only mode. You can only view travel
authorizations or expense reports that you submitted for approval.
If you access the Travel Authorization Details page or the Expense Report Details page using
the Modify navigation, Expenses enables you to edit all the fields. You can modify a travel
authorization or an expense report if you have not submitted it for approval or if an approver sent
it back for revision or correction.
Upon completion of this topic, you will be able to:
· view a travel authorization or expense report to verify that everything was entered correctly.
· modify a travel authorization or expense report to add a missing item.
Procedure
Consider this scenario:
Your goal is to view a travel authorization to verify that everything was entered correctly, and to
modify it to add the missing item.
Key Information:
Authorization ID: 0000000012
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Step
1.
Action
Begin by navigating to the Travel Authorization Details page.
Click the Main Menu button.
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Step
2.
Step
3.
Action
Click the Employee Self Service menu.
Action
Click the Travel and Expense Center list item.
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Step
4.
Action
Select View under Travel Authorization to view and modify a Travel
Authorization.
For this example, you will view and modify a Travel Authorization.
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Step
5.
Step
6.
Action
Click the Travel Authorization link.
Action
Click the View link.
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Step
7.
Action
Enter the desired information into the begins with field.
Enter "0000000012".
8.
Click the Search button.
9.
Use the Travel Authorization Details page to review the details of the travel
authorization. This page is read-only and cannot be modified.
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Step
10.
Action
Next, you will modify this travel authorization.
Click the Return to Travel Authorization link.
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Step
11.
Step
12.
Action
Click the Modify link.
Action
Enter the desired information into the begins with field.
Enter "0000000012".
13.
Click the Search button.
14.
Use the Travel Authorization Entry page to make changes to travel authorizations.
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Step
15.
Action
Click the Add Multiple Rows button.
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Step
16.
Action
You are prompted to enter multiple expense items.
For this example, you will accept the default value.
Click the OK button.
Step
17.
Action
Select an expense type to add an expense item.
Click the Expense Type list.
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Step
18.
Action
Click the Automobile Rental list item.
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Step
19.
Action
Enter the desired information into the Amount field.
Enter "150.00".
20.
Select the appropriate Payment Type list item.
For this example, Out of Pocket has been selected.
21.
Select the appropriate Billing Type list item.
For this example, In State Travel has been selected.
22.
Click the Detail link to access the Authorization Detail page to enter additional
information for the expense transaction line.
Click the Detail link.
Step
Action
23.
Use the Authorization Detail page to enter additional information about an expense
transaction line, such as merchant and location.
24.
The About This Expense section varies, depending on which expense transaction
line you selected and how your organization defined the expense type.
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Step
25.
Action
Click the Return to Travel Authorization Entry link.
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Step
Action
26.
Click the Save for Later button.
27.
Congratulations! You have successfully viewed and modified a travel authorization.
End of Procedure.
Correcting Expense Report Transaction Line Errors
After you enter expense lines on the Expense Report Entry page, click the Check For Errors
button for Expenses to immediately validate the data. Expenses displays visual indicators next to
expense lines that have missing or invalid information. Frequent users can correct errors on the
expense line grid. Frequent users and occasional users can click the Missing or invalid
information button to access the Expense Detail page. The Expense Detail page displays each
expense line with an explanation of the problem and highlights each expense line field that has
missing or invalid information. When you correct the errors, the messages and visual indicators
disappear after you check for errors. If you neglect to check for errors and elect to Save for Later
or Submit , Expenses will still execute the validations. If there is any error associated with any
expense line, Expenses will let you save the report but will not let you submit it.
Upon completion of this topic, you will be able to:



Enter an expense line
Check for errors
Correct all errors before saving the expense report
Procedure
Consider this scenario:
Your goal is to check for errors and modify an existing expense report. You will correct all errors
before saving the expense report.
Key information:
Report ID: 0000000068
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Step
1.
Action
Begin by navigating to the Expense Report Entry page.
Click the Main Menu button.
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Step
2.
Step
3.
Page 118
Action
Click the Employee Self Service menu.
Action
Click the Travel and Expense Center list item.
Training Guide
FINANCE 9.1 Expenses
Step
4.
Action
Click the Create link under Expense Report.
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Step
5.
Step
6.
Action
Click the Find an Existing Value tab.
Action
Enter the desired information into the begins with field.
Enter "0000000068".
7.
Page 120
Click the Search button.
Training Guide
FINANCE 9.1 Expenses
Step
8.
Action
The Expense Report Entry page enables you to easily add expense lines and
provide general information as well as other details that are specific for expense
types.
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Step
9.
Step
10.
Page 122
Action
Click the Add button.
Action
Click the Expense Type list.
Training Guide
FINANCE 9.1 Expenses
Step
11.
Step
12.
Action
Click the vertical scrollbar.
Action
Click the Parking list item.
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Step
13.
Action
Enter the desired information into the Amount Spent field.
Enter "25.00".
14.
Use the Check For Errors button to verify that no errors exist in the expense lines.
Click the Check For Errors button.
Step
15.
Action
If errors exist, click the Missing or invalid information button that displays next to
the expense type with the error.
Click the Missing or invalid information button.
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Step
16.
Action
Use the Expense Detail page to view and correct missing or invalid information on
expense transaction lines.
The error is described in red at the top of the page.
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Step
17.
Action
Correct the error and return to the Expense Report Entry page.
Enter the desired information into the Description field.
Enter "Parking at Hotel.".
18.
You can click the Check Expense For Errors button to recheck the current expense
line for errors to ensure all errors have been fixed.
19.
Click the Return to Expense Report link.
20.
The error is corrected and the error flag is removed. You can now save the page.
Step
21.
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Action
Click the vertical scrollbar.
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FINANCE 9.1 Expenses
Step
Action
22.
Click the Save For Later button.
23.
Congratulations! You have successfully corrected a line error on an expense report.
End of Procedure.
Deleting Travel Authorizations and Expense Reports
Expenses enables you to delete travel authorizations or expense reports:



If you create a travel authorization or an expense report and decide not to process it, you
can delete it before you submit it for approval.
If you submit a travel authorization or an expense report and the approver returns it to
you, you can delete it.
If a travel authorization is cancelled, you can delete it.
Upon completion of this topic, you will be able to:


Delete a travel authorization.
Delete an expense report.
Procedure
Consider this scenario:
Your goal is to delete a travel authorization for a business trip that was cancelled.
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Key information:
Empl ID: 99990009
Step
1.
Action
Begin by navigating to the Delete a Travel Authorization page.
Click the Main Menu button.
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Step
2.
Action
Click the Employee Self Service menu.
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Step
3.
Step
4.
Page 130
Action
Click the Travel and Expense Center list item.
Action
Click the Travel Authorization link.
Training Guide
FINANCE 9.1 Expenses
Step
5.
Action
Click the Delete link.
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Step
6.
Action
Enter the desired information into the Empl ID field.
Enter "99990009".
Step
7.
Page 132
Action
Click the Search button.
Training Guide
FINANCE 9.1 Expenses
Step
Action
8.
Use the Delete a Travel Authorization page to delete a travel authorization.
9.
Expenses displays a list of expense transactions that are eligible for deletion. Use
the Select column to select travel authorizations to delete and then click the Delete
Selected Authorization(s) button.
Click the Boston/Conference option.
10.
Click the Delete Selected Authorization(s) button.
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Step
Action
11.
Click the OK button.
12.
The Travel Authorization is no longer listed.
13.
Congratulations! You have successfully deleted a travel authorization.
End of Procedure.
Adding Multiple Expense Lines for Travel Authorizations and
Expense Reports
Expenses enables you to select multiple expense types to add to a travel authorization or an
expense report. You can also select whether to add one occurrence or a daily occurrence of the
expense types for a date range that you specify. Expenses adds the multiple expense lines to your
travel authorizations or expense reports, and you enter the remaining information that pertains to
each expense type.
Upon completion of this topic, you will be able to use multiple expense lines functionality to
quickly add expense lines.
Procedure
Consider this scenario:
Your goal is to add multiple expense lines to a travel authorization or expense report.
Key information:
Report ID: 0000000063
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Step
1.
Action
Begin by navigating to the Expense Report Entry page.
Click the Main Menu button.
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Step
2.
Step
3.
Page 136
Action
Click the Employee Self Service menu.
Action
Click the Travel and Expense Center list item.
Training Guide
FINANCE 9.1 Expenses
Step
4.
Action
Select Modify under Travel Authorization to view and modify a Travel
Authorization.
