INSTRUCTIONS ON HOW TO IMPORT (Attach) DOCUMENTS TO TRANSACTIONS IN THE EMPLOYEE REIMBURSEMENT SYSTEM

Transcription

1 INSTRUCTIONS ON HOW TO IMPORT (Attach) DOCUMENTS TO TRANSACTIONS IN THE EMPLOYEE REIMBURSEMENT SYSTEM In the Emplyee Reimbursement System, users with verifier and apprver/prxy access rights have the ability t imprt (attach) dcuments t transactins. Emplyees cannt imprt dcumentatin fr their wn reimbursement request. After a transactin has been put int ruting, it must be unruted if additinal dcuments need t be imprted. This instructin manual utlines the fur (4) basic transactin scenaris frm the perspective f the verifier: 1. Verifier enters travel expenses n behalf f anther emplyee, 2. Emplyee entered wn travel expenses, 3. Verifier enters nn-travel expenses n behalf f anther emplyee, and 4. Emplyee entered wn nn-travel expenses. The imprting prcess is the same fr all scenaris. After a transactin has been apprved, the system n lnger allws imprting and any additinal dcumentatin shuld be sent t Carle r Bill in the Accunting Office fr imprting. Scenari 1 - Verifier enters Travel expenses n behalf f anther emplyee: Lg in t AccessPlus. Select the ubusiness tab. Under the Business menu select Empl Reimbursement. Enter the name f the traveler under Payee Name. Frm the menu select Start/Cnt Travel. Click New Rmbrs (r Prev Rmbrs if a pre-trip authrizatin already has been entered, r a ticket has been purchased thrugh ur cntracted travel agency). Click Cntinue. Cmplete the Travel Dates and Purpse screen. Click Cntinue. Enter expenses fr each day f the trip. Click the Allcate Expenses buttn n the last day. Enter the fund(s) t be used and the respective amunts. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: Click Allcate Nw t update the screen and then click G T Imprt Receipts. (Anther gd check prir t clicking n the G T Imprt Receipts buttn is t select Daily Expense Detail frm the menu and cmpare expenses entered t the riginal receipts prvided. While this particular menu functin is nt new and yu culd skip ver this step and prceed t the imprting functin, this is a gd place t re-check what was entered t make sure it is crrect befre prceeding. Yu will get a message reminding yu that n receipts currently are attached, which yu will address shrtly. After reviewing Daily Expense Detail select Imprt Trvl Rcpt frm the menu, lcated under the Rute heading.) (Nte: The italicized steps d nt happen in the Emplyee Reimbursement System.) Create PDF dcuments f riginal receipts. Cmbine multiple PDF dcuments int single file if pssible. Save the PDF file, using the prescribed naming cnventins, t yur persnal cmputer and preferably t a designated flder established fr this purpse. Page 1

2 Yu are nw at the new Imprt Receipts Screen. There is a Receipts Required sectin in the middle f the page that will identify with a Y(Yes) indicatr which cst categries exceed limits and require receipts. In the case f Ldging, a receipt will always be required. Be sure these required receipts were part f yur saved PDF file. Click the Imprt Receipts link. A new CM E-Dcuments Imprt screen will pen, which allws yu t click Brwse t search fr the name f the PDF file f receipts supprting this transactin. Page 2

