1 SFU ONLINE EXPENSE REPORT USER GUIDE PREPARED BY Carmen Costea
2 TABLE OF CONTENTS TABLE OF CONTENTS NAVIGATE NAVIGATE TO THE ONLINE TRAVEL AND EXPENSES APPLICATION Direct weblink to FINS Via Faculty and Staff VIA SFU ONLINE OTHER NAVIGATE TO THE EXPENSE REPORT PAGE CREATE A NEW EXPENSE REPORT FROM A BLANK REPORT STEP 01 ADD A NEW VALUE STEP 02 ENTER REPORT DATA IN REPORT INFORMATION SECTION STEP 03 - ENTER EXPENSE LINES STEP 04 CHECK FOR ERRORS STEP 05 FINISH, PRINT, SIGN, OBTAIN APPROVAL AND SUBMIT THE REQUEST ON PAPER SAVE FOR LATER FINISH AND SUBMIT PRINT, SIGN, GET APPROVAL AND SUBMIT THE EXPENSE REPORT ON PAPER CREATE AN EXPENSE REPORT AND APPLY A CASH ADVANCE APPLY A CASH ADVANCE IN FULL APPLY A PARTIAL CASH ADVANCE APPLY MULTIPLE CASH ADVANCES HOW TO RETURN UNUSED CASH ADVANCE CREATE AN EXPENSE REPORT FROM AN EXISTING ONE MODIFY AN UN-SUBMITTED EXPENSE REPORT RETRIEVE THE PENDING EXPENSE REPORT MODIFY THE EXPENSE REPORT AND FINALIZE THE PROCESS PRINT AN EXPENSE REPORT RETRIEVE THE EXPENSE REPORT PRINT THE EXPENSE REPORT VIEW AN EXPENSE REPORT RETRIEVE A CASH ADVANCE DELETE RETRIEVE A CASH ADVANCE DELETE AN EXPENSE REPORT DELEGATE ENTRY AUTHORITY DELEGATE ENTRY AUTHORITY
3 9.1.1 AUTHORIZE USERS CREATE AN EXPENSE REPORT AS A DELEGATE ADVANCED TOPICS: CREATING AN EXPENSE REPORT HOW TO CHANGE THE ACCOUNTING DEFAULT, LOCATION LINE LEVELERROR! BOOKMARK NOT DEFINED FIELD 1... ERROR! BOOKMARK NOT DEFINED. 3
4 1. NAVIGATE 1.1 NAVIGATE TO THE ONLINE TRAVEL AND EXPENSES APPLICATION There are various navigations methods: DIRECT WEBLINK TO FINS Launch your internet browser and enter for the address. Once the PeopleSoft sign in page is presented, enter your user id and password VIA FACULTY AND STAFF From SFU s main webpage ( select Faculty and Staff. Use the FINS link to log on into the application VIA SFU ONLINE From SFU s main webpage ( go to the SFU Online header, and click on the SFU Online link. Under For faculty and staff section, use the FINS link to log on into the application OTHER From SFU s main webpage ( the A-Z Links under: F - FINS - Travel & Expenses T - Travel & Expenses (FINS) and E - Expenses - Travel & Expenses (FINS). From SFU s main webpage ( Quicklinks under "Miscellaneous", click on the FINS link. Note that Quicklinks is the drop down selection on the right-hand side towards the centre of the SFU homepage. 1.2 NAVIGATE TO THE EXPENSE REPORT PAGE Navigate: Employee Self-Service, Travel and Expense Center, Expense Report
5 3. 2. CREATE A NEW EXPENSE REPORT FROM A BLANK REPORT Background: use this PeopleSoft functionality to fill in an Expense Report. The approval is not done online, you have to fill in the request online, print it and obtain the approval on paper. Important! You should know the Fund and Department/Project Grant the expenses are charged to before you start. Your departmental assistant should be able to provide you with this information. Important! For an easy way to fill in the form some of the fields are pre-populated. Keep in mind that each and every field can be overridden. Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Create 5
6 Click on the Create link under Expense Report and your Employee ID will fill in automatically in the EmplID field. 2.1 STEP 01 ADD A NEW VALUE On the Expense Report page, your Employee ID will fill in automatically in the EmplID field. Click and a blank Expense Report Entry form will appear on the screen displaying your name in the upper left-hand corner of the blank report. 2.2 STEP 02 ENTER REPORT DATA IN REPORT INFORMATION SECTION NOTE: The Start Your Report With: field is already populated with A Blank Report value. 1. Type a short, meaningful description of the expense in the *Report Description: field (max. of 30 characters). (e.g., , Recruiting Trip China). 2. Click the *Business Purpose: list. Select the entry in the list that most closely identifies the purpose of your expense. 6
7 3. In the *Default Location field, chose the location of your expense by clicking on the magnifying glass. The location list contains the Canadian provinces, the United States of America and the Rest of the World. When choosing the location the taxes will be automatically calculated. 4. [Optional field]. You may chose to fill in the Reference: field (max. of 10 characters). 5. [Optional field]. You may chose to use Comment: to add additional, meaningful information to your expense report. Use this field to give as many details as necessary, especially for research related expenses. 2.3 STEP 03 - ENTER EXPENSE LINES 1. Click on the arrow in the drop-down box under *Expense Type and select one from the list provided. 2. Click on the Calendar icon under *Expense Date and select the date the expense was incurred. (This cannot be a date in the future). 3. Enter the amount of the expense in the *Amount Spent column. Repeat the process for all the expenses you want to claim. This is all you need to enter expense lines for a simple, basic expense report. 7
