eostar Expense Report Process

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1 eostar Expense Report Process 3/25/2015 Home of Rutherford and Associates [Type Client Name] eostar Proposal

2 Contents 2 Table of Contents The eostar Expense Report Process... 3 Setting Up Access to Expense Reports... 3 Accessing the eostar RemoteApp... 3 Logging in to the Database for the First Time... 3 Creating, Viewing, and Submitting an Expense Report... 4 Creating an Expense Report (Travel)... 4 Explanation of Travel Expenses... 5 Creating an Expense Report (Other)... 6 Explanation of Other Expenses... 7 Viewing an Existing Expense Report... 8 Approving an Expense Report... 9

3 The eostar Expense Report Process 3 The eostar Expense Report Process This document explains the new expense report process that employees of Rutherford and Associates should follow as of March 11, Setting Up Access to Expense Reports The following two processes will need to be completed before you can access Expense Reports the first time. Accessing the eostar RemoteApp 1) Go to Control Panel. 2) Go to RemoteApp and Desktop Connections. 3) Click Access RemoteApp and desktops (Windows 8) or Set up a new connection with RemoteApp and Desktop Connections. 4) Enter the URL into the box that pops up. 5) Click Next. 6) Click Next. 7) Enter your credentials. 8) Check the Remember my credentials box. 9) Click OK. 10) Click Finish. 11) In Windows 8, you might want to create a shortcut for the eostar RemoteApp on your desktop. In Windows 7, the RemoteApp will appear under Programs on your Start Menu. Logging in to the Database for the First Time 2) Run eostar Customers DB Connection String. 3) Click Yes. 4) Click OK.

4 4 Creating, Viewing, and Submitting an Expense Report Creating an Expense Report (Travel) 2) Run eostar Customers DB. 3) Login as yourself no password is needed. 4) Under the Expense Report menu, select Expense Reports Entry. 5) Select Travel as the Report Type. 6) Select the Customer. 7) Enter the Customer s Location (city and state). 8) Enter the Purpose of the visit. 9) Click Start. 10) Select the Date on which the expense was incurred. 11) Enter the Category of the expense (see the table on the next page for more information about each category). Depending upon the expense, different fields may automatically be populated and different information may be required. Every expense that is not Per Diem or Mileage requires a receipt. You must include every expense incurred on the trip on the report, including things like airfare and the hotel that were paid for by R&A. 12) Enter a Description of the expense. 13) Uncheck Reimbursable if the expense was paid for by Rutherford. Check Reimbursable if you paid for the expense. 14) Check Billable unless you know that the travel was not Billable (such as in the case of a good-will trip). 15) The Note box is optional you can fill in this box if you need to provide an explanation for the expense. 16) Click Add. 17) Repeat Steps for all additional expenses that should be included on this Expense Report. All expenses incurred during the trip, including expenses paid for by Rutherford, should be included in the report. 18) Click Post when you are finished adding expenses to the report. 19) Under the Expense Report menu, select Expense Reports. 20) Select the date range for which you would like to view reports at the top of the window. 21) If the report has not yet been approved, it will automatically show up in the list. 22) Select the report. 23) Click View at the bottom of the window. 24) Verify that the information on the report is accurate, and then print the report. 25) Submit the report, with receipts attached, to your manager.

5 5 Explanation of Travel Expenses Expense Usage/Description Quantity/Amount Airfare Enter a description of the flight, such as Roundtrip Delta Enter the cost of the airfare. GRR to/from DFW. Baggage Fees Each purchase should be entered separately, but no Enter the cost of the fee. description is required. Bonus Select this option for the Go Live Bonus. No description is required. You can only claim the bonus for days which you The amount will automatically fill in with $100. spent on-site at the client s location. Car Rental Enter the name of the car rental company. Enter the total cost of the rental. Fuel Each purchase should be entered separately, but no description is required. Enter the cost of the fuel purchase. Lodging Enter the name of the hotel. Enter the total cost of the Meals This option will rarely be used. If meals are part of the Per Diem, enter them under Per Diem. Only use this field for meals that are exceptions to the Per Diem (such as taking a client out for dinner). Enter the purpose of the meal and the names of all people attending the meal when using this field. If you use the Meals option, the Per Diem is not applicable on that date. hotel. Enter the total cost of the meal. Mileage Enter the locations driven to and from. Enter the number of miles driven in the quantity field. The amount will automatically fill in with the current mileage rate. On-Site Hours No description is required. The amount will automatically fill in with zero. Other Enter a description of the expense incurred. Enter the cost of the expense. Parking Per Diem Enter a description of the parking expense, such as Long Term Garage at Airport. Each separate parking expense should be entered separately (so parking at the airport is one expense, while parking at a hotel is another). No description is required. Take the full per diem for each day of the trip, including travel days and onsite days. Receipts are not required. Enter the total cost of the individual parking expense. The amount will automatically fill in with the current Per Diem amount. Taxi Enter the purpose of the taxi ride, such as Trip to GRR. Enter the cost of the taxi ride. Tolls No description is required. Enter the cost of the tolls.