3 Find and highlight the crrect file, click Open. The file name will appear in the shaded bx n the CM E-Dcuments Imprt screen. Verify this is the crrect file, and then click the Imprt buttn. A message will appear Yu have successfully imprted an item and the screen will prvide the ptin t either Imprt Anther Item r Clse. Imprted files appear under the Hit List n the bttm half f the Imprt Receipts Screen. (There may be a secnd r tw delay here as the screen refreshes, s be patient). Updating the Imprt Status After dcuments have been imprted, Change the Imprt Status message in the drp-dwn menu t Dc Imprted. Click Update. The Imprter s Name and Last Imprt Date have nw been recrded n the screen. Click Payee t Cnfirm. Nte - The Payee t Cnfirm buttn will remain n the screen, althugh the emplyee has been ntified t cnfirm. A system message will appear t let yu knw an has been sent. If yu re-click the buttn, the system will send anther . If n receipts are required (e.g., nly mileage is being reimbursed), The Imprt Status message in the drp-dwn menu will default t Dc Imprt Nt Req t reflect that attachment f receipts is nt required. If this is crrect, click n Update t update the Imprt Status. Then click n Payee t Cnfirm t have the system autmatically alert the traveler via that their travel transactin is ready fr cnfirmatin. Nte - There may be circumstances where yu want t imprt dcuments even thugh technically n receipts are required. The system will still allw yu t imprt files and yu shuld update the Imprt Status t Dc Imprted. If receipts are missing, lst r therwise unavailable, Under the Imprt Status drp-dwn field select Dc Missing. Click n Update t update the Imprt Status. The system is ready t send an autmated message t the traveler requesting missing receipt infrmatin. Cmplete the Verifier Cmments field with infrmatin that will help the traveler knw what receipt(s) is(are) missing. Fr example Missing htel receipt; send asap t Jane Smith. This message will shw up in the message t the traveler. Click Update/ payee fr missing receipts. The system message will update t ntify yu a missing receipts has been sent. Fr mst missing/lst receipts, the remedy will be t cntact the htel r ther receipt prvider fr a duplicate receipt, rather than simply accept the lack f a receipt. Hwever, if fr sme reasn, a receipt cannt be btained, the traveler will be required t cmplete a Missing Receipt frm which the Verifier will imprt instead f the actual receipt. Upn imprt f the Missing Receipt frm, the Imprt Status must be updated t Dc Imprted. Click Update. Click Payee t Cnfirm. IMPORTANT The Imprt Status must be updated t either Dc Imprt Nt Required r Dc Imprted befre the system will allw the transactin t be cnfirmed r ruted. The emplyee must lg in and Cnfirm Expenses. After the emplyee has cnfirmed, the system ntifies the Verifier cnfirmatin has been cmpleted. Page 3

4 The verifier lgs back in, enters the Rmbrs#, clicks Rute Trvl Rmbrs, and rutes fr apprval. The apprver lgs in t E-Frms Apprval t apprve. Page 4

5 Scenari 2 - The Emplyee entered his/her wn Travel expenses and cnfirmed: Lg in t AccessPlus. Select the ubusiness tab. Under the Business menu select Empl Reimbursement. Enter the name f the traveler under Payee Name. Frm the menu select Start/Cnt Travel. Click Prev Rmbrs and click n the Rmbrs # fr the trip t be reimbursed. Click Cntinue. Cntinue thrugh Travel Reimbursement Infrmatin by Day t review expenses entered and audit detail against riginal receipts prvided by the Traveler. Click the Allcate Expenses buttn n the last day. Alternately, the Verifier culd enter the Rmbrs # and click n the Daily Expense Detail menu ptin t audit expenses entered against the riginal receipts. Select Allcate Expenses frm the menu. Review/cmplete allcatin f expenses. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: After allcatin f expenses has been reviewed/cmpleted, click G T Imprt Receipts (Nte: The italicized steps d nt happen in Emplyee Reimbursement System.) Create PDF dcuments f riginal receipts. Cmbine multiple PDF dcuments int single file if pssible. Save the PDF file, using the prescribed naming cnventins, t yur persnal cmputer and preferably t a designated flder established fr this purpse. Yu are nw at the new Imprt Receipts Screen. There is a Receipts Required sectin in the middle f the page that will identify with a Y(Yes) indicatr which cst categries exceed limits and require receipts. In the case f Ldging, a receipt will always be required. Be sure these required receipts were part f yur saved PDF file. Page 5

6 Click the Imprt Receipts link. A new CM E-Dcuments Imprt screen will pen, which allws yu t click Brwse t search fr the name f the PDF file f receipts supprting this transactin. Find and highlight the crrect file, click Open. The file name will appear in the shaded bx n the CM E-Dcuments Imprt screen. Verify this is the crrect file, and then click the Imprt buttn. A message will appear Yu have successfully imprted an item and the screen will prvide the ptin t either Imprt Anther Item r Clse. Imprted files appear under the Hit List n the bttm half f the Imprt Receipts Screen. (There may be a secnd r tw delay here as the screen refreshes, s be patient). Updating the Imprt Status - After dcuments have been imprted, Change the Imprt Status message in the drp-dwn menu t Dc Imprted. Click Update. The Imprter s Name and Last Imprt Date have nw been recrded n the screen. Click G t Ruting. Click Rute. If n receipts are required (e.g., nly mileage is being reimbursed), The Imprt Status message in the drp-dwn menu will default t Dc Imprt Nt Req t reflect that attachment f receipts is nt required. If this is crrect, click n Update t update the Imprt Status. Then click n G t Ruting. Nte - There may be circumstances where yu want t imprt dcuments even thugh technically n receipts are required. The system will still allw yu t imprt files and yu shuld update the Imprt Status t Dc Imprted. Page 6