8 2.4 STEP 04 CHECK FOR ERRORS When the Expense Lines for your report are completed, click button. This button checks to make sure that you did not omit a necessary field or that you have entered an invalid chart string. Any errors or omissions will be flagged. Correct or complete the highlighted fields and click button until there are no longer fields which are highlighted. 2.5 STEP 05 FINISH, PRINT, SIGN, OBTAIN APPROVAL AND SUBMIT THE REQUEST ON PAPER SAVE FOR LATER If you are not quite ready to submit, click Report for updating at a later point in time. to temporarily save the Expense Click OK push button to confirm. Your report is now saved. To navigate away from Create Expense Report page, use Return to Travel and Expense Center hyperlink FINISH AND SUBMIT If you are ready with this Expense Report and wish to submit it press. You 8
9 will not be able to edit the Expense Report once submitted. Click the Print Report hyperlink on the bottom of the View Cash Advance page. Use the browser s print feature and print the Expense Report. Sign it, obtain the appropriate approval and send the request to Payment Services. Click OK push button to submit confirmation. Click OK push button. The View Expense Report page will open. Your online request has now been successfully submitted to Payment Services. However you must complete next step for your payment to be processed. 9
10 2.5.3 PRINT, SIGN, GET APPROVAL AND SUBMIT THE EXPENSE REPORT ON PAPER PRINT THE EXPENSE REPORT Click the Printable View hyperlink on the bottom of the View Expense Report page. Use the browser s print feature and print the Expense Report SIGN, GET APPROVAL AND SUBMIT THE EXPENSE REPORT After you print the Expense Report: 1. Sign it on the provided field. The local telephone number is very useful to have if Payment Services need to contact you. Date and Print Name fields are optional. 2. Obtain the appropriate approval. Send the request to Payment Services or if it is Research related send it to Research Accounting. 10
11 3. CREATE AN EXPENSE REPORT AND APPLY A CASH ADVANCE Background: use this PeopleSoft functionality to apply an existing Cash Advance when creating an Expense Report. You have 3 options when applying a Cash Advance: Apply a Cash Advance in full (See 3.1), Apply a Cash Advance partially (See 3.2), Apply multiple Cash Advances (See 3.3). When clearing a Cash Advance the amount of the submitted Expense Report can be the same, higher or lower than the amount of the cleared Cash Advance(s). (See 3.4). To apply a Cash Advance to an Expense Report click the Apply Cash Advance(s) hyperlink on the Expense Report Entry page. (On how to create an Expense Report See 2). A new page Apply Cash Advance(s) - will open. Click the magnifying glass under *Advance ID header. A new page Look Up Advance ID will open. 11
12 Chose the Cash Advance you want to apply by clicking the hyperlink under the Advance ID header. You will return to the Apply Cash Advance(s) page. 3.1 APPLY A CASH ADVANCE IN FULL When applying a Cash Advance in full, simply click the OK push button. The entire amount of the Cash Advance will be applied. Notice that the Advance Amount equals the Total Applied and that the Balance is zero. You will return to the Expense Report Entry page. 12
13 On the Expense Report Entry page, NOTE at the bottom of the page on the Expense Report Totals filed the amount of the Cash Advances Applied: 3.2 APPLY A PARTIAL CASH ADVANCE When applying a partial Cash Advance, insert the amount you desire in the Total Applied field. Notice that the Total Applied amount plus the Balance equals the Advance Amount. Click OK push button. You will return to the Expense Report Entry page. 13
14 3.3 APPLY MULTIPLE CASH ADVANCES To apply more than one Cash Advance: 1. Click button. A new row will be added. 2. Click the magnifying glass and chose another Cash Advance. 3. Click OK. You will return to the Expense Report Entry page. 14
15 3.4 HOW TO RETURN UNUSED CASH ADVANCE MONIES When the amount of the Cash Advance applied is higher than the amount claimed (not the entire Cash Advance has been spent) use the *Expense Type Returned Monies from Cash Adv for the difference. Follow the screen shot provided: 1. the Cash Advance Applied the Accommodation Expense the Returned Monies from Cash Adv Write a personal cheque for the amount owing payable to Simon Fraser University and attach it to the signed and approved Expense Report together with the original receipts. 4. CREATE AN EXPENSE REPORT FROM AN EXISTING ONE Background: this PeopleSoft functionality it is very useful when you have recurring, identical expenses to claim (egs. You claim every month internet or mileage or cell phone expenses.) Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Create Open a blank Expense Report. 1. From Start Your Report With: drop down list select An Existing Report. 2. Press the Go button. 15