For this example, you will view and modify an Expense Report.
5.
Click the Expense Report link.
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Step
6.
Step
7.
Page 138
Action
Click the Modify link.
Action
Click the Find an Existing Value tab.
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FINANCE 9.1 Expenses
Step
8.
Action
Enter the desired information into the begins with field.
Enter "0000000063".
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Step
Action
9.
Click the Search button.
10.
The Expense Report Entry page enables you to easily add expense lines and
provide general information as well as other details that are specific for expense
types.
Step
11.
Page 140
Action
Click the Add list.
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Step
Action
12.
Click the Multiple Expenses list item.
13.
Click the Add button.
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Step
14.
Step
15.
Action
Use the Add Multiple Expenses page to select expense types to add to expense
reports and whether you want to add one instance of the expense type or have an
entry of that expense type for each day within a date range.
Action
Enter a date range for Expenses to use to add expense lines to the expense report.
This range is used to generate a line for the expense type for each day if the All
Days check box is selected.
Enter the desired information into the From field.
Enter "09/01/2011".
16.
Enter the desired information into the To field.
Enter "09/03/2011".
17.
Select One Day or All Days to specify whether to add one instance of the expense
type to the expense report or whether to add one for each day in the date range for
that particular expense type.
18.
Click the Breakfast option for All Days.
19.
Click the Dinner option for All Days.
20.
Click the vertical scrollbar.
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Step
Action
21.
Click the Lunch option for All Days.
22.
Click the vertical scrollbar.
Step
23.
Action
Click the Continue button.
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Step
Action
24.
Notice that the lines have been added. You can now enter the specific expense
information for each line.
25.
Click the vertical scrollbar.
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Step
Action
26.
Click the Save For Later button.
27.
Congratulations! You have successfully added multiple expense lines to an expense
report.
End of Procedure.
Canceling Approved Travel Authorizations
The Cancel Approved Travel Authorization feature is available to employees and system
administrators and provides the mechanism necessary to cancel unused travel authorizations that
you have not applied to expense reports.
After you cancel a travel authorization, you can delete it.
Upon completion of this topic, you will be able to cancel a travel authorization for a business trip
that has been postponed.
Procedure
Consider this scenario:
Your goal is to cancel an approved travel authorization.
Key information:
Empl ID: 99990009
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Step
1.
Action
Begin by navigating to the Cancel Approved Travel Authorization page.
Click the Main Menu button.
Step
2.
Page 146
Action
Click the Employee Self Service menu.
Training Guide
FINANCE 9.1 Expenses
Step
3.
Action
Click the Travel and Expense Center list item.
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Step
4.
Step
5.
Page 148
Action
Click the Travel Authorization link.
Action
Click the Cancel link.
Training Guide
FINANCE 9.1 Expenses
Step
6.
Action
Enter the desired information into the Empl ID field.
Enter "99990009".
7.
Click the Search button.
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Step
8.
Action
Use the Cancel Approved Travel Authorization page to cancel travel
authorizations that have been approved.
This page displays all travel authorization requests that have been approved or
approved and budget-checked, but not assigned to an expense report.
9.
Step
Select the travel authorization requests that you want to cancel and click the Cancel
Selected Travel Authorization(s) button. If you use Commitment Control, the
system then performs budget checking to reverse encumbrance amounts associated
with the travel authorization(s).
Action
10.
Click the Trip to Sacramento option.
11.
Click the Cancel Selected Travel Authorization(s) button.
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Step
12.
Step
13.
Action
Click the OK button.
Action
The cancelled Travel Authorization is no longer listed.
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Step
Action
14.
Congratulations! You have successfully cancelled a travel authorization.
End of Procedure.
Preparing Cash Advances
To minimize the impact of business travel on employee personal finances, you can provide cash
advances to pay for items such as meals, ground transportation, and gratuities. With Expenses,
you can process cash advances from the initial request through the final payment. Exception
processing enables you to cover last-minute emergencies and unplanned situations.
Before preparing cash advances, you must set up:



Employees.
Cash advance sources.
Business purposes.
Upon completion of this lesson, you will be able to:








Create a cash advance.
View a cash advance.
Modify a cash advance.
Reconcile a cash advance.
Delete a cash advance.
Close a cash advance.
Print a cash advance.
Apply a cash advance to an expense report.
Creating Cash Advances
A cash advance has several parts to complete before submitting it for approval. The way you set
up your expenses system determines what kinds of data are required and how your accounting
system uses the data. If you have set up a report description and business purpose on the User
Defaults page, then Expenses prepopulates these fields on cash advances. As you go through the
preparation process, you can import advances that were initiated at automated teller machines
using a corporate credit card. You can save cash advances for further work, or you can submit
them for approval.
Upon completion of this topic, you will be able to create a cash advance to be paid to an
employee by check.
Procedure
Consider this scenario:
Your goal is to create a cash advance for an employee.
Key Information:
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Empl ID: 99990009
Cash Advance: $1500.00
Step
1.
Action
Begin by navigating to the Cash Advance page.
Click the Main Menu button.
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Step
2.
Action
All Cash Advance expense entries are performed through Employee Self-Service.
In this example, you are an authorized user for an employee requiring a cash
advance.
Click the Employee Self-Service menu.
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Step
3.
Step
4.
Action
Click the Travel and Expense Center list item.
Action
Click the Create link under the Cash Advance section.
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Step
5.
Action
Your Empl ID is displayed by default; however, you must enter the Empl ID for the
employee.
Click the Look up Empl ID button.
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Step
6.
Action
A list of employees you are authorized to enter cash advances for displays.
Click the 99990009 link.
7.
Step
8.
Click the Add button.
Action
Enter the desired information into the Description field.
Enter "Boston/Conference".
9.
Enter the desired information into the Comment field.
Enter "IT Conference".
10.
Click the Business Purpose list.
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Step
11.
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Action
Click the University Meeting list item.
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Step
12.
Step
Action
Click the Source list.
Action
13.
Adjustment Advance is not used.
14.
Imprest Advance is used when an employee has received cash from the campus
Bursar. Selecting this choice creates a check to be paid to the Bursar for
reimbursement.
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Step
15.
Action
For this example, you are creating a cash advance to be paid directly to the
employee.
Click the System Check list item.
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Step
16.
Action
Depending on your campus' required procedures, enter the desired information into
the Description field.
Enter "IT conference fees and expenses".
17.
Enter the desired information into the Amount field.
Enter "1500.00".
18.
Click the Submit button.
19.
The Submit Confirmation page provides you a chance to review the name and
amount for your cash advance request. Use the Cancel button to make changes.
Click the OK button.
20.
The Authorization ID now appears.
21.
Depending on your campus' required procedures, you have the option to print the
cash advance request using the Printable View button.
Click the Printable View button.
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Step
Action
22.
You can print this page by using your browser's print feature.
23.
Congratulations! You have successfully created a cash advance for an employee.
End of Procedure.
Viewing Cash Advances
Use the View Cash Advance Report page to view cash advance requests that have already been
submitted.
Upon completion of this topic, you will be able to view a cash advance for an employee.
Procedure
Consider this scenario:
Your goal is to view a cash advance report.
Key Information:
Advance ID: 0000001064
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Step
1.
Action
Begin by navigating to the View Cash Advance Report page.
Click the Main Menu button.
Step
2.
Action
All Cash Advance expense entries are performed through Employee Self-Service.
In this example, you are an authorized user for an employee requiring a cash
advance.
Click the Employee Self-Service menu.
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Step
3.
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Action
Click the Travel and Expense Center list item.
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Step
4.
Step
5.
Action
Click the Cash Advance link.
Action
Click the View link.
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Step
6.
Action
Enter the Advance ID into the begins with field.
Enter "0000001064".
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Step
7.
Step
Action
Click the Search button.
Action
8.
Use the View Cash Advance Report page to view cash advance requests that have
already been submitted.
9.
The Accounting Date field displays the accounting date for Expenses to create
liability accounting entries for cash advances reconciled through an employee
reimbursement.
10.
The Post State field displays whether accounting entries for the cash advance have
been posted to the general ledger.
11.
Additional fields appear in the Totals section after you save a cash advance.
12.
The Advance Amount field displays the total amount of the cash advance request.
13.
The Applied to Expense Reports field displays the total amount of the cash
advance that the employee has applied to expense reports.
14.
The Payments Received field displays the total amount of checks the employee has
written to offset a balance due the organization.
15.
