Summary of changes - Expenses. Employee Changes

Transcription

1 Employee Changes Travel Authorization - Requirements A travel authorization is required to be entered into the system for out of country travel, out of State travel for Commissioners and Secretaries, and when needing a cash advance. Departments may add scenarios that require a system-entered A travel authorization needs to be entered into the system which requires security for the employee. Travel Authorization Expense report Cash Advance Request When creating an expense report that is associated with an approved travel authorization, the expense report must be created from the travel A request for cash advance must be entered into the system and requires an approved travel An authorization must be entered before travel; the system does not allow a postdated An authorization must be approved before creating the expense A cash advance cannot be entered unless it is associated with an approved travel The minimum request for a cash advance is now $200 (instead of $100.) Expense coordinators approve cash advances for payment. Cash Advance - Payment All cash advances are paid using the same method as payroll. For most employees this means that the cash advance is directly deposited into the employee s bank account. Cash advances can be issued no sooner than 30 days prior to the start date of travel. An employee will no longer receive a check or have the option of picking a check up at the Treasurer s Office. An employee is notified, via a system generated , when the cash advance payment is made. 1

2 Cash Advance - Collection A cash advances must be applied to an expense When completing an expense report, the employee must click the apply cash advance button in order to pay back the cash advance. An employee must pay back the cash advance by indicating so on the expense If the travel is cancelled, the cash advance must be paid back to the department by the employee. Cash Advance - Delinquent Expense Report - Use Expense Report Payment Expense Report Routing for approval A cash advance that is 120 days outstanding becomes taxable to the employee (and department) and must still be paid back. An expense report is required for all employment related reimbursements. Nontravel expenses will require an expense Expense reports will no longer be paid as part of the bi-weekly payroll. Expense reports are processed independently and are paid using the same method as payroll. For most employees, an expense report will be directly deposited into the employee s bank account. Once an employee completes and submits an expense report, the employee s supervisor receives an notifying him/her that an expense report is submitted for review. The system will generate an to the employee after a cash advance has been open for 60 and 90 days. After 120 days, the cash advance is reported in payroll as taxable income. (Departments will be charged the State match). Employees will not be paid through Accounts Payable for employment related expenses. Expense types will be selected for in-state, out-of-state, data, phone, supplies, legislative expenses, etc. Expense reports have the opportunity to be reimbursed much more timely, depending on entry and approval. Employees will be notified, via a system generated , when an expense payment has been made. Paper does not have to be routed from an employee to an approver and then on to an expense contact. NOTE: each department will define a process for managing receipts. 2

3 Expense Report - Status At anytime, employees, with appropriate security, can log into VISION to view the status of an expense The expense report status shows who the approver is, if it has been approved or if it s been sent back. If a report is sent back, there will be comments for the employee to review so that corrections can be made. Employees will receive an notification when expense reports are approved, if they are sent back, and when they are approved for payment. Expense Report - Overdue Expense reports must be submitted within 60 days of the date the expense was incurred. After 60 days, the expense becomes taxable to the employee and the department (via the employer part of taxes). The expense reimbursement will be paid through the expense process; the associated taxes will be withheld through the payroll process. Expense Report with Travel Authorization and/or Cash Advance When entering an expense report with an associated travel authorization, the expense report must be created from the travel Similarly, when completing an expense report with an associated cash advance, the cash advance must be applied to the expense An expense report that requires a travel authorization will not be approved unless there is one. Travel authorizations encumber (commit) funds that are then released upon completion of an expense A cash advance must be repaid timely by using the system to apply it to an expense 3

4 Supervisor Changes Travel Authorization - Review A supervisor must log into VISION to review a system entered travel The supervisor will receive an notifying him/her than a travel authorization is waiting review. After review, the supervisor has the option to approve or send back a travel In the case of send back, the supervisor will enter the reason(s) for send back. Travel Authorization Approval timing Travel Authorization Appropriation control/ budgeting A supervisor has four calendar days to approve or send back a travel Travel authorizations cannot be approved if there are not funds available for the expense. The transaction encumbers funds and requires a valid budget check before it is able to be approved. Four calendar days after a travel authorization has been submitted for approval, and if it has not been approved or sent back to the employee, it will be re-routed to the approver s supervisor. When the employee views the travel authorization status, the approval role will indicate that it has been re-routed. Approvers will need to notify their Expense Coordinator if there is a budget check error. Approvers will have to run budget check for a same day approval (otherwise budget check will run overnight.) 4

5 Expense Report - Review A supervisor must log into VISION to review an expense The supervisor will receive an notifying him/her than an expense report is waiting review. After review, the supervisor has the option to approve or send back an expense In the case of send back, the supervisor will enter the reason(s) for send back. Expense Report Approval timing Expense Report Appropriation control/budgeting A supervisor has four calendar days to approve or send back an expense Expense reports cannot be approved if there are not funds available for the expense. The transaction expends funds and requires a valid budget check before it is able to be approved. Four days calendar after an expense report has been submitted for approval, and if it has not been approved or sent back to the employee, it will be re-routed to the approver s supervisor. When the employee views the expense report status, the approval role will indicate that it has been rerouted. Approvers will need to notify their Expense Coordinator if there is a budget check error. Approvers will have to run budget check for a same day approval (otherwise budget check will run overnight.) If the expense report is associated with a travel authorization, the encumbrance is liquidated and the funds are moved to expended. 5