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1 College Corporate Card Expense Report Training SmartData gen2

2 Agenda Overview of Expense Reporting Logging on Creating an Expense Report Account allocation Adding receipt to transactions Splitting transactions Adding mileage transactions Adding out-of-pocket transactions Submitting for approval

3 Expense Report Management Introduction The expense reporting feature allows Smith College to do workflow-based expense management. The expense report workflow and approval steps are defined by the College to help meet their expense approval business needs. Expense Report Features and Work Flow Process Create Expense Report & Select Transactions Split & Allocate Transactions Add Mileage & Cash Expenses Submit for Approval Approving Manager can reject or approve Closing Finance Group can reject or close the report

4

5 Cardholder Login: Home Screen Menu on top of Home Screen - Home, My Profile, Account Activity and Expense Reporting Activity at-a-glance view of existing expense reports status, amount and date submitted Reports & Data Files where to find scheduled and completed reports Review Required cardholders can see outstanding transactions. Click More button to see more transactions News, Links and Resource Center View helpful information Create Expense Report allows easy creation of a new expense report

6 Create Expense Report: Step 1 - Selecting Transactions

7 Create Expense Report: Step 2 Split and Cost Allocation Click the Expand All link to open all transactions for allocation at the same time Choose drop down from drop down list to indicate receipt status Click Add Receipt to add receipt, if necessary

8 Receipt images must be attached to your expense report using the receipt image icon. Exceptions: - Transactions under $25.00 do not require a receipt to be attached - If the merchant sends line item detail (indicated by a red icon next to the receipt upload icon) AND it matches your receipt no receipt is required to be attached Receipt images can be attached at the transaction level and/or on the Expense Report Summary Screen. Use your office multi-function copier/printer or smart phone to scan to create an image of your receipt and save to your workstation. - Receipt files must be.pdf,.jpg or.png - The file size limit is 4 megabytes

9 If a vendor transmits line item detail, a receipt is not required, but a business purpose/description is always required

10 Create Expense Report: Step 2 Split and Cost Allocation cont Check to see if the expense type is prepopulated and correct. To change the expense type, use the drop down arrow Enter the required Expense Description/business purpose for every transaction Click Edit Account Codes to Update to be able to see drop down lists for the Fund, ORG, Account AND PROGRAM for the transaction as needed. If applicable, choose a value for the Activity, Location and Index fields.

11 Create Expense Report: Step 2 Split and Cost Allocation cont Update or choose the values from the corresponding drop down lists for the Fund, ORG, Account AND PROGRAM for the transaction as needed. If applicable, choose a value for the Activity, Location and Index fields. Copy to All on Page can be used to copy the cost allocation values you choose in one transaction to all transactions on the page. Note: This will not copy the Expense Description or Expense Types to all transactions, only the cost allocation values.

12 A transaction can be split into parts so each part can be cost allocated to a different accounting code. Each split has its own accounting details which may include purchase details, expense descriptions and accounting codes. All split amounts must add up to the total for the transaction To split a transaction, click on the split icon next to the transaction detail icon to open the split transaction screen

13 Specify the number of splits needed in the Split(s) box and click ADD You will be able to split by Amount or Percentage choose from the Split By: drop down The transaction will be evenly split. Update the split amounts in either the amounts or percentages column The Totals: row will total your splits and show if you are out of balance Click Save once you are in balance to apply the splits and activate the account allocation screens for your splits Go into each split by utilizing the account allocation icon or clicking the expand all link and update the coding Click Save again to apply your changes Click on the browser back button to return to your expense report

14 Create Expense Report: Step 3 Entering Mileage Transactions Click the Next button to navigate to next process in the workflow which is Mileage Transactions. Note: If you do not have Mileage or Cash transactions you can skip those screens by clicking on the Submit for Approval workflow link.

15 Create Expense Report: Step 3 Entering Mileage Transactions Select the date and enter the number of miles traveled Enter the to and from locations in the Description Field Click the Accounting detail icon to allocate the transaction. Click Next to go to the Cash Transaction page Note: The Debit/Credit Code on this screen is asking the question, Does this transaction debit the college or credit the college?. This field defaults to Debit for mileage and cash transactions. There is no need to change it.

16 Create Expense Report: Step 4 Entering Cash Transactions Click the Add button to add a line to enter your out-of-pocket expenses Fill all of the information, add your receipt image and click Next to submit your expense report for approval

17 Create Expense Report: Step 4 Entering Cash Transactions Fill all of the information, add your receipt image and click Next to submit your expense report for approval

18 The approval screen is a recap of your expense report Changes can be made by using the progress panel to navigate back to the step The amount due employee is the total of your mileage and cash transactions less any personal transactions Click Add Receipt button to add an additional receipt if needed Click the Schedule button to generate a pdf copy of your expense report which will be ed to you Click the Submit button to submit to your manager for approval Create Expense Report: Step 5 Submit for Approval

19 Expense Report List Screen Status and Rejected Reports Once you submit your expense report for approval you will be taken to your Expense Report List. You can navigate to this screen anytime from the Home page or through the Expense Report menu option View Expense Reports. You will see the status of your expense reports and the pending approver for your expense reports.

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