NS Finance Expenses Module
End User Training
Lecture Sessions
Q2 2008
1
NS Financials Overview
New South Financials
eProcurement
Procurement
Card
Asset
Management
Billing
Purchasing
GENERAL
LEDGER
Expenses
Accounts
Receivable
Accounts
Payable
Commitment
Control
2
What is Expenses?
The process of reimbursing Employee Expenses.
Replaces the use of AP01 for staff reimbursable expenses.
Only applies to employees, including students who are also
employees (must be in the HR system.)
Everyone else to continue using AP01s.
Petty cash procedure does not change.
3
Why?
Reimburses employees faster.
Reduces manual effort, duplicate entry and paperwork.
Adds flexibility and visibility to the process.
To meet audit concerns (i.e., the need to improve controls and
accountability.)
4
Has it been tested?
Pilot implementation in
– Physics
– BEES
– DVC Academic Division
• Positive feedback
• Suggested improvements complete
Working in :
– Science
– Medicine
– Engineering
– ASB
– Finance
– IT
Let’s look at an overview of the business process …
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How do we start?
New
South
Financials
Somebody has to enter the claim details
into the NS Finance Expenses Module
Do your people come and put their receipts on your
desk and then you fill out the AP01?
If so, you do not need to change the process, they can still give you the
receipts and you can enter the details into the Expenses Module
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Or do your people fill out the AP01 and bring it to
you for checking/completion or send it straight
to Finance?
AP01
Then they can enter
the claim details into
the Expenses Module
(they will need NS
Finance access)
New
South
Financials
If that makes you (or them) feel a little
uneasy then you can enter the claim for them
– but they have to give you the information
you need (a fully completed AP01 is not
necessary and we suggest you design a
process/form for this that works for your
Faculty/School)
7
How to enter a claim
A demonstration will follow, but if you are a Tcard
reconciler it will feel very familiar to you.
Continuing with the business process overview:
Once all of the claim details have been entered we budget check
the claim
The funds will be set aside immediately (assuming the budget check
does not return an error)
The claim will be included as Expenditure on enquiries and reports
If the claim fails budget checking you should fix it in the same way
you currently deal with your budget check issues.
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Approvals
There are two approvals required:
1.
The Business Approval. This confirms that the expenditure
being reimbursed is for UNSW business purposes. This is given
manually by the employee’s manager by way of signing the
printed claim and is an audit and accountability requirement.
2.
Financial Approval. Permission to spend the uni’s money,
given online in NS Financials by a financial delegate.
Answers to questions you may have:
An online financial approver can enter and approve a claim for someone else,
however they cannot approve their own claim,
The manager and financial approver can be the same person but a signature is still
required for the business approval and online approval for the financial approval
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Submitting a claim
We’ve budget checked the claim
Now we submit the claim to the financial delegate for the financial
approval. They will receive an email, but must wait for the
manual business approval before continuing.
New
South
Financials
Business Approval
Financial Approval
Next… Print the claim
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Paperwork!
The receipts and supporting documents must be attached to the
printed claim
The employee checks the claim and then signs the claim (so
that they are accountable.)
The claim is checked and approved by the manager - this is the
business approval (the manager signs the claim because they are
accountable).
The signed paperwork then goes to the financial delegate who
then checks the claim and signatures and performs the online
approval via:
• The link provided in the email
• Their Worklist in NSF
• The Expenses menu in NS Financials
11
Paying the claim
Send the paperwork to Finance
– Use the blue envelopes or take it there
The system will create an AP voucher overnight
Finance will check the paperwork against the voucher and
approve payment
Payment is currently done on Mondays
THE END
12
The Process Flow
Check and file
statements
Finance
AP
Enterer
Employee or
nominated
proxy
Enter
reimbursement
transactions
Cancel Claim
Full compliance
check of sample
of statements
Transaction description
Business Purpose
Expense Type – account code defaults
Other chartfields
GST code – defaults
FBT calculation
Allocate expense
types
Budget Check
transactions, then
submit
Approve & Pay
Expense Claim
on NS Finance
Correct claim
details
Print Expense
Claim
Y
Employee
Attach receipts etc
to Expense Claim
Sign Expense
Claim
Procee
d with
claim?
N
N
Employee
Supervisor
Financial
Delegate
Check Expense
Claim and
receipts
Approv
e?
Y
Sign Expense Claim
Approve transactions
online in NS Finance
Send statement and
receipts to Finance AP
13
Potential slowdown points
Getting the paperwork signed can be a problem
If the employee travels frequently, then they can sign a
declaration* claiming the attached receipts prior to having the
claim raised – this is the exception not the rule
(*Create your own form and include the declaration from the printed claim)
If the manager is away, who is acting in their position?
The next slow point is getting the paperwork to Finance
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Let’s raise a claim
We will now demonstrate in the system how to create, budget check,
submit and print an expense claim.
