Job Aid. ESS - Create Stand Alone Expense Report

Transcription

1 ESS -

2 Table of Contents Overview... 3 Objectives... 3 Create an Expense Report... 4 Overview Page... 5 General Data Page... 7 Expense Details Page... 9 General Overview on the Subsequent Approval Process Umoja Training 2/12

3 Overview This Job documents travelers self-service creation of an Expense Report that is not associated with a Travel Request processed in Umoja. All expenses claimed on an Expense Report must be travel related. Objectives This Job will walk the travelers through the process of creating an Expense Report, as well as sending the request for approval. Please note that this Job is a condensed version of the steps needed to perform this function. A more detailed version with steps simulation can be located here: To Create a Stand Alone Expense Report: To Review Travel Expense Report Status: Note: The above links will lead you to simulations, interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided Umoja Training 3/12

4 Create an Expense Report 1. Log into Employee Self Service Portal. NOTE: Some screens may have been modified in production and may therefore differ slightly from the ones displayed in this job aid. 2. Select Create Expense Report to begin the process of creating a Stand Alone Expense Report and select Official Business Travel and then Start NOTE: The selection of Expense Report Related to: should only be used for Stand Alone Expense Report. For regular Expense Reports linked to a Travel Request, select the trip from the grid as described in detail in the Job ESS Create Expense Report. Umoja Training 4/12

5 Overview Page 3. Read, acknowledge, answer all mandatory questions related to the Expense Report, and proceed by clicking on General Data. 4. Select one of the following radio buttons as applicable to confirm the claim settlement method: Payroll - settles your claim through next pay period s payroll EFT - Electronic Funds Transfer for payment directly to a bank account you have on file with UN Treasury Conference Paymaster - should only be used for Meeting Participants who were paid through a Paymaster (person with delegation of authority to disburse funds at the event) Other - allows you to indicate in the remarks if you wish to have your claim settled through Cash, Cheque, or UNDP, which will be further actioned by the TSA Umoja Training 5/12

6 5. Select the required option from the Bank Account Selection drop-down menu. 6. Verify that you have read, understood and agreed with the guidelines related to the submission of travel Expense Report and click on General Data button to go to the next page. NOTE: It is the traveler's responsibility to read and understand the travel Expense Report Information before submitting his/her Expense Report. NOTE: For a Stand Alone Expense Report, the traveller can indicate if the actual Expense Report is a supplemental claim of the original approved Expense Report (indicating the Trip Number in the box that appears after selecting Yes to that question). Umoja Training 6/12

7 General Data Page 4. Fill in all details related to this trip as they were originally planned. 5. After completing all the details, click on Display/Edit Detailed Itinerary to enter the itinerary. 6. Complete the itinerary details as originally planned. Umoja Training 7/12

8 7. Please note, if any DSA is payable and/or if any travel occurred via POV, complete appropriate fields if necessary and select Enter Expense Details to proceed. Umoja Training 8/12

9 Expense Details Page 6. Select New Entry to enter an Expense item, choose the Expense Type, and enter all relevant details. 7. Complete all mandatory fields marked with an asterisk (*). The Reference No is created and provided by the traveler, ex. REF Select Accept and New Entry to repeat for all expenses incurred during the preparation of the trip. Umoja Training 9/12

10 8. Select Accept after all related travel expenses are entered. 9. Select Review to continue. Umoja Training 10/12

11 10. After reviewing the total amount, select Save and Send for Approval. Umoja Training 11/12

12 General Overview on the Subsequent Approval Process Once submitted the Expense Report go to Travel Shipment Approver (TSA) for approval. The request will continue through the workflow to the Travel Claims Processor. NOTE: In case of a travel related expense that involves a self-ticket, between the TSA and the Travel Claims Processor, the Expense Report will be routed to the Travel Processing Office. Umoja Training 12/12