Employee Expense Management 5.0 User Guide

Transcription

1 Employee Expense Management 5.0 User Guide Countries without American Express Corporate Card Load Rev HP Restricted 1

2 2 Contents Employee Expense Management 5.0 User Guide... 1 Contents... 2 Overview... 4 Introduction EEM Definition Digital Documents Expense Entry Advantage Payment Advantage Information Advantage General Expense Reimbursement Process Tax Requirement Cash Expenses Business Expenses vs. Personal Expenses System Overview User Interface Application Menu Documents Center Uploading Documents ing Documents to EEM Listing Documents Searching Documents Editing/Viewing Document Details Document History Aged Documents Auto Removal Profile Creating & Submitting a Report Expenses & Reports Menu Creating a Report Name and Business Purpose Creating Cash Expenses Creating Cash Expenses (Educational Degree Assistance) Attaching Digital Documents to a Cash Expense Creating Cash Expenses (Mileage) Creating Cash Expenses (Tips/Exchange Rate adjustment) Creating Cash Expenses (Meals) Attaching Digital Receipts to a Cash Expense Adding Attendees to an Expense Attendees Favorites List Search Creating Cash Expenses (Split - Lodging) Error Messages Creating Expense Report Creating an Expense Report Attaching Digital Receipts to an Expense Report Validating an Expense Report Cost Distribution... 86

3 3.8 Submitting an Expense Report Searching for Expense and Report Information Expense Summary List/Edit Expenses List/Edit Expense Reports Document Replacement or Addition ed Expense Reports Approving Reports Viewing Expense Reports Requiring Approvals Approving an Expense Report (Active Approval) Rejecting an Expense Report (Passive Approval) Reassigning an Expense Report Viewing Approved/Rejected Reports Out-of-Office Delegation Managing Favorites Managing Vendors Managing Attendees Managing Cost Locations Managing WBS Codes Managing Car Registrations Managing Designees Work on behalf of Checking if somebody designated you to work on their behalf Working on behalf of Working as self Removing Designator from Work on Behalf of

4 Overview The EEM User Guide contains all relevant information related to the usage of the Employee Expense Management (EEM) application. It is intended to be used as a reference tool for employees submitting expense reports for reimbursement as well as for managers approving expense reports. Adhering to these guidelines will help you: Create your cash expenses in EEM Complete all information for transactions incurred on your American Express Corporate Travel & Entertainment Card (Amex) Create and submit expense reports Approve expense reports submitted by your employees This User Guide focuses on the EEM functionality, however in order to have your expense reports processed without delay it is equally important that you have insight into: The HP Global Travel Policy as well as other country specific rules that may apply to your country. The Reimbursement Procedures which describe all important aspects of the filing process. More than likely you can find the answer to any question you may have on the ER-EEM webpage. There are Frequently Asked Questions, reimbursement procedures, special presentations on VAT, checking bank details, and American Express topics. Please visit this page often as new information is posted frequently, along with updates and system status. This training was updated for the EEM 5.0 version. Even though most of the core processes and procedures have not changed, you will find several changes in the way that EEM functions and how screens are displayed compared to the previous versions. The main change is the Digital Receipts functionality has been enabled. This functionality is country specific and works only in some of the countries where it is legally allowed. 4

5 Introduction Module EEM Definition EEM stands for Employee Expense Management. It is a global expense reimbursement tool which was developed internally and will be the go forward global employee expense reimbursement system. SYSTEM User Friendly Web Based Application EXPENSE ENTRY Fast Easy INFORMATION Online Detailed PAYMENT Simple Accurate EEM characteristics EEM is a web-based application accessible through the HP portal and was developed in accordance to HP web standards. The application incorporates intuitive screen designs and is supported in one of HP s next generation data centers. EEM enables fast and easy expense claims entry. In some countries you can upload an electronic version of your receipts/invoices or supporting documentation. Digital Receipts simplifies the reimbursement process and shortens the overall processing and payment time. Information regarding receipts being received, approval progress and payment status is available within EEM on a detailed level. EEM is a web-based application with an intuitive interface with the same look and feel of other HP applications. There is no need to install anything or do any updates on your PC. It is accessible using your digital badge sign-on, and is available around the clock via the portal without the need of additional passwords. 5