6 6 Creating an Expense Report (Other) 2) Run eostar Customers DB. 3) Login as yourself no password is needed. 4) Under the Expense Report menu, select Expense Reports Entry. 5) Select Other as the Report Type. 6) Rutherford will automatically populate as the Customer. 7) Enter the Purpose of the expense. 8) Click Start. 9) Select the Date on which the expense was incurred. 26) Enter the Category of the expense (see the table on the next page for more information about each category). Depending upon the expense, different fields may automatically be populated and different information may be required. Every expense requires a receipt. 10) Enter a Description of the expense. 11) Reimbursable should always be checked. 12) Billable will never be checked. 13) The Note box is optional you can fill in this box if you need to provide an explanation for the expense. 14) Click Add. 15) Repeat Steps for all additional expenses that should be included on this Expense Report. 16) Click Post when you are finished adding expenses to the report. 17) Under the Expense Report menu, select Expense Reports. 18) Select the date range for which you would like to view reports at the top of the window. 19) If the report has not yet been approved, it will automatically show up in the list. 20) Select the report. 21) Click View at the bottom of the window. 22) Verify that the information on the report is accurate, and then print the report. 23) Submit the report, with receipts attached, to your manager.

7 7 Explanation of Other Expenses Expense Usage/Description Quantity/Amount Books or Publications Enter a description of the books or publications. Enter the cost of the books or publications. Education Enter a description of the education expense. Enter the cost of the education expense. Hardware - Enter a description of the hardware. Enter the cost of the hardware. Business Hardware - Personal Enter a description of the hardware. Enter the total cost of the hardware; the twenty percent to be reimbursed will automatically be calculated. Home Internet No description is required. Enter each month separately. Choose the date of the bill for the Expense Date. The amount will automatically fill with $30. Non-Travel Enter the purpose of the meal and the names of all people Enter the cost of the meal. Meals attending the meal when using this field. Non-Travel Use this option for all expenses not covered by another Enter the cost of the expense. Other Category. Enter a description of the expense. Office Supplies Enter a description of the office supplies. Enter the cost of the office supplies. Relocation Enter a description of the relocation expense. Each relocation expense should be listed separately. Enter the cost of the relocation expense. Software - Enter a description of the software. Enter the cost of the software. Business Software - Personal Enter a description of the software. Enter the total cost of the software; the twenty percent to be reimbursed will automatically be calculated.

8 8 Viewing an Existing Expense Report 2) Run eostar Customers DB. 3) Login as yourself no password is needed. 4) Under the Expense Report menu, select Expense Reports. 5) Select the date range for which you would like to view reports at the top of the window. 6) If the report has not yet been approved, it will automatically show up in the list. To view a report, select the report and then click View at the bottom of the window. 7) A report that has not been approved can be edited. Line items can be deleted, and the entire report can be voided if necessary. a. Select the report you would like to edit. b. Click Edit at the bottom of the window. c. Make any necessary changes to the report. d. Click Post. 8) If you want to view a report that has been approved, check the Show Approved Expense Reports box at the bottom of the window. The Reimbursal Date will show the date on which the expense report was reimbursed. 9) If you want to view a report that is approved but awaiting reimbursement, check the Show Expense Reports Awaiting Reimbursal box at the bottom of the window.

9 Approving an Expense Report 9 Approving an Expense Report Expense reports can only be approved by supervisors. Anyone who the employee reports to in the report tree can approve a report, so in cases when a person s direct supervisor is out of town, it is possible for others to approve the report to ensure timely reimbursement. 2) Run eostar Customers DB. 3) Login as yourself no password is needed. 4) Under the Expense Report menu, select Expense Reports. 5) Select the date range for which you would like to view reports at the top of the window. 6) If the report has not yet been approved, it will automatically show up in the list. To view a report, select the report and then click View at the bottom of the window. You should always view the report before approving it. a. Verify that the information is accurate. Compare the information on the report to the receipts submitted by the employee. b. Verify that the Reimbursable and Billable statuses are flagged appropriately. 7) Once verified, click Approve. a. Reports cannot be edited once they are approved. b. You cannot approve a report unless the person reports to you. 8) Click OK. 9) Submit the report, with receipts attached, to Jaci for filing.

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