Congratulations! You have successfully viewed a cash advance.
End of Procedure.
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Modifying Cash Advances
You can modify a cash advance if you have not submitted it for approval or if an approver sent it
back for revision or correction.
Upon completion of this topic, you will be able to modify a cash advance.
Procedure
Consider this scenario:
Your goal is to modify a cash advance.
Key information:
Advance ID: 0000000015
Step
1.
Action
Begin by navigating to the Modify Cash Advance Report page.
Click the Main Menu button.
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Step
2.
Action
All Cash Advance expense entries are performed through Employee Self-Service.
In this example, you are an authorized user for an employee requiring a modification
for a cash advance.
Click the Employee Self-Service menu.
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Step
3.
Step
4.
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Action
Click the Travel and Expense Center list item.
Action
Click the Cash Advance link.
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Step
5.
Action
Click the Modify link.
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Step
6.
Action
Enter the desired information into the begins with field.
Enter "0000000015".
Step
7.
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Action
Click the Search button.
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Step
8.
Action
Use the Modify Cash Advance Report page to modify a cash advance request and
submit it for approval or save it for further work.
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Step
9.
Action
Enter the desired information into the Amount field.
Enter "50.00".
10.
Step
Click the Update Totals button.
Action
11.
Notice the Advance Amount field is updated with the new value.
12.
Click the Submit button.
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Step
13.
Action
Click the OK button.
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Step
14.
Action
Congratulations! You have successfully modified a cash advance.
End of Procedure.
Reconciling Cash Advances
When an employee uses a cash advance for University-related purposes and submits an expense
report, the advance offsets some or all of the expenses the employee submits on the expense
report. If you do not reconcile cash advances, your campus may incorrectly reimburse more than
the expenses that your employees incur.
When employees prepare expense reports, they designate the associated cash advance ID from a
link on the Expense Report Entry page. The Apply Cash Advance(s) link opens a page where
they select one or more cash advance IDs to apply the entire amount or a portion of a cash
advance to their expense reports. The selected cash advance items become part of the expense
report calculations that determine how much to reimburse the employees.
Expenses tracks the remaining balance due to the University and identifies on the
Reconcile Cash Advance Report page the expense report IDs that employees applied the cash
advance amounts to. If an employee received a cash advance but did not take the planned
business trip or did not use the entire portion of the cash advance, the employee can submit a
personal check to offset the balance due to the organization. You enter payments received from
employees on the Reconcile Cash Advance Report page.
To reconcile a cash advance, the cash advance must have a status of Paid and the total due to the
University is greater than zero. When you reconcile a cash advance, Expenses changes the status
to Reconciled .
Upon completion of this topic, you will be able to reconcile an employee's cash advance against
an expense report where the entire advance was not used.
Procedure
Consider this scenario:
Your goal is to reconcile an employee's cash advance against an expense report where he did not
use the entire advance.
Key information:
Authorization ID: 0000000027
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Step
1.
Action
Begin by navigating to the Reconcile Cash Advance Report page.
Click the Main Menu button.
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Step
2.
Step
3.
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Action
Click the Scroll Down button.
Action
Click the Travel and Expenses menu.
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Step
4.
Action
Click the Manage Accounting menu.
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Step
5.
Step
6.
Action
Click the Reconcile Cash Advance list item.
Action
Enter the desired information into the begins with field.
Enter "0000000027".
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Step
7.
Action
Click the Search button.
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Step
Action
8.
Use the Reconcile Cash Advance Report page to reconcile a cash advance. You
can compare the cash advance against a submitted expense report to correctly
reimburse the employee.
9.
Use the Accounting Date field to enter the accounting date for Expenses to use to
generate new accounting entries Application Engine process for cash advances
reconciled through an employee reimbursement.
10.
If the cash advance is associated with an expense report, Expenses displays the
expense report ID, creation date, report status, and amounts in the Associated
Expense Reports grid.
If there is no report ID, you can still reconcile the cash advance. For example, if an
employee received a cash advance but did not take the planned business trip or did
not use all of the cash advance, the cash advance can be reconciled by the employee
writing a check to your organization for the total displayed in the Due Company
field.
11.
Step
12.
Use the Number field to enter check numbers and check amounts when the
employee submit checks for unused cash advance funds. Expenses enables you to
enter more than one check payment.
Action
Enter the desired information into the Number field.
Enter "1183".
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Step
13.
Action
Enter the desired information into the Amount field.
Enter "20.00".
14.
Step
15.
Click the vertical scrollbar.
Action
Click the Reconcile button for Expenses to validate that the amount applied to
expense reports and the total payments received from the employee equals the
amount of the cash advance request.
If the amount applied to expense reports and total payments received does not equal
the cash advance request amount, Expenses displays an error message. You will not
be able to save the expense report until the error is resolved.
If the amount applied to expense reports and total payments received equals the cash
advance request amount, Expenses sets the cash advance status to Reconciled.
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Step
Action
16.
Notice the Status has changed to Reconciled.
17.
The Payments Received field is updated with the amount paid.
18.
Congratulations! You have successfully reconciled a cash advance.
End of Procedure.
Deleting Cash Advances
Expenses allows you to delete a cash advance request providing that you have not submitted it for
approval. You can also delete a cash advance request if it was submitted and denied.
Upon completion of this topic, you will be able to delete a cash advance request.
Procedure
Consider this scenario:
Your goal is to delete a cash advance request.
Key information:
EmplID: 99990009
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Step
1.
Action
Begin by navigating to the View Cash Advance Report page.
Click the Main Menu button.
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Step
2.
Action
All Cash Advance expense entries are performed through Employee Self-Service.
In this example, you are an authorized user for an employee requiring a cash
advance.
Click the Employee Self-Service menu.
Step
3.
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Action
Click the Travel and Expense Center list item.
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Step
4.
Action
Click the Cash Advance link.
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Step
5.
Step
6.
Action
Click the Delete link.
Action
Enter the desired information into the EmplID field.
Enter "99990009".
7.
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Click the Search button.
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FINANCE 9.1 Expenses
Step
8.
Action
The Delete Cash Advance Report page displays a list of unsubmitted cash advance
requests for the employee whose ID you entered.
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Step
Action
9.
Click the Select option for Advance ID 0000000010.
10.
Click the Delete Selected Advance(s) button.
Step
Action
11.
Click the OK button.
12.
Congratulations! You have successfully deleted a cash advance.
End of Procedure.
Closing a Cash Advance
When a cash advance has been approved for payment processing, you can cancel it after you have
posted its liabilities. You can close the cash advance if you have not staged payments for it.
Upon completion of this topic, you will be able to close a cash advance.
Procedure
Consider this scenario:
Your goal is to close a cash advance.
Key information:
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Advance ID: 0000000003
Step
1.
Action
Begin by navigating to the Cash Advance Close page.
Click the Main Menu button.
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Step
2.
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Action
Click the Scroll Down arrow.
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Step
3.
Step
4.
Action
Click the Travel and Expenses menu.
Action
Click the Process Expenses menu.
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Step
5.
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Action
Click the Close Expenses menu.
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Step
6.
Step
7.
Action
Click the Mark Cash Advance for Close list item.
Action
Enter the desired information into the begins with field.
Enter "0000000003".
8.
Click the Search button.
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Step
Action
9.
Use the Cash Advance Close page to mark a cash advance for close if it has been
approved for payment processing but not staged for payments.
10.
The information on the Cash Advance Close page comes from the cash advance
description.
To indicate the reversal date for Expenses to use to reverse the accounting liability
entries, select Use Current Date or Use Specific Date. This opens a field for you to
enter the date to reverse liability entries.
For this example, retain the default, Use Current Date.
11.
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After you click the Close button and confirm your selections, Expenses marks the
cash advance for closing and changes the status to Close in Process.
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Step
12.
Action
Click the Close button.
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Step
13.
Step
14.
Action
Click the OK button.
Action
Next, navigate to the Expense Processes page to run the close liability process,
which generates accounting entries.
Under Process Expenses (breadcrumb navigation at the top of the page), click
the Expense Processing link.
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Step
15.
Action
You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.
Click the Add a New Value tab.
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Step
16.
Step
17.
Action
A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.
Action
Enter the desired information into the Run Control ID field.
Enter "CLOSE_CASH".
18.
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Click the Add button.
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Step
19.
Action
Use the Expense Processes page to enter the request parameters. These parameters
will be used to define the processing rules and data to be included when the process
is run.
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Step
Action
20.
Click the Close Liability option.
21.