6 The system provides you with messages and warnings such as displaying action confirmations and alerts in order to prevent errors. 1.2 Digital Documents In the EEM 5.0 release, a new functionality was introduced that allows Digital Documents digital receipts/invoices or digital supporting documents. Instead of having to send paper receipts or invoices by mail, the user may upload an electronic version of receipts/invoices into EEM. Supporting documents such as Airline Tickets may also be provided in an electronic format, which simplifies the process and shortens the overall processing time. Please note: this functionality is country specific and will be introduced in countries where legally permitted. The electronic version of a receipt/invoice or a supporting document refers to the following file types that the employee uploads: *.pdf, *.jpg, *.jpeg, *.doc, *.docx, *.xls, *.xlsx, *.gif, *.bmp, *.txt, *.rtf, and *.msg. The maximum allowed file size is 2.5 MB. The recommended image file size is 600 x 800 pixels. 6

7 Digital Receipts, Invoices or Supporting Documents The maximum allowed file size is 2.5 MB. The recommended image file size 600 x 800 pixels. File types supported by EEM: pdf,.jpg,.jpeg,.doc,.docx,.xls,.xlsx,.gif,.bmp,.txt,.rtf, and.msg. 3 Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. You may upload the documents or them to EEM, sending them as an attachment to the following address: EEM Digital Upload Once the documents are loaded into your document center, you may then attach the digital receipts or supporting documents to individual expense line items or to expense report header. The system will maintain the data for the document uploaded and will also log events that are associated with the document, such as the date and time the image was uploaded and who or what process uploaded the document. EEM will monitor the age of the documents. notifications will be sent for the items that were uploaded but not submitted within a predefined period of time, and after that, if they are still not submitted, they will be deleted. 7

8 1.3 Expense Entry Advantage Expense Entry advantages In EEM there is a list of standard categories to select from which simplifies assigning your expenses to the appropriate category. Each category has a long description displayed above the short description which provides additional guidance in the selection process. In EEM most hotel receipts are mapped to the Split Expense category. This function is required for hotel receipts to segregate expenses such as lodging (room tax), meals, entertainment, phone, and laundry as these expenses may have different tax criteria. You can also select to Split any receipt if you need to split an expense to be partially personal. For example, if you rented a car on a business trip and decided to stay for the weekend, you would mark the personal portion of your rental car expense as personal in EEM. In some countries there are a number of categories with reclaimable VAT. When entering expense item details, you will see a box asking if VAT, GST or IVA is on your receipt. If the tax has been included on your invoice, you will only be required to mark the expense as a tax invoice and EEM will automatically calculate the tax amount for you. 8

9 Expense Entry advantages For many countries EEM allows for American Express load functionality. This means that American Express Corporate T&E Card transactions are loaded directly into the system; you will only be required to enter cash expenses manually. In order to prevent errors that would cause your claims to be rejected, there are some required fields depending on the expense category. You also have the ability to set up favorite lists, such as attendees, customers, vendors, cost locations, WBS codes, and designees. With the creation of favorite lists you do not need to re-enter data; instead you may choose from your favorites. For example you could set up favorite vendors to be used for standard monthly expenses such as internet connection or cell phone expenses. There is also a work on behalf of function that allows you to delegate another person to work on your behalf. 9

10 1.4 Payment Advantage Payment advantages For countries with American Express load functionality enabled, American Express business expenses are paid directly by HP to your American Express account, which alleviates routing money through your personal account in order to pay American Express. If you currently have Direct Debit it will be cancelled. You will continue to get a monthly statement from American Express and you are personally liable for the card. With EEM, you will receive system generated detailed payment notifications. The system also provides payment status visibility. 10

11 1.5 Information Advantage Information advantages EEM provides you with online information about approvals and routings. You can see your report status, report history, actions taken, when and by whom. Also, expense item(s) are flagged if receipts are required, together with information whether digital receipts are allowed for your country or if you need to send original paper receipts. The report history comments inform you when the receipts you have uploaded or sent in were received. Expense reports are bar coded which allows for quick processing of your receipt package, in case original paper receipts are required. As receipt packages are scanned upon arrival at the processing center it is important to include only one report per package. When you log on, EEM provides a message on the Welcome Screen if there are any outstanding items that require your attention. 11