(The following pages contain screen shots of what you are about to
see for your future reference. You can download this presentation
from the Finance web site www.fin.unsw.edu.au)
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Check your employee details
(Loaded from HR)
Menu path: Expenses > User Details – Tcard/Expenses
Supervisor Id
The Supervisor Id is the
employee’s line manager. The line
manager will be approving the
expense claim. The approval is
given on the printed expense claim
(not online in NS Finance).
If the Supervisor Id field is filled out,
then the supervisor’s name will
print on the Expense Claim.
Financial Delegate
The Financial Delegate approves
the expense claim online in NS
Finance (after the line manager
approves the claim.
If the Financial Delegate field is
filled out, then the delegate will
default to the Expense Claim. If the
field is blank the person entering
the claim will need to search for the
delegate.
If the User Details are blank, incorrect or need updating please contact the AP Help Desk via aphelp@unsw.edu.au.
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Processing a Claim
Step 1: Access Expense Page
Menu Path:
Expenses > Add/Update Reimbursement > Add
a New Value
Press Add
Step 2: Enter Claim Details
Select Employee
Select Employee Id of employee claiming
reimbursement
Use Advanced Lookup to search by name
When you select the employee the Approver
will default from the employee’s user details if it
has been completed. You will also be able to
copy an existing claim – this will be covered
later in the session.
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Processing a Claim
Expense Reimbursement Details
Claim Description:
Enter description of claim
Approver:
This is the financial delegate who will approve
the claim. Change if necessary.
Business Purpose:
Select most applicable Business purpose from
list
The Business Purpose applies to the whole
claim. If you have multiple business purposes
on the claim you will need to create separate
claims. The Copy Claim function will assist
with this.
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Processing a Claim
Reimbursement Items
Description of Purchase (Will default from Claim
Description – change if necessary)
This will appear on drill-downs
Who for (Defaults to Employee Name)
Why
Transaction Date
Currency: If not AUD
Amount:
Exclusive of GST
Expense Type: Select most applicable expense type
This will default the GST
treatment and the
account code.
Complete FBT details if required
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Processing a Claim
Check VAT Type (GST Code) is correct,
change it if it is not
Distribution Line
Complete remaining chartfields
Use Speedchart if desired
2
Additional Distribution Lines 1
Insert additional distribution lines where
necessary
Additional Reimbursement Items 2
1
Insert additional reimbursement items if
necessary. If you click on the + icon for the
last line the new reimbursement item will
appear after it. When inserting new items the
new item will appear after the item that
contains the + icon you clicked on.
3
When complete Save the Reimbursement 3
If you have multiple reimbursement items
save after each one
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Processing a Claim
Step 3: Budget Checking
When the entry of the full claim is complete,
click on the Budget Check icon to initiate
budget checking
The results of the budget check will then
display
If you have an error, fix the error in the same
way as budget checking errors in other NS
Finance modules
21
Processing a Claim
Step 4: Submit for Approval
Once budget checking is complete, the
claim needs to be submitted for approval.
The approver is the financial delegate.
The financial delegate should not
approve the claim online in NS Finance
until the printed claim and supporting
documents have been received.
The online approver will receive notification
immediately upon the claim being submitted
To submit the claim for approval click on the
Submit for Approval icon (Green Tick)
The Claim Status will change to Submitted
and the Print icon will appear
22
Processing a Claim
Step 5: Print Claim
The claim needs to be printed and
handed to the employee.
To print the claim click on the Print icon
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Processing a Claim
This is the top half of a claim that has two reimbursement items (taxi and meal) and FBT for the meal. All of the
information from the claim is printed allowing the employee and manager to see exactly what is being claimed.
Drill down
information
FBT questions and
answers
24
Processing a Claim
The bottom half of the claim has the Employee Declaration and the Manager Declaration (approval). If the
employee does not have a manager on their employee record then the manager’s name will not print. If the
manager is not correct the name can be crossed out and replaced with the correct manager’s name.
If the line manager requires changes to the claim, the changes can be made online and the claim budget
checked, submitted for approval and printed again.
25
Processing a Claim
If the manager rejects the claim it can be cancelled using the Cancel icon (red cross)
Once the claim is approved the approved claim and attached documentation needs to be given to the
financial delegate for financial approval
If the line manager is also a financial delegate and has access to NS Finance, then the line manager can
also give the financial approval
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Processing a Claim
Step 8: Financial Approval
The financial delegate on the claim will have
received an email advising the claim needs to be
approved.
The financial delegate must not approve the
claim until the approved and signed claim has
been received.
Accessing the Claim
Worklist:
You can access the claims to be approved via your
worklist. This is the quickest and easiest way to
access the claims
Menu Path:
Expenses > Approve Reimbursement
Use Advanced Search to search by employee:
If you do not know the employee id you can use
the search icon followed by Advanced Lookup.
This will allow you to search by name.
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Processing a Claim
The worklist will display all records from across
the system that need your attention. The
expenses claims are marked “Expense Claim
Workflow”.
To access the claim approval page click on the
link for the expense claim.
This will take you to the same page as the menu.