If the Run Control ID is new, click the Save button and then click the Refresh
button to update the transaction counts.
Click the Save button.
22.
Step
Click the Refresh button.
Action
23.
Notice that the Cash Advances field has been updated for the Close Liability
process.
24.
Click the Run button.
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Step
25.
Action
Use the Process Scheduler Request page to enter or update parameters, such as the
process output format.
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Step
26.
Step
27.
Page 204
Action
Click the OK button.
Action
Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.
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Step
28.
Step
29.
Action
Click the Process Monitor link.
Action
Use the Process List page to view the status of submitted process requests.
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Step
30.
Action
The current status of the process is Processing. The process is finished when the
status is Success. Continue to click the Refresh button until the status is Success.
Click the Refresh button.
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Step
Action
31.
The Run Status is now Success.
32.
Congratulations! You have successfully closed a cash advance.
End of Procedure.
Processing Expense Report Exceptions
No matter how carefully you design and implement your reimbursement operations, there will
sometimes be unforeseen situations that require special processing of expense reports .
Depending on where your expense reports are in the processing cycle, Expenses provides a great
amount of flexibility to help you deal with the unplanned contingencies that always seem to arise.
Upon completion of this lesson, you will be able to:

Close an expense report
Closing Expense Reports
When an expense report has been approved for payment processing, you might need to cancel it
after you have already posted its liabilities. You can close an expense report if you have not
staged payments for the expenses.
Upon completion of this topic, you will be able to mark this expense report for closure.
Procedure
Consider this scenario:
Your goal is to mark an expense report for closure.
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Key information:
Report ID: 0000073178
Run control ID: CLOSE
Step
1.
Action
Begin by navigating to the View Expense Report - Expense Report Detail page.
Click the Main Menu button.
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Step
2.
Action
Click the Scroll Down button.
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Step
3.
Step
4.
Page 210
Action
Click the Travel and Expenses menu.
Action
Click the Travel and Expense Center list item.
Training Guide
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Step
5.
Action
Click the Expense Report link.
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Step
6.
Step
7.
Action
Click the View link.
Action
Enter the desired information into the begins with field.
Enter "0000073178".
8.
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Click the Search button.
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Step
Action
9.
Use the View Expense Report - Expense Report Detail page to view expense
reports after they have been submitted for approval.
10.
Notice that the Status field has a value of Approved for Payment and the Post State
field has a value of Posted.
11.
Only expense reports that have been posted, but are posted and unpaid, are eligible
to be closed.
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Step
12.
Action
Next, navigate to the Mark Expense Report for Close page.
Click the Main Menu button.
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Step
13.
Step
14.
Action
Click the Scroll Down button.
Action
Click the Travel and Expenses menu.
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Step
15.
Page 216
Action
Click the Process Expenses menu.
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Step
16.
Step
17.
Action
Click the Close Expenses menu.
Action
Click the Mark Expense Report for Close menu.
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Step
Action
18.
Use the Mark Expense Report for Close page to close expense reports.
19.
Because we just viewed the detail of this expense report, the system takes us directly
to the same expense report. Otherwise, the system would have taken you to the
Mark Expense Report for Close search page.
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Step
20.
Action
Close the expense report and access the Close Expense Report page to confirm that
you want to mark the expense document for closing.
Click the Close button.
Step
Action
21.
Use the Close Expense Report page to modify the reversal date and verify that the
expense report is to be closed.
22.
Click the OK button.
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Step
23.
Action
After you confirm your selection, the system marks the expense report for closing.
Notice that the Close button is no longer available.
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Step
24.
Action
Next, navigate back to the View Expense Report - Expense Report Detail page.
Click the Travel and Expenses button.
Step
25.
Action
Click the Travel and Expense Center list item.
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Step
26.
Page 222
Action
Click the Expense Report link.
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Step
27.
Step
28.
Action
Click the View link.
Action
Enter the desired information into the begins with field.
Enter "0000073178".
29.
Click the Search button.
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Step
Action
30.
Notice that the Status field has not changed.
However, the Post State field has changed to Close In Process.
31.
The transaction will get updated overnight in the nightly batch process.
32.
Congratulations! You have successfully marked an expense report for closure and
run the close liability process.
End of Procedure.
Managing Approvals in Expenses
Managers are often the approvers for expense transactions. The major concerns of a manager
would typically include policy compliance and fiscal responsibility. Managers may want to
review their employees' expenditure patterns and see the impact of excessive expenditures on
their department or cost center.
After an expense report or cash advance has been submitted, it must go through your approval
process before employees can be paid. If your organization requires any auditing, the designated
auditor must approve the expense report or cash advance before it is eligible for processing. Your
approval policies specify the conditions for approval.
Upon completion of this lesson, you will be able to:





Describe how the approval process works in PeopleSoft Expenses.
Use the summary approval pages.
Approve an expense report.
Approve a travel authorization.
Approve a cash advance.
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
Reassign approvals.
Understanding Approvals
Many organizations enforce rules and policies related to expenses that employees and contractors
incur for which they seek reimbursement. To manage these rules and policies, organizations can
require one or more approvals for expense transactions as a normal part of the business process.
The expense transaction types supported for approvals in Expenses are travel authorizations, cash
advances, expense reports, time reports, and time adjustments. You can activate all or some of the
transaction types for approval through the approval configuration pages.
Organizations can have one or more types of approvers ranging from a departmental reviewer to
an auditor who reviews expense transactions after reimbursements are processed. The approval
process in Expenses can involve certain actions that an approver can perform such as Approve,
Deny, Send Back, or Hold. The actions that an approver can take are determined through set up
and configuration of the approver. Reviewing and approving expense transactions are performed
through a set of pages that are entered through the Approve Transactions pages, worklist, email
notification, or email. These are a centralized set of pages used by approvers and auditors.
Expenses enables reviewers, approvers, and auditors to drill down to the transaction detail where
they can view, modify, or take action on the transaction.
Upon Completion of this topic, you will be able to describe the basic rules and parameters
associated with the approval process in e*mpac Expenses.
Procedure
Consider this scenario:
Your goal is to understand the expense approval functionality. We will review the various
options that are available when reviewing expense reports.
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Step
Action
1.
The Expenses approval functionality enables reviewers, approvers, and auditors to
review and approve multiple expense transactions with one approval action. You
control the approver actions that can be used on the summary approval pages. You
can disable summary approvals if it violates organizational policy for expense
approvals and disable transactions for approval on the summary approval pages if
they have exceptions. You can also configure approvals so that an approver with
multiple roles can see the same transaction only once.
2.
Depending on how you set up Expenses, reviewers, approvers, and auditors can
approve some or all expense transactions in their queue with one action.
3.
You can also approve all expense transaction types on one page or approve by
transaction type.
4.
You can drill down to view additional information and take action on transactions at
the detail level.
5.
You can change the sort order of transactions and view them sequentially in the new
order.
6.
You can search for transactions in a pending approval status.
Step
7.
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Action
You can view expense history for one or more employees prior to approval.
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Step
8.
Action
You establish pooled approvers by assigning multiple approvers to the same routing
range of ChartFields or by adding multiple profiles to the approver list.
In both cases, you must select the Notify All Approvers option in the Submission
Notifications group box on the Approver Routing List page. The system defaults
to require only one approver out of the pool to approve a transaction.
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9.
Step
10.
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Action
You can modify the number of approvers that are needed to reflect the number of
approvers your organization requires by changing the Number of Approvers
Needed value on the Approval Step Definition - Step page.
Action
The following rules apply to pooled approver functionality:
• If you configure the system to require only one approver from a pool of approvers,
and one of the approvers performs an approval action, the system withdraws the
transaction from the other approvers' queues.
• If you establish multiple profiles on the approver list with multiple approvers
assigned to each profile, the system only requires one approval from the pool if you
set the Number of Approvers Needed field to 1.
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11.
Action
If you define a profile on an approver list that is associated with a refinement or
filter that excludes a transaction, the system excludes the approvers that are assigned
to that profile from the pool.
For example, Auditor1, Auditor2, and Auditor3 profiles are on the prepayment
auditor approver list. Auditor2 uses a refinement that selects only expense reports
that contain project-related expenses. When an employee submits an expense report
that does not contain project-related expenses, the approver pool consists of
approvers assigned to the Auditor1 and Auditor3 profiles.
12.
If the system excludes all approvers in a pool because of refinements associated with
their profiles, the system automatically approves the transaction for that role.
13.