12 1.6 General Expense Reimbursement Process General Expense Reimbursement Process When you return from a trip or have transactions to file, you should file them as soon as possible. For trips of two weeks or more expense reports must be submitted on a weekly basis no later than 7 days after the date that the expense was incurred. Please refer to the Travel Policy for guidance on when you need to file in relation to incurring expenses. EEM is a web-based application, and you create and submit all your expense reports online. If EEM denotes receipts being required for expenses, then you need to send them for the processing to be complete. EEM will also denote how you should provide the required receipts/invoices or any supporting documents. Depending on the country legal requirements, you can either provide your receipts electronically (Digital Receipts) or mail the original paper receipts. Note: Mexico requires *.xml files to be handed along with any original electronic receipt; since the format is not supported by EEM the way to do it is to save the with the attachments from the vendor as *.msg file and attach it to the expense/report. In case you are asked to submit Digital Receipts or Supporting Documents, please scan or make a photo of your receipts. Please note you are responsible for providing images that are readable and genuine. Original, electronic version of receipts/invoices is also acceptable. The acceptable file formats of digital receipts are *.pdf, *.jpg, *.jpeg, *.doc, *.docx, *.xls, *.xlsx, *.gif, *.bmp, *.txt, *.rtf, and *.msg. The maximum allowed file size is 2.5 MB. The recommended image file size is 600 x 800 pixels. 12

13 You may upload the Digital Receipts or Supporting Documents into the Document Center when you log in to EEM, or you can send them by to EEM Digital Upload You may then attach the uploaded digital receipts to individual expense line items or to the expense report header. ATTACHING TO AN EXPENSE LINE ITEM You should attach one Digital Receipt to one expense line item whenever possible. In addition to the receipt, you may also attach any Supporting Documents like Airline tickets, if required. Attaching Digital Documents should only be used when you have digital documents that apply the whole Expense Report or more expenses, e.g: Business Travel Request, if applicable in your country that concerns all the expenses in the report. If paper receipts are required, please staple the expense report on top of the envelope that contains all required receipts. Ensure the bar code is visible so your report may be scanned upon arrival at the processing center. It is important to only submit one bar coded report with an accompanying envelope of receipts do not attach several reports to one envelope with receipts for many reports - only the top report will be scanned and noted as received. Employees are responsible for attaching the required documents when they indicate that those documents will be provided. For policies that require paper, or allow both paper and digital, the system will assume the employee will send paper and will inform the employee when the report is submitted. In any case where all digital documents are allowed, if at least one document is attached, the system will assume that the report is digitally provided. After the expense report goes through the manager approval, scanning, audit and validation processes without exception, you will be reimbursed and receive a payment notification . 13

14 1.7 Tax Requirement HP reclaims VAT Tax Invoices should be completed according to the legal requirements: HP may reclaim Value Added Taxes (VAT) for expenses incurred in certain countries. Travelers who have incurred such expenses must submit either the original paper VATrated invoices/receipts or its electronic version Digital Receipts. The VAT invoices should be addressed to Hewlett-Packard; the corporate structure should be specified, such as Ltd, GmbH, the employee name listed and the applicable VAT number of the supplier. For more information on VAT please visit the VAT website. To find out if you can reclaim VAT within EEM, and what the requirements are in your country, please check VAT Requirements in the ER-EEM webpage. 14

15 1.8 Cash Expenses Business Expenses vs. Personal Expenses Cash/Out of pocket Business related expenses where cash or any other form of payment was used including your Amex Corporate Card - Create cash expenses in EEM and attach to an expense report - Submit and send in the expense report together with the required receipts - HP will pay you personally for all approved cash expenses NOTE: Personal Expenses will not be reimbursed! You should only report your business expenses. However, if both business and personal expenses are listed on your receipt you will use a Split Expense to itemize your expenses: - Choose the Split Expense category Assign the non-business related expense to the Personal Expense category Create an expense report for all expenses, including Split Expense Submit and send the expense report After the expense report is in Paid status you will be reimbursed by HP to your personal bank account for only your business related expenses Types of expenses in EEM For business related expenses you will need to proceed in the following way: - Create cash expenses in EEM and attach to an expense report - Submit and send in the expense report together with the required receipts HP will pay for all approved cash expenses to your account. NOTE Personal Exp. will not be reimbursed! You should only report your business expenses. However, if on your invoice are listed both business and personal expenses you can use a Split Expense to itemize your expenses: - Choose Split Expense as a category - Assign the non-business related expense to the PERSONAL EXPENSE category - Create expense report for all expenses including Split Expense with your personal expenses - Submit and Send the expense report - After ER changes status to Paid you will be reimbursed by HP to your private account but only for your business related expenses 15

