MSS110 Approval for Expenses Training Guide

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1 Training Guide

2 COPYRIGHT & TRADEMARKS Copyright 1998, 2009, 2010 Oracle, IBM and Grant MacEwan University and/or its affiliates. All rights reserved. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them in writing to: Information and Technology Services, Grant MacEwan University, P.O. Box 1796, Edmonton, AB T5J 2P2. This software is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. If you use this software in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications. This software and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third party content, products or services.

3 Table of Contents... 1 Managing Travel Approvals... 1 Approving Travel Authorizations... 1 Approving Cash Advances... 4 Approving an Expense Report... 6 Page iii

4 Managing Travel Approvals Approving Travel Authorizations Procedure 1. Begin by navigating to the Travel Authorizations page. Click the Manager Self-Service link. 2. Click the Travel and Expense Center link. 3. Under the Approvals Heading, Click the Approve Transactions link. Page 1 of 13

5 4. Click the Travel Authorizations tab. 5. Use the Travel Authorizations page to approve multiple travel authorizations from one page. 6. Click the Description or Transaction ID link to navigate to the Travel Authorization Summary page. Click the Transaction ID link. 7. Use the Travel Authorization Summary page to review a summary of travel authorization expenses and select an approval status. Managers and project managers who have authority to approve travel authorizations use this page. 8. Click the User Defaults link to access the Employee Profile - User Defaults page to view the employee's defaults and preferences. 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 drop-down 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. 12. Click the Expense Type link in this column to access the Expense Detail page and view or modify information about the expense lines. Click the Air Fare link. 13. Use the Expense Detail page to view the travel authorization request details. 14. Click the Update 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. Clear the Approve Expense check box if you do not approve the expense line. 16. If there is more than one expense line, you can navigate to the next expense line from this page. 17. Click the Return to Travel Authorization Summary link. Page 2 of 13

6 18. Clear the Approve check box 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 check box) 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. 19. The Pending Actions section displays the names of the approvers, auditors, project managers, and other define approvers who need to review and approve the travel authorization. 20. The Action History section displays the transaction submittal and approval activities that have occurred, as well as the approver's name and date that they took action. 21. If the budget status is not valid, a budget check will need to be ran. Do this by clicking on the "Budget Options" link. Click the Budget Options link. 22. Click the Budget Check button. 23. Once the Budget Checking Header Status changes to Valid, Click the OK button. 24. 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. 25. 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. 26. Click the Hold button to place the travel authorization on hold and change the status to Hold by Approver. 27. Click the Deny button to deny the entire travel authorization and change the status to Denied. If you deny the request, you must also provide an explanation in the Comments field. The system does not route denied travel authorizations to subsequent approvers and the employee cannot resubmit it. Page 3 of 13

7 28. Click the Approve button to approve the travel authorization and change the status to Approved and automatically enter 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. 29. Use the Submit Confirmation page to review a summary of the travel authorization before confirming the submission. 30. Click the OK button. 31. You have successfully approved a travel authorization. End of Procedure. Approving Cash Advances Procedure Page 4 of 13

8 1. Begin by navigating to the Cash Advances page. Click the Manager Self-Service link. 2. Click the Travel and Expense Center link. 3. Click the Approve Transactions link. 4. Click the Cash Advances tab. 5. Use the Cash Advances page to view and approve multiple cash advances in one approver action. 6. To work with a single transaction, click the Description or Transaction ID link to navigate to the Approve Cash Advance Report page. Click the Transaction ID link. 7. Use the Approve Cash Advance Report page to approve or deny a single cash advance. 8. Click the User Defaults link to access the Employee Profile - User Defaults page to view the employee's defaults and preferences. 9. It is the signing authorities duties to ensure that the Accounting Date is in the correct accounting period. 10. The Pending Actions section displays the names of the approvers, auditors, and project managers who need to review and approve the cash advance. 11. The Pending Actions section displays the names of the approvers, auditors, and project managers who need to review and approve the cash advance. 12. You can click the View Approver Comments button to access the View Approver Comments page and view comments that an approver made regarding the cash advance. 13. Click the vertical scrollbar. 14. 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. 15. 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. 16. Click the Hold button to place the cash advance on hold and change the status to Hold by Approver. Page 5 of 13