Approval Privilege Templates consist of a collection of attribute privileges that
define the type of access to
fields and records that approvers can access in their approval queue.
The approval privileges range from viewing accounting dates to adding expense
lines.
14.
Privileges enable approvers to view and modify areas of a transaction and, in some
cases, to add or delete other areas of a transaction.
Some privileges may supersede others. For example, if an approver has the authority
to add or delete an expense line, they automatically have the authority to add or
delete distributions, change amounts,
and change ChartFields.
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15.
Step
16.
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Action
An approver type is a role that defines which type of expenses an approver is
authorized to approve.
Action
In this example, an approver type of Reviewer has been defined.
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17.
Step
Action
In this example, an HR Supervisor approver type has been defined.
Action
18.
In this example, a Project Supplemental Approver has been defined. Use this
approver type instead of project manager approvals, or in conjunction with project
manager approvals for project-related transactions that meet defined conditions,
such as report total amount or reports with billable project hours. You define these
approvers through an approver list.
19.
In this example, a Pre Pay Auditor approver type has been defined.
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Action
20.
In general, employees cannot approve or audit their own expense transactions.
Expenses compares the employee ID on the transaction with the employee ID that is
associated with the user ID of the approver or auditor.
21.
Expenses uses these rules for final approvals:
• You must authorize at least one active approver type to approve expense report
transactions for payment.
• You must authorize active approver types for expense report transactions to either
approve for payment, approve for billing, or both.
• Expenses sets the status for travel authorizations and cash advances to Approvals
In Process until the final approver approves the transaction.
• Expense reports display a status of Approvals In Process until the final approver
who is authorized to approve for payment has approved the transaction. Upon final
approval, Expenses changes the status to Approved for Payment. If no
reimbursement is due back to the employee, Expenses sets the status to Paid.
• If a transaction is in the Staged or Paid status, Expenses does not enable the Deny
or Send Back actions for subsequent approvers and the transaction displays a
Pending Billing Approval status. The exception to this rule is that a post payment
auditor can deny lines on an expense report or deny the entire transaction.
22.
Expenses uses these rules for privileges:
• If there are multiple approvers and one of the approvers adds a new line to an
expense transaction, Expenses automatically sets the line to Approved for
Payment. Subsequent approvers cannot deny the line. Use the Modify Approved
Transactions page to modify or remove the line.
• If an approver adds a line or modifies a line to change the value of a routing
ChartField in any distribution, Expenses does not route the transaction back to the
beginning of the approval process; only subsequent approvers will see the line.
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23.
Action
Expenses uses these rules for routing. The general defaulting rule used in rerouting
(escalation), delegation, or reassignment functionality is:
• If the system cannot determine the appropriate approver based on the
configuration, the system routes the transaction to the designated approver in the
employee's profile.
• If the system cannot determine the designated approver through the employee's
profile, the system routes the transaction to the Expense System Administrator that
you define in the transaction definition.
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24.
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Action
Expenses uses these rules for routing:
• If the escalation process picks up a transaction for rerouting, and the approver who
is designated as the target for rerouting is the same person as the employee or
submitter, the system routes the transaction to the approver's delegated approver.
• If the rerouting process picks up a transaction for rerouting, and the approver who
is designated as the target for rerouting is the same person as the employee or
submitter, the system routes the transaction to them but does not enable them to take
any transaction approval action on the approval pages.
• If you reassign a transaction to an approver who has already approved the
transaction, the system will not route the transaction to that approver again.
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Action
25.
When you use the Define Security - Reassign Work page to reassign work from
one approver to another, Expenses validates user IDs and transactions:
• Expenses generates an error and terminates the reassign operation if you enter the
same approver in the Reassign Work To field on the Define Security - Reassign
Work page. For example, MGR1 cannot reassign work to MGR1.
• If the originator of an expense transaction is the same as the reassigned approver,
Expenses performs the reassignment but when the new approver attempts to perform
an approval action, they receive a message indicating that they are not authorized to
approve a transaction that they submitted. For example, MGR1 reassigns the work to
MGR2. Expenses encounters an expense transaction that MGR2 created and
submitted to MGR1 for approval.
26.
If the alternate approver is the same person as the approver whose work is being
reassigned, the system reassigns the work as follows:
MGR1 assigns the work to MGR2. MGR1 is also the alternate approver for MGR2.
The system ignores the delegation and reassigns the work to MGR2.
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27.
Action
If an approver reassigns work to another approver who has designated an alternate
approver, who in turn has designated an alternate approver who is the original
approver, it is considered a circular reference and the reassignment stops at the first
approver it encounters who is not the originator.
Example:
• MGR1 designates MGR2 as the alternate approver.
• MGR2 designates MGR3 as the alternate approver.
• MGR3 designates MGR4 as the alternate approver.
• MGR4 designates MGR1 as the alternate approver.
The approval engine loops through the delegated approvers until it can find no more
alternates or until an alternate appears who has already appeared once in the
approval chain of alternates. In the example above, the system would route the
transaction to MGR4 and stop there because the alternate is an approver who has
already been processed in the loop.
Step
28.
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Action
You cannot route cash advances to a project manager or project supplemental
approvers.
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Action
29.
For travel authorizations and cash advances, all active approvers must approve
before the system marks the transaction header with a final approval status. Final
approval status is Approved for these transactions.
30.
The transaction header status changes to Approved for Payment upon approval by
the last active approver type. If subsequent approvers are active, the system routes
the transaction to them; however, the expense report is eligible for payment
processing, regardless of any subsequent approver actions.
If the expense report is in Approved for Payment status, subsequent approvers can
deny it or send it back for revision during the prepayment approval process.
However, subsequent approvers cannot deny or send back for revision if the expense
report has been staged for payment or paid.
31.
For expense reports, a transaction status of Approved for Payment and project
manager flag value of N sets the expense report to be eligible for staging to Project
Costing.
32.
Congratulations! You have successfully reviewed the approval process.
End of Procedure.
Using Summary Approvals for Expense Transactions
Expenses delivers a configuration design that enables you to configure an approver for any type
of role, whether they are line managers or auditors. All approvers and auditors perform reviews
and approval actions through the same approval pages. In some organizations, approvers can
view and approve many transactions each day. Expenses enables reviewers, approvers, and
auditors to view and approve some or multiple transactions in their queue with one action.
In this topic, you will review the uses of the different summary approval pages.
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Procedure
Summary approvals allow an approver to process multiple transactions from a work list.
Step
1.
Action
Begin by navigating to the Overview page.
Point to the Manager Self-Service link.
2.
Click the Travel and Expense Center link.
3.
Click the Approve Transactions link.
4.
Use the Overview page to view and approve multiple expense transactions in one
approver action.
5.
The Approve Transactions component consists of a summary page of all
transactions in an approver's queue and separate pages for each transaction type.
6.
Click the link in the Description or Transaction ID columns to drill down to view
transaction details. You can also approve transactions from the detail pages.
7.
You can select several transactions on the Overview page and then click an
approval action button. The system still performs all rules that were configured for
approvals for each transaction.
8.
You can click the Refresh List button to update the approval queue.
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9.
Action
Expenses provides a search utility that enables you to search for specific transactions
in the queue that are pending approval. The search does not apply to transactions
that have already processed. This utility is intended for approvers who manage large
numbers of transactions for review and approval.
You can use this functionality to group transactions by some criteria to be approved
with one action. For example, you can approve all expense and time reports for a
special project before processing other transactions. You can use the search utility to
select only those transactions.
Click the Expand section button.
10.
The search utility enables you to add and delete rows. The conditional relationship
between all rows is AND.
11.
If you select the Select All or Clear All options after a search, the action only
applies to those transactions returned in the search.
12.
If you click the Refresh List button, the system restores the approver's queue of
pending transactions.
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Step
13.
Action
Expenses lists only columns that appear in the Transactions to Approve grid. If
you select a column, then you must enter a criteria. Options for the Column Name
field are: Transaction Type, Total, Unit, Name, Employee ID, Description,
Transaction ID, Date Submitted, Status, Role, Period End Date, Trip Date, and
Budget Status.
Description is available only for searches for expense reports, travel authorizations,
and cash advances.
Budget Status appears only for expense reports and travel authorizations.
14.
Use the Expression list to select an operand to build the select criteria. Operands
that appear for selection change based on the field that you select.
If you select the Between operand, the system displays a second criteria field to
accept a value for the end of the range. The second criteria field must be a value that
is not less than the value of the first criteria field.
15.
The Criteria field becomes active after you select values in the Column Name list.