16 Another possibility is that you mark your personal expenses on the invoice that you will send to Operations with your ER and on the report include only your Business Expenses. 16

17 System Overview Module User Interface EEM Web Page The EER-EEM Home Page contains useful information and online help tools covering all aspects of employee expense reimbursement. You will find Global Contacts for support, Procedures, Frequently Asked Questions, Bank Detail Checking Tool, VAT Requirements, and the Amex Corner where various presentations on American Express topics are available. Also, a link to the Web-based Training is available. We encourage you to familiarize yourself with the contents of this website as it contains information that will answer most of your questions you might have on EEM. You can login to the EEM system by using the Launch EEM button on any of the EER-EEM HUB pages. 17

18 EEM Welcome Page The Home screen, also called the Welcome screen, is the first screen you will see as you log in to EEM. EEM was developed using web-based technology and the user interface aligns with HP standards as well as the general intranet look and feel. On each screen you have access to the: Application menu bar this is where you will have access to all EEM functions The Training Site and Help link - will provide you with information or instruction if you have a question regarding the system functionality you are logged on as ; this is information about the user name. In this example you are logged in as Sarah Traveller. Expense Summary Status If you have any transactions or expense reports open which require action by you, you will be able to access by clicking on the link here. Address - displays the address where to send your Expense Report with receipts. Message Board You will find information specific to your entity, country or for all of HP, will be posted here. A link to the EER EEM Home webpage where you can find information such as Frequently Asked Questions, procedures, special presentations on VAT, Bank Detail Checking Tool, American Express topics as well as links to other sites such as the Travel Policy and American Express. 18

19 2.2 Application Menu EEM Application Menu bar Above the welcome message you can see the application menu bar. Your application menu bar options depend on the authorization you have within the system. By selecting each tab, the menu options will be presented: Home - you will be transferred to the Home screen. Expenses & Reports - includes the functions that you use frequently such as Create and Submit a Report, Create Expenses, List/Edit Reports, List and Edit Expenses and Document Center. Approvals - this tab will be active only if you are responsible for approving expense reports. The tab will allow you to approve, reject or reassign expense reports, search for past expense reports or delegate approval when you are out of the office. Favorites/Designees - provides the ability to create lists of favorites and also to designate another employee to work on your behalf. These are very convenient features. Profile - holds your personal information such as your name, cost location and your country policy. When you log to EEM for the first time it is very important to click this link and check to ensure your personal data is correct. Logout - is for when you are ready to stop using EEM. 19

20 2.3 Documents Center Documents Center screen To open the Documents Center screen choose Document Center from the Expenses and Report menu in the application menu bar. Documents Center screen Error Message If your country policy only allows paper documents, and the employee chooses the Document Center menu item, they will be sent to an error page indicating that this function is not available. "Digital Receipts functionality is not available for your expense policy" should be displayed. The Documents Center screen has the following functions: - a list of documents that have been uploaded or ed to EEM, and are not yet attached - upload new documents - search the existing documents - edit or view the documents The screen will default to upload mode and will display documents previously uploaded, and/or those attached to expense items still to be submitted. 20

21 2.3.1 Uploading Documents To upload documents to EEM, choose the radio buttons next to the action you wish to perform in the Upload Document section; Upload One is the default and allows a single document to be uploaded, and allows the employee to provide a description and a document type. Upload Multiple allows the selection of multiple documents for upload. Search allows for searching the documents already uploaded in the system. Documents Center screen Upload Documents To upload a single file check the radio button next to Upload one, click the Browse button, navigate to the file you need and click on it. Add a Description and click Upload New Document. The Description field is optional; however, it is useful information to input. 21

22 Documents Center screen Upload multiple To upload multiple files check the radio button next to Upload multiple. To select files to upload into EEM, first click the Browse button. Documents Center screen Choose files The upload function s file browser screen is based on your personal Windows settings. Use the standard Windows options (i.e. control key, shift key, dragging mouse, etc ) to select multiple files. The Description field is not available in the Upload multiple files option. Click Upload New document. 22