7 If receipts are missing, lst r therwise unavailable, Under the Imprt Status drp-dwn field select Dc Missing. Click n Update t update the Imprt Status. The system is ready t send an autmated message t the traveler requesting missing receipt infrmatin. Cmplete the Verifier Cmments field with infrmatin that will help the traveler knw what receipt(s) is(are) missing. Fr example Missing htel receipt; send asap t Jane Smith. This message will shw up in the message t the traveler. Click Update/ payee fr missing receipts. The system message will update t ntify yu a missing receipts has been sent. Fr mst missing/lst receipts, the remedy will be t cntact the htel r ther receipt prvider fr a duplicate receipt, rather than simply accept the lack f a receipt. Hwever, if fr sme reasn, a receipt cannt be btained, the traveler will be required t cmplete a Missing Receipt frm which the Verifier will imprt instead f the actual receipt. Upn imprt f the Missing Receipt frm, the Imprt Status must be updated t Dc Imprted. Click Update. Click G t Ruting. IMPORTANT The Imprt Status must be updated t either Dc Imprt Nt Required r Dc Imprted befre the system will allw the transactin t be ruted. Verifier is taken t Rute Trvl Rmbrs screen and clicks Rute. The apprver lgs in t E-Frms Apprval t apprve. Page 7

8 Scenari 3 - Verifier enters Nn-Travel expenses n behalf f anther emplyee: Lg in t AccessPlus. Select the ubusiness tab. Under the Business menu select Empl Reimbursement. Enter the name f the emplyee under Payee Name. Frm the menu select Start Nn-Travel. Click New Rmbrs. Click Cntinue. Enter each nn-travel receipt n a separate screen. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: At the bttm f the screen either click Next Receipt t enter mre expenses, r Imprt Receipts if the current receipt is the last receipt. (Anther gd check prir t clicking n the Imprt Receipts buttn is t select NT Expense Detail t cmpare expenses entered t the riginal receipts prvided. While this particular menu functin is nt new and yu culd skip ver this step and prceed t the imprting functin, this is a gd place t re-check what was entered t make sure it is crrect befre prceeding. Yu will get a message reminding yu that n receipts currently are attached, which yu will address shrtly. After reviewing NT Expense Detail, select Imprt NT Rcpt frm the menu, lcated under --NT Ruting-- n the menu.) (Nte: The italicized steps d nt happen in Emplyee Reimbursement System.) Create PDF dcuments f riginal receipts. Cmbine multiple PDF dcuments int single file if pssible. Save PDF file, using the prescribed naming cnventin, t yur persnal cmputer and preferably t a designated flder established fr this purpse. Yu are nw at the new Imprt Receipts Screen. Receipts are required fr all nn-travel reimbursements, s the Imprt Status will always start as Dc Imprt Needed. Be sure required receipts were part f yur saved PDF file. Page 8

9 Click the Imprt Receipts link. A new CM E-Dcuments Imprt screen will pen, which allws yu t click Brwse t search fr the name f the PDF file f receipts supprting this transactin. Find and highlight the crrect file, click Open. The file name will appear in the shaded bx n the CM E-Dcument Imprt screen. Verified this is the crrect file, click the Imprt buttn. A message will appear Yu have successfully imprted an item and the screen will prvide the ptin t either Imprt Anther Item r Clse. Imprted files appear under the Hit List n the bttm half f the Imprt Receipts Screen. (There may be a secnd r tw delay here as the screen refreshes, s be patient). Updating the Imprt Status - After dcuments have been imprted, Change the Imprt Status message in the drp-dwn menu t Dc Imprted. Click Update. The Imprter s Name and Last Imprt Date have nw been recrded n the screen. Click Payee t Cnfirm. Nte - The Payee t Cnfirm buttn will remain n the screen, althugh the emplyee has been ntified t cnfirm. A system message will appear t let yu knw an has been sent. If yu re-click the buttn, the system will send anther . If receipts are missing, lst r therwise unavailable, Under the Imprt Status drp-dwn field select Dc Missing. Click n Update t update the Imprt Status. The system is ready t send an autmated message t the emplyee requesting missing receipt infrmatin. Cmplete the Verifier Cmments field with infrmatin that will Page 9