Use the Criteria field to enter the specific condition of the select statement. For
example, if you enter “2005 Annual Conference” for the criteria in the Description
column, Expenses displays only those expense transactions that match that
description.
16.
Click the Search button to search the pending transactions in an approver's queue
using the selection criteria that you entered in the Search Pending Transactions
grid. The system clears any transactions in the Transactions to Approve grid that
you previously selected.
17.
Click the Clear button to remove all search criteria lines.
18.
Click the Collapse section button.
19.
The Change Sort Order section enables you to select up to three columns to
reorder transactions in the Transactions To Approve grid.
Click the Expand section button.
20.
Select a sort key from the Sort By list, select the sort key order (Ascending or
Descending), and click the Sort List button.
21.
Click the Collapse section button.
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22.
Action
In the Transactions to Approve grid, use the Select column to select transactions
for an approval action. Expenses does not display this column if you did not enable
summary approvals for the page.
Expenses disables the Select option if you disallowed summary approvals for
transactions with exceptions on the Summary Approval Options page, which
requires the approver to drill down to the transaction detail to perform the necessary
approval action.
23.
Expenses can display up to three columns (Urgency, Risk, Alert) that are visual
queues.
These queues indicate that there is urgency, risk, or an alert associated with the
expense transaction.
24.
The urgency icon (not shown on this page shot) is identified by a green circle,
yellow triangle, or red square that indicates the level of urgency. A green circle
indicates a low level of urgency, a yellow triangle indicates a medium level of
urgency, and a red square indicates a high level of urgency.
An urgency alert indicates that a level of urgency is associated with the expense
transaction. Urgency levels are configured at the installation options level.
Approvers can sort the transactions by urgency level on the Summary Approval
page, which enables them to review the most urgent transactions first.
25.
A risk alert indicates that a level of risk is associated with the expense transaction.
The Risk icon appears when the transaction meets the criteria that are defined on the
risk template.
The Risk icon appears at the header level for all transaction types, and at the line
level for expense reports and travel authorizations.
Approvers can sort the transactions by risk on the Summary Approval page, which
enables them to review transactions that have risk first.
26.
The View Risk Details page displays the risk level and risk criteria, which provides
critical information to the approver.
27.
The alert image is identified by a yellow triangle that has an exclamation point in the
center. Expenses displays a visual alert to indicate that an exception is associated
with the expense transaction.
Exceptions are conditions that a transaction can have and that you can flag or
exclude from summary approvals. An exception is not necessarily an error, but is
considered as a condition or state. You select the exception conditions, such as
Expenses Out of Policy on the Summary Approval Options page.
28.
The Transaction Type column identifies the type of expense transaction, such as
expense report or cash advance. Expenses displays this column only on the
Overview page.
29.
The Total column displays the total amount for monetary transactions.
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Action
30.
The Unit column displays the unit of measure. The submitter's general ledger
business unit base currency code appears for monetary transactions.
31.
The Name column displays the name of the employee to whom the transaction is
assigned.
32.
The Employee ID column displays the employee ID of the employee to whom the
transaction is assigned.
33.
The Description column displays the transaction header description for expense
reports, travel authorizations, and cash advances;
Click the link to access one of the following pages, depending on the transaction
type:
• Approve Expense Report - Expense Report Summary page.
• Approve Cash Advance Report page.
• Approve Travel Authorization - Travel Authorization Summary page.
34.
The Transaction ID column displays the transaction ID that Expenses assigned to
the transaction.
Click the link to access one of the following pages, depending on the transaction
type:
• Approve Expense Report - Expense Report Summary page.
• Approve Cash Advance Report page.
• Approve Travel Authorization - Travel Authorization Summary page.
35.
Click the horizontal scrollbar.
36.
The Date Submitted column displays the date that the originator last submitted the
expense transaction for approval. If an employee submits an expense transaction for
approval on November 3, an approver returns the transaction to the employee on
November 4, and the employee resubmits the transaction on November 5, Expenses
displays the date submitted as November 5.
37.
The Status column displays the current header status of the expense transaction.
38.
The Role column displays the type of role or approver type that the approver has for
the transaction. Some employees in an organization can be both approvers and
auditors. If an approver has only one role in the approval process, they can use the
grid's Customization feature to hide this column.
39.
Click the horizontal scrollbar.
40.
Use the Select All and Clear All options in conjunction with the Approve,
Reviewed, Send Back, and Budget Check buttons.
41.
Click the Approve button to approve an expense transaction.
42.
Click the Reviewed button to indicate that you have reviewed an expense
transaction.
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Action
43.
Click the Send Back button to send an expense transaction back to the employee or
the originator.
44.
Click the Refresh List button to retrieve new transactions that may have been
submitted to the approver's queue.
45.
Click the Expand section button.
46.
Use the Comments section to enter a comment, which Expenses displays on all
summary pages.
Expenses displays the Comments section on the Approve Transaction pages if you
selected the check box for Transaction Pages or Overview and Error Pages on
the Summary Approval Options page.
47.
Click the Collapse section button.
48.
Click the Employee Expense History link to access the Transaction History grid.
Click the Employee Expense History link.
49.
Use the Transaction History grid to view one or many employee expense
transactions, past and current transactions, and drill down to the transaction details.
50.
Click the vertical scrollbar.
51.
Click the Return to Approval List link.
52.
Click the Expense Reports tab.
53.
Use the Expense Reports page to view and approve multiple expense reports in one
approver action.
54.
Expenses displays a visual risk alert to indicate that a level of risk is associated with
the expense transaction. The Risk icon appears when the transaction meets the
criteria that are defined on the risk template.
Click the Risk icon to access the View Exception Comments and Risks page and
view the risk level, risk criteria, and risk details. (For cash advance and time report
transactions, the risk button accesses the View Risk Details page.)
55.
Expenses displays a visual alert to indicate that an exception is associated with the
expense transaction. Exceptions are conditions that a transaction can have and that
you can flag or exclude from summary approvals.
An exception is not necessarily an error, but is considered as a condition or state.
You select the exception conditions, such as Expenses Out of Policy or Preferred
Merchant Not Used, on the Summary Approval Options page.
You cannot click the alert image to transfer to another page.
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Action
56.
The Total Amount column displays the total amount of the expense report.
57.
The Curr (currency) column displays the currency associated with the expense
report.
58.
The Budget Status column displays the budget checking status of the transaction.
Values are:
• Not Chk'd: Indicates that budget checking is required.
• Valid: Indicates that the transaction was successfully budget-checked.
• Error: Indicates that a budget checking exception occurred during the budget
checking process.
59.
The Description column displays the transaction header description for the expense
report. Click the link to access the Approve Expense Report - Expense Report
Summary page.
60.
The Transaction ID column displays the transaction ID that Expenses assigned to
the expense report. Click the link to access the Approve Expense Report - Expense
Report Summary page.
Step
Action
61.
Click the Travel Authorizations tab.
62.
Use the Travel Authorizations page to view and approve multiple travel
authorizations in one approver action.
63.
The Total column displays the total amount of the travel authorization.
64.
The Curr (currency) column displays the currency associated with the travel
authorization.
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Step
Action
65.
The Budget Status column displays the budget checking status of the transaction.
Values are:
• Not Chk'd: Indicates that budget checking is required.
• Valid: Indicates that the transaction was successfully budget-checked.
• Error: Indicates that a budget checking exception occurred during the budget
checking process.
66.
The Description column displays the transaction header description for travel
authorizations. Click the link to access the Approve Travel Authorization - Travel
Authorization Summary page.
67.
The Transaction ID column displays the transaction ID that Expenses assigned to
the transaction. Click the link to access the Approve Travel Authorization Travel Authorization Summary page.
68.
The Trip Date column displays the date the travel begins for the employee.
Step
Action
69.
Click the Cash Advances tab.
70.
Use the Cash Advances page to view and approve multiple cash advances in one
approver action.
71.
The Total column displays the total amount of the cash advance.
72.
The Curr (currency) column displays the currency associated with the cash
advance.
73.
The Description column displays the transaction header description for cash
advances. Click the link to access the Approve Cash Advance Report page.
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Step
74.
Step
Action
The Transaction ID column displays the transaction ID that Expenses assigned to
the transaction. Click the link to access the Approve Cash Advance Report page.
Action
75.
Click the Errors tab.
76.
Use the Errors page to view approval errors.
77.
When errors occur as a result of an action taken by an approver, the summary
approval page initially refreshes and displays a red flag icon in the Errors column to
indicate the transaction is in error from the approval process.