23 Documents Center screen Documents List The uploaded document(s) will appear in the section Documents List below. Clicking the Reset button clears the fields from the data you entered without saving or uploading the data. The maximum allowed file size is 2.5 MB. The recommended image file size is 600 x 800 pixels. 23

24 ing Documents to EEM ing Documents to EEM You can send your Digital Documents by to the following address: EEM Digital Upload You can then log into EEM and view the receipts and attach them to expense items or reports. EEM only accepts incoming s from an employees HP account. The incoming s are expected to have receipt, invoice and or supporting document image(s) attached to the . The subject line of the will be used as the description of the received document, so please be thoughtful with the subject wording. If there are more than one document attached to an , the description will include the file name of the document appended to the subject line text. If receipt image data is embedded within the body, e.g. in HTML format, it will then be detached and saved separately. EEM will send the employee an to indicate the results of a successful file upload and/or a failed file upload. The following document formats are accepted: *.pdf, *.jpg, *.jpeg, *.doc, *.docx, *.xls, *.xlsx, *.gif, *.bmp, *.txt, *.rtf, and *.msg. The maximum allowed file size is 2.5 MB. The recommended image file size is 600 x 800 pixels. 24

25 2.3.3 Listing Documents Documents Center screen Listing Documents The Documents List section in the Document Center will display the available uploaded or ed documents. PDF, and other document types that are not images, will be displayed as icons representing the type of document. For image formats, you will see a thumbnail of the actual image. 25

26 Documents Center screen Document Details Clicking on the icon or the thumbnail will open the document for viewing in a separate window. Word and Excel documents will be opened in their respective application in view only mode. The default view is a list of all open documents. If a search is performed, the search results will be displayed. The Documents List displays the following information: Document, Document ID, Description, File Name, Upload Date, Document Status, Expense Report Number and Actions column. You can perform the following actions for the existing documents listed: Edit/View if the document is unattached to an expense or report the Edit option will be available, otherwise the View option will available Delete allows you to delete the document (only unattached documents can be deleted) Print allows you to print the document Document History to view the Document event history 26

27 When the user clicks on an icon/image in the Document column, that document is shown in a new window for the user to see the document in detail. The icon for the Acrobat Reader file was clicked and the document displayed in a new window. Images (pictures) on some screens will be shown as thumbnails (reduced size of image), on other screens where the information on the image is needed for the activity, the pictures will be displayed in a larger form. It will be displayed in its normal size but within a window that will allow scrolling. The magnifying glass icon will show the full image in a popup window. Images may be oriented improperly so a rotate icon is available to rotate the image, if needed. Each click of the icon will rotate the image 90 degrees. The magnifying icon will open the document in a window with more viewing space. Clicking on print will display the document in a separate window which will allow printing the document or downloading it. The recommended image file size is 600 x 800 pixels Searching Documents Searching Documents screen 27

28 Using the Search feature will allow you to search for any document that has been uploaded or ed directly to EEM. Enter the search criteria for documents and click search. Multiple criteria entered will be taken as "AND" logic between the criteria. However, multiple statuses and multiple reports cannot be selected. If no criteria are entered the Search will return the default results, which are all open documents. The Documents can be searched by the following criteria: File name, Description, Document status or by dates when the document was uploaded or ed to EEM. To search by report number, you can type a report number in the box or select a report from the selection of reports which will populate the report number field. To display the documents matching the search criteria, click Search. Search results will be displayed in the Documents List section. You may view/edit document data, print it, or display its history. Clicking Reset clears all the data from the search form. 28

29 2.3.5 Editing/Viewing Document Details View/Edit Document screen Clicking Edit/View on the Document Center screen will display a screen that shows the document details. Users will be able to edit the details of documents with a status of Unattached. In Edit mode, you may update the description. You may also view the document details and expense item details that the document is attached to. To save your changes, click Update Document Details. To go back to the Document list click Return. Documents that are attached to an Expense Report or to an Expense are in an Attached status and only a View mode is allowed. In View mode no modifications are possible. If a document is attached to an expense item the screen section below the "Document attached to the following expenses" will show the expense details. However, if the document is attached at the report header level this screen section above will be empty. If the document is an image format, rotation of the image is available using the rotation button. To see a full image of the document, use the magnifying glass. Images may be oriented improperly so a rotate icon is available to rotate the image. Each click of the Icon will rotate the image 90 degrees Document History 29