16 Existing Expense reports that you have created will appear.select the appropriate Expense Report to copy. The entire content will be copied into the new Expense Report. Update accordingly (i.e. Dates, Amount Spent). 5. MODIFY AN UN-SUBMITTED EXPENSE REPORT Background: use this PeopleSoft functionality to modify an Expense Report. Important! Once submitted, an Expense Report cannot be modified anymore. To be able to modify a request you have to save for later. Another scenario when an Expense Report can be modified is when an auditor sends it back for revision. Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Modify 16
17 5.1 RETRIEVE THE PENDING EXPENSE REPORT 1. Enter the Report ID for the pending Expense Report 2. Or leave the field blank and click on the Search button. If you have only one Expense Report pending it will open automatically. If you have more than one, a list of Expense Reports which you are eligible to modify will open. You can sort the list by any of the fields. You can also click on the Advanced Search hyperlink to restrict the search by various fields (i.e. by Creation Date, by Name, etc), where appropriate. NOTE: The Search By: drop down list has a variety of search criteria to choose from if needed. Choose the Report ID you wish to modify by clicking on the ten-digit number in the Report ID column. The requested Expense Report will open. 17
18 5.2 MODIFY THE EXPENSE REPORT AND FINALIZE THE PROCESS Once you retrieved the pending Expense Report and you ve completed any modifications you need you can chose to: 1. Click the button in order to continue to edit this request at a later date. 2. If you are finished with this request and wish to submit for approval click the button. Review and repeat step PRINT AN EXPENSE REPORT Background: use this PeopleSoft functionality to print an Expense Report. You can print any expense reports with any status. For more about expense reports statuses see Advanced Topics. Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Print 18
19 6.1 RETRIEVE THE EXPENSE REPORT See PRINT THE EXPENSE REPORT Use the browser s Print or Print Preview features and print the Expense Report. 7. VIEW AN EXPENSE REPORT Background: viewing an Expense Report allows you to see the details or to check its status. NOTE: You can use View Expense Report page to print a request. Use Printable View hyperlink at the bottom of the page. Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, View 7.1 RETRIEVE A CASH ADVANCE SEE DELETE Background: you can Delete an Expense Report that was not yet submitted or it was denied by the auditors. Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Delete 8.1 RETRIEVE A CASH ADVANCE 1. Your Employee ID will be filled in automatically. 2. Click the push button and a list with the Expense Reports that can be deleted will display. 3. Click the push button and the Employee ID will be cleared. This function is useful when you have delegation for more employees besides yourself and you want to perform the search for somebody else. 4. You can type in the Employee ID or the Name to perform the search for. The page Delete an Expense Report will open. 19
20 8.2 DELETE AN EXPENSE REPORT 1. Select the Expense Report to delete by checking the Select box. 2. Click push button. A Save Confirmation page will open. Click OK. 20
21 9. DELEGATE ENTRY AUTHORITY 9.1 DELEGATE ENTRY AUTHORITY Background: Delegating Entry Authority is a feature of PeopleSoft. You can delegate another SFU employee to process Cash Advances and Expense Reports for you. However, it is recommended as a best business practice that each employee enter their own forms. Navigate: Employee Self-Service, Travel and Expense Center, Profiles and Preferences, Delegate Entry Authority AUTHORIZE USERS The Authorize Users page displays your SFU user ID and your name. Click the button to authorize another SFU employee to be your delegate. When you click the button a new line will be added. Click the magnifying glass. 21
22 The entire SFU employee list will appear. You can Search By: User Id which is the SFU Employee computer ID or Description which is the employee s name. Once you get the delegate you want click on the User ID hyperlink. The Authorize Users page will reopen. The delegate name shows up under your name. Click. 22
23 9.2 CREATE AN EXPENSE REPORT AS A DELEGATE Navigate: Employee Self-Service, Travel and Expense Center, Expense Report, Create On the Cash Advance page click the magnifying glass. You will get a list with the all the SFU employees you have delegation for. Chose the employee for which you want to create an Expense Report by clicking on the EmplID hyperlink. 23
24 Chose the employee for which you want to create a Cash Advance by clicking on the EmplID hyperlink. Follow steps 3.1 to
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