Approvers use the Errors page to view error messages. Expenses displays an error
message for each transaction. The transaction can have multiple errors, but the first
error condition that prevented the transaction from being processed is the message
that Expenses displays.
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Step
Action
78.
The error conditions handled are:
• Error in budget checking: Indicates that a transaction has encountered an error in
the budget checking process. Approvers must resolve the cause of the exception
before performing another budget check.
• Accounting date is invalid: Indicates that the transaction's accounting date is in a
closed period.
• Transactions must be budget checked prior to approval: Indicates that you
must run the budget checking process before you can approve the transaction. This
condition applies when an approver selects and tries to approve transactions that
must be budget checked prior to approval.
• Processing error – please contact your administrator: Indicates that some type
of programming error occurred.
79.
You have successfully reviewed the uses of the summary approval pages.
End of Procedure.
Approving an Expense Report
After an employee submits an expense report, it goes through the approval process.
Part of the approval process can include a review by an internal auditor. Expense reports can be
audited before (prepayment) or after (post payment) reimbursement. The audit can be performed
by one or many auditors, either sequentially or from a pool of auditors. In some organizations,
auditors can only randomly or selectively review expense transactions for audit purposes.
To selectively route expense transactions to an approver or auditor, define a refinement template
and configure it for selective criteria, then assign to an approver. The criteria established in the
refinement filters which transactions an approver or auditor see in their queue. For example, a
post payment auditor can review only transactions with project expenses associated with it or
expense reports that are missing receipts.
In this topic, you will approve an expense report that has been submitted by an employee.
Procedure
Consider this scenario:
Upon completion of this topic you will be able to approve an expense report.
Key Information:
Expense Report ID: 0000073226
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Step
1.
Action
Begin by navigating to the Expense Reports page.
Click the Main Menu dropdown button to activate the menu.
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Step
Action
2.
Step
3.
Action
Click the Travel and Expense Center list item.
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Step
4.
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Action
Click the Approve Transactions link.
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Step
5.
Step
6.
Action
Click the Expense Reports tab.
Action
Use the Expense Reports tab to review and approve expense reports.
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Step
7.
Action
Click the Description or Transaction ID link to access the Expense Report
Summary page.
Click the 0000073226 link in the Transaction Id column.
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Step
Action
8.
Use the Expense Report Summary page to review and approve or send back the
expense reports.
9.
Click the Accounting Defaults link to access the Approve Expense Report Accounting Defaults page. This page can be used to view or modify the accounting
distribution summary for the expense report.
10.
Use the More Options list to view additional information about this expense report.
Options are:
• View Exception Comments: Select to view the View Exception Comments
page.
• Expense Report Detail: Select to access the Expense Report Detail page.
Approvers can edit descriptive information and expense report line items, if their
privileges authorized them to do so.
Step
11.
Action
If there are exceptions for an expense line, an icon appears to the left of the line.
Click the Exceptions button to access the View Exception Comments and Risks
page. You can also select View Exception Comments and Risks from the More
Options list box to access the View Exception Comments page.
Click the Exceptions button.
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Step
12.
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Action
Use the View Exception Comments and Risks page to view exception comments
for expense items.
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Step
13.
Step
14.
Action
Click the Return To Expense Report link.
Action
Click the expense type link to access the Expense Detail page.
Click the Meals (Per Diem) link.
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Step
Action
15.
Use the Expense Detail page to view details about the expense transaction line.
16.
Click the Accounting Detail link to access the Accounting Detail page to view,
add, or modify accounting details for expense transaction lines, depending on the
privilege allowed for the approver. Approvers can modify the general ledger or
project-related ChartFields, general ledger business unit, or the distribution split
amount. If you change the distribution split amount, the total must equal the original
amount of the expense transaction.
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Step
17.
Action
Use the Next Expense button to navigate to the next expense line for this expense
report.
Click the Next Expense button.
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Step
18.
Step
19.
Action
You can view the details of this expense line. Then use the Next Expense button to
move to the next expense line for this expense report.
Action
You can view the details of this expense line. Then use the Return to Expense
Report link to return to the Expense Report Summary page.
Click the Return to Expense Report link.
20.
Unselect the Approve option if you do not approve a specific expense line. If you
clear the option, you must select a reason from the drop-down list box (which will
appear next to the Approve option) and optionally enter a comment in the Approval
Detail section.
If you are authorized to add an expense line, any line that you add is automatically
set to Approved for Payment and subsequent approvers have no access to it. If
approvers must make a correction to an added line, they must use the Modify
Approved Transaction pages to make the correction after the transaction has
completed the approval process. Because of this limitation, this privilege should be
used carefully.
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Step
21.
Action
Click the Definition of Totals link to access the Definition of Totals page. Use this
page to view an explanation of each expense total.
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Step
Action
22.
Click the Vertical scrollbar to move to the bottom of this page.
23.
The Pending Actions section displays the names of the approvers, auditors, project
managers, and other defined approvers who need to review and approve the expense
report.
24.
When (Pooled) appears in the Name column this indicates there is more than one
approver within this profile.
25.
The Action History section displays the transaction submittal and approval
activities that have occurred, as well as the approver's name and date that the
approver took action.
26.
Click the Vertical scrollbar to move to the bottom of this page.
27.
Use the Comments field to enter information regarding the expense report such as
why you denied the expense report or an expense transaction line.
If you enter comments and send the expense report back to the employee, Expenses
displays your comments when the employee modifies the expense report. However,
the system does not display comments to the employee in view mode.
After employees resubmit expense reports, Expenses displays comment history only
to all approvers.
28.
Click the Vertical scrollbar to move to the bottom of this page.
29.
Click the Send Back button to send the expense report to the employee for
correction or revision. This action changes the status to Pending.
If you send the expense report back to the employee, you must also provide an
explanation in the Comments field.
30.
Click the Approve button to approve the expense report. This action changes the
status to Approved for Payment. The expense report is ready for payment
processing.
If more than one approver is required, the status changes to Approvals in Process
until the last authorized approver approves the expense report for payment.
Click the Approve button.
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31.
Action
Use the Submit Confirmation page to review a summary of the expense report and
to confirm the submission.
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Action
32.
Click the OK button.
33.
Congratulations! You have successfully approved an expense report.
End of Procedure.
Approving Travel Authorizations
After an employee submits a travel authorization, it goes through the approval process. From the
time that an employee creates the travel authorization until an approver approves it, the travel
authorization's status changes, depending on the action taken at each step of the approval process.
Approvers use the Overview , Travel Authorizations , or Travel Authorization
Summary pages to review, approve, hold, send back, or deny authorizations. The Travel
Authorization Summary page is similar to the page that employees use to prepare travel
authorization.
Upon completion of this topic, you will be able to approve a travel authorization.
Procedure
Consider this scenario:
Your goal is to understand how to approve Travel Authorization requests.
Key Information:
Transaction ID: 0000003003
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Step
1.
Action
Begin by navigating to the Travel Authorizations page.
Click the Main Menu menu.
Step
2.
Action
Point to the Manager Self-Service link.
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Step
3.
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Action
Click the Travel and Expense Center list item.
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Step
4.
Step
5.
Action
Click the Approve Transactions link.
Action
Click the Travel Authorizations tab.
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Step
6.
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Action
Use the Travel Authorizations page to review and approve multiple travel
authorizations.
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Step
7.
Action
Click the Description or Transaction ID link to navigate to the Travel
Authorization Summary page.
Click the 0000003003 link.
Step
8.
Action
Use the Travel Authorization Summary page to review a summary of travel
authorization expenses and select an approval action. Managers and project
managers who have authority to approve travel authorizations use this page.
Note: Travel Authorizations can only be approved if the dates of travel have not
passed.
9.
The information in the General Information section is from the Report
Information page and is not editable by approvers.
10.
Click the Accounting Defaults link to access the Accounting Defaults page and
view or modify the accounting distribution summary for the travel authorization.
11.
Use the More Options list to navigate to different pages associated with this travel
authorization. Options are:
• Travel Authorization Details: Select to access the Travel Authorization Details
page.
• View Exception Comments: Select to access the View Exception Comments
page.
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Step
12.
Action
Click the Expense Type link to access the Expense Detail page and view or modify
information about the expense lines.
Click the Automobile Rental link.
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Step
Action
13.
Use the Expense Detail page to view the travel authorization request details.
14.
Click the Accounting Detail link to access the Accounting Detail page to view,
add, or modify accounting details for expense transaction lines, depending on the
privilege allowed for the approver.