30 Document List Document History Clicking Document History opens a screen that shows the history of the document. The document history displays the log of what activities have happened to the document. If a document is deleted from EEM, the details in the log will also be deleted along with the document. 30

31 Document History screen On the Document History screen you will see the list of events for the document. This history log will show statuses as follows: Uploaded - records who uploaded the document and when it was uploaded. Unattached - the default status which means the document is uploaded and can be attached to an item and subsequently a report. Attached - the document is attached to an item. To prevent a digital document from being assigned to multiple reports, it cannot be reassigned once it attached to a report unless the reassignment is within the same report. A digital document cannot be assigned to items on more than one expense report. Replaced indicates the employee uploaded a new document for a document that was rejected. The rejected document cannot be detached from the expense item unless the expense item is in a Complete status (report can be edited by the employee). Sent Read only, this status shows that the document is not available to be attached or detached from an item. It is on a report that is in progress. Rejected - If operations rejected a document. An employee cannot detach or edit the originally attached document. The document cannot be detached from an item unless the item is in a Complete status (report can be edited by the employee). Detached indicates that an item(s) was detached and who detached it and when it was done. 31

32 2.3.7 Aged Documents Auto Removal Any digital documents uploaded or ed into EEM, or expenses that have been created but not submitted within a specified time period, will be automatically removed from EEM after a predetermined amount of time and notifications will be sent if no action is taken. You will receive notices from the system when you have aged items in EEM and if they are not submitted by a certain date, they will be removed. One for all aged items is sent to the employee until all aged items have been handled as necessary. The system will remove all unsubmitted digital documents, cash expenses or expense reports. Reports in an Open or Rejected status will be deleted when the last subsequent reminder is sent for the Open or Rejected reports reminder is sent. When reports are deleted, the expense item and documents attached will be detached and placed back in to the list of documents and expenses. AMEX expenses will not be deleted, however, they will be sent back to the list of expense items in the employee s account. If you receive a notification, please go to the List/Edit Expenses screen to check the expenses, expense reports, or digital documents listed in the notification. If the digital documents uploaded to EEM are valid and have business justification, please create or edit the expenses and/or expense reports, so that you can attach the digital documents and submit them as soon as possible. Otherwise please delete them from the system. If you do not take any actions, the objects listed in the notifications will be automatically deleted after the time stated in the . 32

33 2.4 Profile EEM Profile screen Once you have been notified that you have access to EEM, you should login and go to the Profile tab from the application menu bar. Your personal information required to process your expense reports correctly, is stored under the Profile tab. It is important for you to review and validate all the information in order to ensure accurate payments. Please note fields that contain gray text cannot be modified. If any grayed out information in your profile is incorrect please contact the Customer Response Center. The Customer Response Center (CRC) contact information is located at the bottom of all pages under the Support link. The first section is Employee Details, where the following information is displayed: Legal Name - this should be the same name as shown on your bank account Cost Location - this is downloaded from GHRMS. If this is not correct please contact HR Policy - your profile is mapped to your country policy that contains your specific expense reimbursement rules Language - Language defaults to English. Due to legal requirements some countries have the ability to choose an alternative language for categories and long 33