9 17. Click the Deny button to deny the cash advance and change the status to Denied. If you deny the cash advance, you must also provide an explanation in the Comments field. The system does not route denied cash advance requests to subsequent approvers and the employee cannot resubmit it. 18. 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. 19. Use the Submit Confirmation page to review a summary of the cash advance report before confirming the submission. 20. Click the OK button. 21. You have successfully approved a cash advance End of Procedure. Approving an Expense Report Procedure Page 6 of 13

10 1. Begin by navigating to the Expense Reports page. Click the Manager Self Service link. 2. Click the Travel and Expense Center link. 3. Click the Approve Transactions link. 4. Click the Expense Reports tab. 5. Use the Expense Reports page to approve expense reports. 6. Click the Horizontal scrollbar. 7. Click the View All link. 8. Click the Horizontal scrollbar. 9. Click the Vertical scrollbar. Page 7 of 13

11 10. Click the Description or Transaction ID link to navigate to the Expense Report Summary page. Click the link. 11. Use the Expense Report Summary page to review and approve or deny expense reports. 12. Click the User Defaults link to access the Employee Profile - User Defaults page to view the employee's defaults and preferences. 13. It is the signing authorities duties to ensure that the Accounting Date is in the correct accounting period. 14. Click the Accounting Defaults link to access the Approve Expense Report - Accounting Defaults page to view or modify the accounting distribution summary for the expense report. 15. 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 page. You can also select View Exception Comments from the More Options list box to access the View Exception Comments page. Click the Exceptions button. 16. Use the View Exception Comments page to view exception comments for expense items. 17. Point to the Return To Expense Report link. 18. Click the expense type link to access the Expense Detail page to view details about the expense transaction line. Click the Expense Type link. 19. Use the Expense Detail page to view details about the expense transaction line. 20. Click the verticle scrollbar. 21. You can navigate to the next expense line from this page. Click the Next Expense button. 22. Click the Next Expense button. 23. Click the Return to Expense Report link. 24. Select the Receipt Verified check box if the receipt for the expense transaction matches an expense line item. If the expense item does not require a receipt, this field is not available. Page 8 of 13

12 25. Clear the Approve Expense check box if you do not approve a specific expense line. If you clear the check box, you must select a reason from the drop-down list box (which will appear next to the Approve Expense check box) and optionally enter a comment in the Approval Detail section. If you are authorized to add 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. 26. Click the vertical scrollbar. 27. Click the Definition of Totals link to access the Definition of Totals page to view an explanation of each expense total. 28. 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. 29. The Action History grid displays the transaction submittal and approval activities that have occurred, as well as the approver's name and date that they took action. 30. Click the View Approver Comments button to access the View Approver Comments page and view comments that an approver made regarding expense lines. 31. 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 the view mode. After employees resubmit expense reports, Expenses displays comment history only to all approvers. 32. 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. 33. Click the Hold button to place the expense report on hold. 34. Click the Deny button to deny the entire expense report. This action changes the status to Denied. If you deny the expense report, you must also provide an explanation in the Comments field. The system does not route denied expense transactions to subsequent approvers and the employee cannot resubmit it. 35. Click the Save Changes button to save any changes made to the expense report. 36. Click the Budget Options link. 37. Click the Budget Check button. 38. Click the OK button. Page 9 of 13

13 39. Click the verticle scrollbar. 40. 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. 41. Use the Submit Confirmation page to review a summary of the expense report and to confirm the submission. 42. Click the OK button. 43. You have successfully approved an expense report. End of Procedure. Page 10 of 13

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