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Processing a Claim
Checking the Claim
Once the paperwork has been received the
financial delegate can determine whether to
approve the claim.
To confirm that you, as the financial delegate,
has received the expense reimbursement form
for this employee and it has been signed by the
employee’s line manager, check the Confirmed
box:
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Processing a Claim
Rejecting the Claim
If the line manager has not approved the
claim the claim should be rejected.
The financial delegate may also reject the
claim for other reasons, such as incorrect
chartfields.
To reject the claim select Deny in the
Approval Action field.
Enter the reason for rejection in the
Comments field.
Depending on the reason for rejecting the
claim the claim can be changed, resubmitted
and reprinted, or the claim can be cancelled
Approving the Claim
To approve the claim Select Approve in the
Approval Action field
Save the record
Overnight Processing
When the claim has been approved it will be
processed overnight by NS Finance and an
Accounts Payable voucher created.
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Copying a claim
Access the Expenses Add Page as per normal:
Expenses > Add/Update Reimbursement > Add a
New Value
Then click Add, this will display the Enter
Reimbursement Page
Select the employee to reimburse.
When you have selected the employee the Copy
Claim link will appear. This will link you the page
where you can search for the claim to copy.
You must enter some search criteria. Then click on
the Search button.
The search criteria options are below.
You can search for a specific claim. The
advanced search options are:
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Copying a claim
You can search by date range
Finally you can search by employee that was reimbursed,
you will also require a date range. The advanced search
options for the employee are:
Once you have found the claim to copy, check the box
next to the claim and then click on OK
The copied claim will then be displayed.
You can make changes to the claim and then process as
normal.
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Processing a Claim
AP Finance
Take or send the approved claim (& receipts) to Finance AP in the blue envelope.
Finance AP will check the claim and approve its payment (see below).
Payment will be made during the next pay cycle (usually Mondays).
What will Finance Check?
1.
2.
3.
4.
5.
6.
That the claim has been signed by the employee;
That the claim has been approved by the employee’s line manager;
That each reimbursement item is supported by a receipt and the amount is correct;
Where a number of receipts have been summarised into one reimbursement item, eg five taxi
fares added together, they will check the individual items have been added up correctly;
That lines have been split where required for GST processing;
The claim details agree with the AP voucher.
If the checks indicate that the voucher cannot be approved Finance will contact the employee or
the proxy. Paper work errors, such as 1 and 2 can be corrected and the voucher approved.
However, if the checks result in the voucher amount being incorrect then the voucher has to be
rejected and deleted and the Expense Claim cancelled. The employee will be required to create
a new Expense Claim (copy claim can be used).
If the voucher/claim is to be rejected outright then the AP voucher has to be rejected and
deleted and the Expense Claim cancelled. When Finance delete the claim an email will be sent to
the employee and proxy.
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Additional points
Copying Claims
The Copy Claim facility allows you to copy any claim and then
make whatever changes you need to make to the new claim.
You can copy any claim (of any employee and/or any status) there
are no restrictions. For example, a cancelled or completed claim
can be copied, this also applies to claims cancelled by Finance AP.
There is also no restriction on the status of the claim being copied.
For example, a cancelled or completed claim can be copied. This
also applies to claims cancelled by Finance AP.
You should only copy a claim if the new claim is similar to the claim
being copied. The new claim should have the same Business
Purpose of the copied claim. If you have to start adding or deleting
claim lines or distribution lines it may be quicker to create a new
claim.
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Other points
Splitting Reimbursement Items
You will need to split reimbursement items when you have different GST
treatments for the reimbursement items. This can occur when:
1. You have a supermarket document that includes food, generally GST free,
and other GST applicable items. Split the bill between the GST applicable
items and the non-GST applicable items and add a reimbursement item for
each. Remember to check, and change if necessary, the defaulted GST
code.
2. Domestic meals and entertainment where non-UNSW staff or their
associates attend the meal. In this case split the item between those people
who attract FBT (staff and associated) and those who do not. You will need
to answer the FBT questions for each line. The FBT applicable amount will
have GST that is claimable (code AO) and the non-FBT will have GST code
NIAO.
Splitting Distribution Lines
Add distribution lines when the reimbursement line needs to be charged to
more than one chartfield combination, ie 2 projects.
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Other points
Car Kilometre Expenses
The system will assist with the calculation of car kilometre
expenses. You only need to select the engine size and enter
the number of kilometres. The system will calculate the
amount.
Per Diems
Post travel per diems can be claimed through the Expenses
Module.
Pre-travel per diems are still paid by advances through a T4.
Advance Acquittals
Advance acquittals are not processed through the Expenses
Module. They are processed in the normal way.
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Additional Training
On-Line Training Tool
Can be accessed from the Finance web site www.fin.edu.au under
“Training and Personnel”
Classroom Training
You can book into scheduled classroom training from the Finance
web site www.fin.edu.au also under “Training and Personnel”
Finance Systems Trainer
janz@unsw.edu.au
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QUESTIONS?
38
THANK YOU!
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