10 help the emplyee knw what receipt(s) is(are) missing. Fr example Missing receipts fr Lwes; send asap t Jane Smith. This message will shw up in the message t the emplyee. Click Update/ payee fr missing receipts. The system message will update t ntify yu a missing receipts has been sent. Fr mst missing/lst receipts, the remedy will be t cntact the vendr fr a duplicate receipt, rather than simply accept the lack f a receipt. Hwever, if fr sme reasn, a receipt cannt be btained, the emplyee will be required t cmplete a Missing Receipt frm which the Verifier will imprt instead f the actual receipt. Upn imprt f the Missing Receipt frm, the Imprt Status must be updated t Dc Imprted. Click Update. Click Payee t Cnfirm. IMPORTANT The Imprt Status must be updated t either Dc Imprt Nt Required r Dc Imprted befre the system will allw the transactin t be cnfirmed r ruted. After the emplyee has cnfirmed, the system ntifies the Verifier cnfirmatin has been cmpleted. The verifier lgs back in, enters the Rmbrs#, clicks Rute Nn-Trvl Rmbrs, and rutes fr apprval. The apprver lgs in t E-Frms Apprval t apprve. Page 10

11 Scenari 4 - The Emplyee entered his/her wn Nn-Travel expenses and cnfirmed: Lg in t AccessPlus. Select the ubusiness tab. Under the Business menu select Empl Reimbursement. Enter the name f the emplyee under the Payee Name. Frm the menu select Start/Cnt Nn-Travel. Click Prev Rmbrs and click n the Rmbrs # fr the expenses t be reimbursed. Click Next Receipt t review all expenses entered and audit detail against riginal receipts prvided by the emplyee. Click the Imprt Receipts buttn after reviewing the last receipt. Alternately, the Verifier culd enter the Rmbrs # and click n the NT Daily Expense Detail menu ptin t audit expenses entered against the riginal receipts. (Nte: The italicized steps d nt happen in Emplyee Reimbursement System.) Create PDF dcuments f riginal receipts. Cmbine multiple PDF dcuments int single file if pssible. Save PDF file, using the prescribed naming cnventins, t yur persnal cmputer and preferably t a designated flder established fr this purpse. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: After expenses have been audited, select the Imprt NT Rcpt menu ptin, directly under the --NT Ruting-- heading, t imprt receipts. Yu are nw at the new Imprt Receipts Screen. Receipts are required fr all nn-travel reimbursements, s the Imprt Status shuld always start as Dc Imprt Needed. Be sure required receipts were part f yur saved PDF file. Page 11

12 Click the Imprt Receipts link. A new CM E-Dcuments Imprt screen will pen, which allws yu t click Brwse t search fr the name f the PDF file f receipts supprting this transactin. Find and highlight the crrect file, click Open. The file name will appear in the shaded bx n the CM E-Dcument Imprt screen. Verify this is the crrect file, click the Imprt buttn. A message will appear Yu have successfully imprted an item and the screen will prvide the ptin t either Imprt Anther Item r Clse. Imprted files appear under the Hit List n the bttm half f the Imprt Receipts Screen (there may be a secnd r tw delay here as the screen refreshes s be patient). Updating the Imprt Status - After dcuments have been imprted, Change the Imprt Status message in the drp-dwn menu t Dc Imprted. Click Update. The Imprter s Name and Last Imprt Date have nw been recrded n the screen. Click G t Ruting. If receipts are missing, lst r therwise unavailable, Under the Imprt Status drp-dwn field select Dc Missing. Click n Update t update the Imprt Status. The system is ready t send an autmated message t the emplyee requesting missing receipt infrmatin. Cmplete the Verifier Cmments field with infrmatin that will help the emplyee knw what receipt(s) is(are) missing. Fr example Missing receipts fr Lwes; send asap t Jane Smith. This message will shw up in the message t the emplyee. Click Update/ payee fr missing receipts. The system message will update t ntify yu a missing receipts has been sent. Page 12

13 Fr mst missing/lst receipts, the remedy will be t cntact the vendr fr a duplicate receipt, rather than simply accept the lack f a receipt. Hwever, if fr sme reasn, a receipt cannt be btained, the emplyee will be required t cmplete a Missing Receipt frm which the Verifier will imprt instead f the actual receipt. Upn imprt f the Missing Receipt frm, the Imprt Status must be updated t Dc Imprted. Click Update. Click G t Ruting. IMPORTANT The Imprt Status must be updated t either Dc Imprt Nt Required r Dc Imprted befre the system will allw the transactin t be ruted. THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE MERELY RESTATED The apprver lgs in t E-Frms Apprval t apprve. Page 13