Expenses Created on 4/30/2013 8:44:00 AM. ** This training guide assumes that the user has already successfully logged into VISION.

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1 Created on 4/30/2013 8:44:00 AM ** This training guide assumes that the user has already successfully logged into VISION.**

2 Table of Contents... 1 Expense Report - Create/Modify... 1 Create Expense Report from blank... 1 Page ii

3 Expense Report - Create/Modify Create Expense Report from blank Procedure This guide includes the navigation and steps required to enter an Expense Report. The specific Expense Types used as examples are In State Mileage and Office Supplies. When completing your expense report you would select the Expense Types appropriate for your reimbursement. Please refer to Bulletin 3.4 (http://aoa.vermont.gov/bulletins) and your department's policy regarding Expense Reports. 1. To ensure proper and timely accounting of State Funds, all employees are expected to submit their Expense Reports within 20 calendar days after completion of the travel event or the incurrence of a business expense, but no less frequently than on a monthly basis. Page 1

4 2. Click the Main Menu button. 3. Click on Employee Self-Service. 4. Click the Expense Report link found under Employee T&E Center. 5. Click the Create link. Page 2

5 6. Start Your Report With: This is where to indicate the starting point for the Expense Report. Explanations of each option are below. A Blank Report - Default A Template - Not used by SOV A Travel Authorization - Must use when there is an associated approved Travel Authorization. An Existing Report - Expense Report similar to current expenses. This way you do not need to start from scratch. Entries from My Wallet - Not used by SOV For this example we will start with A Blank Report. 7. Click in the Report Description field. Page 3

6 8. Type a short, meaningful description of the expense into the Report Description field. Your department may provide you with instructions on what to use for a description. For this tutorial enter Expense Training. Enter "Expense Training". 9. Click the drop down arrow to choose the Business Purpose. 10. Select the entry that most closely identifies the purpose of the trip. Select Training. 11. Click in the Default Location field. 12. The Default Location is the place that you are traveling to. You can specify the Default Location here on the Expense Report Entry page or specify it on each Expense Type. NOTE: If you are traveling to multiple locations, leave the default blank and select the location on the Expense Type detail. The list includes all towns in Vermont, all States and Territories, and Out of Country. For this example, the destination is Burlington, VT. Enter "BUR". 13. Click the Look up Default Location (Alt+5) button. 14. A Search list will display listing all locations that start with "BUR". Select the BURLINGTON VT link. 15. The Comment field is used to describe additional details of expense(s) incurred. This field is where comments are added indicating the Total cost of Trip (such as payments made by Pre-Paid, Direct Pay, or Third Party Organization). Example comment: Needed supplies charged to P-Card. Total cost is $$ + total P-card = $$ 16. Click the Expense Type drop down arrow to choose an Expense Type. Page 4

7 17. Select the appropriate Expense Type from the list provided. For this example, select IN MILEAGE 18. Click in the Expense Date field. 19. Enter a valid date or click the Calendar icon beside the Expense Date field and select the date the expense was incurred. Enter 10/01/2012 Note: This date cannot be in the future. 20. Payment Type and Billing Type are mandatory fields. These fields are set to automatically default. *Payment Type - Employee *Billing Type - Non Taxable - Internal 21. Click the Detail link to show the Expense Detail page for the Expense Type. 22. Click in the Miles field. Page 5

8 23. Enter the number of miles for the round trip into the Miles field. Enter 35 Note: The mileage rate of reimbursement is updated and maintained in accordance with the State's negotiated agreements. 24. The Amount Spent field calculated automatically. In this case it is 35 Miles X $ For each Expense Type enter and/or validate Accounting Details. NOTE: Many chartfields default automatically. Additional chartfields may be required by your department. Click the Accounting Detail link. 26. Required Chartfields are; Account, Fund and Dept. These values default along with GL Unit. NOTE: DO NOT change the account number nor the GL Unit! The account is associated with the expense type. You can add additional accounting lines if needed by clicking the button Add Chartfield Line. For this tutorial we are only using one accounting line. Page 6

9 27. Verify the accounting information. Click the OK button. 28. Click the scrollbar to view the bottom of the page. 29. Click the Return to Expense Report link. Page 7

10 30. An additional Expense line is required for this Expense Report. For this example we are going to add Office Supplies. Click the Expense Type drop down arrow to choose an Expense Type. 31. Click the scrollbar to scroll to the Expense type required. 32. Select SUPPLIES - OFFICE 33. Click the Detail link. Page 8

11 34. *Merchant is a required field as you can tell by the *. There are two options: Preferred and Non-preferred The Preferred field is not used by the SOV. Click in the Non-preferred field. 35. Enter Merchant of choice keeping in mind State Contract rules into the Nonpreferred field. Enter "Staples" 36. Description field is also a required field. Click in the Description field. 37. Enter the desired information into the Description field. Enter "Purchase a cable to use with the projector". 38. Click the Amount Spent field. 39. Enter the desired information into the Amount Spent field. Enter "95.00". Page 9

12 40. Each Expense Type line requires Accounting (Chartfield) Detail. Click the Accounting Detail link. 41. Review Accounting entries and click Ok. Click the OK button. Page 10

13 42. Click the scrollbar to view the bottom of the page. 43. To return to enter another expense line or to complete the Expense Report, click the Return to Expense Report link. Click the Return to Expense Report link. Page 11

14 44. Click the Check For Errors button. 45. For this tutorial there are no errors. In the case of errors, A Red Flag appears in front of the Expense Type line. To see the errors, click the Detail link for the line flagged. 46. The Expense Type Detail page would have a list of errors at the top of the page and specific fields would be highlighted in red. 47. For this tutorial we are ready to Finish and Submit. (If you are not ready, you can save the Expense Report by clicking the Save for Later button.) Click the Finish and Submit button. 48. The Submit Confirmation page is displayed and allows you to review your Expense Report Totals. If you notice a problem at this time, click the cancel button to go back and make necessary changes. Page 12

15 49. Click the Definition of Totals link. Page 13

16 50. Definition of Totals page is displayed. (The list of definitions does not include Total Taxable.) Click the Return button. 51. The Submit Confirmation page is displayed. Click the OK button. Page 14

17 52. The Submit was successful. Click the OK button. 53. There is now a Report ID assigned and your Expense Report has been forwarded to the Approver (supervisor). 54. Quick Review: 1. Refer to Bulletin 3.4 and your department's policies regarding travel & expenses. 2. All employment related expenses must be reimbursed through the Expense module. 3. Upon final approval, any reimbursements will be made directly to the employee's direct deposit (balance or 999) account. 4. The Expense Report must be created from a Travel Authorization; If there is one all related Cash Advances must be applied. 5. Refer to your department's policy regarding handling of receipts. Page 15

18 55. Congratulations!!! You have successfully completed entering an Expense Report for In State Mileage and Office Supplies and submitted the Expense Report for Approval. Expense Report has been routed to your supervisor review, budget check, and approval. You can continue by selecting another menu item, or you can sign out of VISION by clicking on the Sign out link located at the top right of the screen. End of Procedure. Page 16

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