Approvers can modify the general ledger or project-related ChartFields, general
ledger business unit, or the distribution split amount. If you change the distribution
split amount, the total must equal the original amount of the expense transaction.
15.
Step
16.
Unselect the Approve Authorization option if you do not approve the expense line.
Action
Review the expense line and use the Return to Travel Authorization Details link
to return to the summary page.
Click the Return to Travel Authorization Details link.
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17.
Action
Unselect the Approve option if you do not approve an expense line. You must select
a reason from the drop-down list box (which will appear next to the Approve
option) and enter a comment in the Approval Detail section.
If an authorized approver adds a line, Expenses automatically sets the line to
Approved and subsequent approvers have no access to it. Because of this limitation,
authorization to add expense lines should be used carefully.
18.
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The Pending Actions section displays the names of the approvers, auditors, project
managers, and other defined approvers who need to review and approve the travel
authorization.
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Step
19.
Action
Use the scroll bar to scroll to the bottom of the page.
Click the vertical scrollbar.
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Action
20.
The Action History section displays the transaction submittal and approval
activities that have occurred, as well as the approver's name and the date that they
took action.
21.
Use the Comments field to enter information regarding the travel authorization such
as why you denied it.
If you enter comments and send the travel authorization back to the employee,
Expenses displays your comments when the employee modifies the travel
authorization. However, the system does not display comments to the employee in
the view mode.
After employees resubmit travel authorizations, Expenses displays comment history
only to all approvers.
22.
Click the Send Back button to return the travel authorization to the employee for
correction or revision.
This action changes the status to Pending. If you send the travel authorization back
to the employee, you must also provide an explanation in the Comments field.
23.
Click the Approve button to approve the travel authorization. The status changes to
Approved. The system automatically enters the current data and approver's user ID.
If you use budget checking, Expenses deactivates this button if it determines that the
travel authorization request needs to be budget-checked prior to approval.
Click the Approve button.
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Step
24.
Action
Use the Submit Confirmation page to review a summary of the travel authorization
before confirming the submission.
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Step
25.
Step
26.
Action
Click the OK button.
Action
Congratulations! You have successfully approved a travel authorization.
End of Procedure.
Approving Cash Advances
Based on the approval rules that you set up, cash advances can be paid as soon as employees
submit them, or they can go through one or more checkpoints for review. If your organization
requires auditing, approvers must approve the cash advance before it is eligible for auditing.
From the time the employee creates a cash advance until it is ready for payment, the cash
advance's approval status changes, depending on the action taken in each step of the approval
process. Expenses immediately sets a cash advance to paid status if the cash advance source does
not generate a payment.
Approvers use the Overview , Cash Advances , or Approve Cash Advance Report pages to
approve, hold, send back, or deny authorizations. The Approve Cash Advance Report page is
similar to the page that employees use to prepare cash advance requests.
In this topic, you are going to approve a cash advance for an employee.
Procedure
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Consider this scenario:
Your goal is to approve a Cash Advance.
Key Information:
Transaction ID: 0000001073
Step
1.
Action
Begin by navigating to the Cash Advances page.
Click the Main Menu menu.
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Step
2.
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Action
Click the Manager Self-Service link.
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Step
3.
Step
4.
Action
Click the Travel and Expense Center list item.
Action
Click the Approve Transactions link.
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Step
5.
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Action
Click the Cash Advances tab.
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Step
6.
Step
7.
Action
Use the Cash Advances page to view and approve multiple cash advances in one
approver action.
Action
To work with a single transaction, click the Description or Transaction ID link to
navigate to the Approve Cash Advance Report page.
Click the 0000001073 link.
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Step
Action
8.
Use the Approve Cash Advance Report page to approve, send back, or deny a
single cash advance.
9.
The Pending Actions section displays the names of the approvers and auditors who
need to review and approve the cash advance.
10.
The Action History section displays the transaction submittal and approval
activities that have occurred, as well as the approver's name and date that the actions
were taken.
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Step
Action
11.
Click the vertical scrollbar.
12.
Use the Comments field to enter a comment. When you select to return the cash
advance request to employees upon denial, the system displays the comments to the
employees when they access the cash advance. After employees resubmit returned
cash advance requests, the system displays comment history only to approvers.
13.
Click the Send Back button to return the cash advance to the employee for
correction or revision. This action changes the status to Pending.
If you send the cash advance back to the employee, you must also provide an
explanation in the Comments field.
14.
Click the Approve button to approve the cash advance. This action changes the
status to Approved for Payment and the cash advance is ready for payment
processing.
If more than one approver is required, the status changes to Approval in Process
until the last authorized approver approves the expense report for payment.
Click the Approve button.
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15.
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Action
Use the Submit Confirmation page to review a summary of the cash advance
report before confirming the submission.
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Step
16.
Step
17.
Action
Click the OK button.
Action
Congratulations! You have successfully approved a cash advance.
End of Procedure.
Reassigning Approval Work
Workflow and approval in Expenses enables business processes to move expense transactions
through the system. The Expenses approval process integrates with the PeopleTools process to
provide worklist and email capability.
Depending on your user settings in security, you can receive worklist entries and email
notifications from your system. The Reassign Work functionality moves only Expenses-related
work from one approver to another approver.
In this topic, you are an approver who will reassign work to another approver.
Procedure
Consider this scenario:
Your goal is to understand how to reassign approval work.
Key Information:
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User ID 99990127
Step
1.
Action
Begin by navigating to the Reassign Work page.
Click the Main Menu dropdown button to activate the menu.
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Step
2.
Step
3.
Action
Point to the Scroll Down arrow.
Action
Click the Travel and Expenses link.
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Step
4.
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Action
Click the Manage Expenses Security link.
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Step
5.
Step
6.
Action
Click the Reassign Approval Work list item.
Action
Enter the desired information into the begins with field.
Enter "99990127".
7.
Click the Search button.
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Step
8.
Action
Use the Reassign Work page to send approval transactions to another approver.
This page displays the pending transactions assigned to the approver listed.
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Step
9.
Action
Enter the desired information into the Reassign Work To field.
Enter "99990001".
10.
You can reassign one or more pending transactions to another user. Use the Select
All and Deselect All links to select or deselect all lines in one step.
11.
Click the Cash Advance option.
12.
Click the Reassign button.
Step
Action
13.
The cash advance pending transaction (Report ID 000001064) has been moved from
pending approval transacations for user 99990127263 to user 99990001136.
14.
Congratulations! You have successfully reassigned your work.
End of Procedure.
Reviewing Payments
e*mpac Expense Management allows employees to capture and submit expenses online.
Employees save time and save on processing costs. This section reviews the fundamentals you
will need to use e*mpac Employee Self-Service Expenses.
Upon completion of this section, you will be able to:
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
Review payroll payments
Reviewing Payroll Payments
e*mpac provides employees with the ability to review payroll payments.
Upon completion of this topic, you will be able to review your payroll payments.
Procedure
Consider this scenario:
Your goal is to review your payroll payments.
Key information:
Paycheck Number: 9000009
Step
1.
Action
Begin by navigating to the Review Payroll Payments page.
Click the Main Menu button.
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Step
2.
Action
Click the Employee Self-Service menu.
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Step
3.
Step
4.
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Action
Click the Travel and Expenses menu.
Action
Click the Review Payroll Payments list item.
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Step
5.
Action
Your Empl ID is displayed by default; however, you must enter the Empl ID for the
employee.
Click the Look up Empl ID button.
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Step
6.
Action
A list of employees you are authorized to enter cash advances for displays.
Click the 99990009 link.
7.
Step
Click the Add button.
Action
8.
Use the Employee Payroll Payment History page to review details of a payroll
check.
9.
Use the Search button to find a list of your payments.
Click the Search button.
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Step
Action
10.
The Payroll Payment Information displays the Paycheck Number, Payment
Amount, Payment Status, and Payment Date.
11.
In this example, two Expenses were paid by one Paycheck Number.
12.
Use the ID number link to view details of the Expense.
Click the 0000062808 link.
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Step
Action
13.
The Expense Report Detail page displays details of the Expense.
14.
The Action History section displays the Name, Action, and Date/Time that the
Expense was reported.
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Step
15.
Step
Action
Click the Vertical scrollbar.
Action
16.
Click the Return to Search button.
17.
You are returned to the Expense Report Search Results page where you can
continue to search for payroll payments.
18.
Congratulations! You have successfully reviewed your payroll payments.
End of Procedure.
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