34 descriptions. Latin America countries can choose to view the application in Spanish or English. Employee Configurations - you have the option to turn off the Payment Notification if you would like. The is system generated and you are not required to reply to the . It states that EEM has processed your expense report(s) for payment and that your payment should occur within the next few business days. As a manager you may also see a checkbox where you will have the possibility to turn off the active approval s. This feature will only be available if Approval Central is activated in EEM for your policy. If this box is unchecked there will be no active approval sent to you from EEM and you will only receive notifications from Approval Central. The EEM Business Team recommends that you keep these notifications active. Credit Card(s) - if your country has the American Express load functionality enabled in EEM, and if you have an American Express Corporate T&E (Amex) Card before the EEM rollout, the credit card number is displayed. In our example the number is not displayed to protect the data. It is very important to check that the number is correct; otherwise your charges will not be downloaded. If the number is wrong or if it does not appear in EEM within 3 days from the activation date, please contact the Customer Response Center. If you have applied for the Amex card recently, or you plan to apply for one, the credit card number will update in your profile a few days from the first time the card is used. Manager Information - your direct manager s name will be displayed. There is also an optional field to add the Next Level Authorization if needed. The next level authorizer is the name of your second level manager. Per WWAS, your direct manager may approve expense reports up to $5K equivalent regardless of their authorization limit. If your report is above $5K equivalent, please add an approver with the appropriate authorization limit in order to minimized delays in your reimbursement. Active Bank - contains details of your bank account to which HP will reimburse your out-of-pocket expenses. If you do not see the Active Bank section in your Profile, this means that your policy does not allow employees to maintain their own bank account in EEM, and all payments will be made to your payroll bank account. If the Banks button is displayed to the right of the bank name, you can modify your bank details. When you log in for the first time it is very important to activate, and then maintain your bank details to ensure accurate payments of your travel expenses. Click the Banks button and you will be transferred to the Bank Setup screen where you can add new bank information, if necessary. You can only have one active bank at a time. In the Bank Setup screen, your bank details may already have been loaded into the system and be displayed. In this case you will only need to activate your account. The account is active when you are able to see a marked radio button in the Active Bank column. In our example even though the bank data was uploaded to the system the account has not been activated. 34

35 Bank Setup screen If your bank account is not active you will need to click the radio button and you will see the following notice: Bank Setup notice Bank Setup confirmation After clicking OK you will be transferred back to the Profile screen where you will see that your activated account data has been transferred to the Active Bank section. It is very important to click the Save button to complete your bank activation. 35

36 Profile screen Active Bank section If you do not see any bank details in your Bank Setup screen, or you would like to add another account you will need to proceed as follows. First click the Banks button in the Active bank section of the screen and you will be transferred to the Bank Setup screen. Bank Setup screen Add New Bank From the drop down menu select (1.) the country where your bank is located and press the (2.) Add New Bank button. Notice that the drop down country list will not be available for all entities and in such case you will need to click the (2.) Add New Bank button. 36

37 Bank Setup screen Your Bank Setup screen will display all the fields that you will need to complete. In our example it is Bank Name, Account Number, Swift Code and a pre-populated Bank Country. You will also need to provide the Beneficiary Name and the Beneficiary City. Those fields may differ depending on the Bank Country. Please refer to the Bank Detail Checking Tool on the ER-EEM webpage for your country bank requirements and the correct format for the bank details. After completing all required details click Save to proceed. Bank Setup screen Your saved bank data will need to be activated. Click the Active Bank radio button. Click Save on the following Profile screen. All reports approved from the date of your change will be paid to the new selected account. 37

38 Click Save on the following Profile screen. All reports approved from the date of your change will be paid to the new selected account. 38

39 Creating & Submitting a Report Module Expenses & Reports Menu Expenses & Reports drop down menu In the Expenses & Reports drop down menu you have the following links: - Create & Submit a Report The Create & Submit a Report option should be used when you want to create a NEW expense report from start to finish. You have the ability to create cash expenses, attach Digital Documents (Receipts and Supporting Documents), allocate expenses, and attach them to an Expense Report all in one place. - Create Expenses There are two ways to create cash expenses. You can create cash expenses at the time of report creation, or you can create cash expenses as you incur them by using this menu option and assign them to a report at a later time. Either way is fine; however, please remember you only have seven business days after returning from your business trip to submit all your expenses. - List/Edit Reports All reports that have been created are listed here. It includes open, submitted, rejected, and paid reports. If a report has been created but not yet 39

40 submitted, it may be deleted. You may also access previously created and submitted reports, which is very helpful to view report history or the status of a report. - List/Edit Expenses Here you can find cash expenses. You can search for expenses in many ways, for example, by paid items, attached items, complete items and by specific time ranges. This feature is helpful if you need to reconcile your expenses. - Document Center - This screen allows you to upload digital document(s) or to view, edit or search a list of digital documents already uploaded or ed to EEM. 40

41 3.2 Creating a Report Name and Business Purpose Create and Submit Report screen To begin creating your report click Expenses & Reports from the application menu bar and choose Create and Submit Report. (1.) Report Name - name your report, we suggest a naming convention that makes sense to you, so you can find your reports in the future. (2.) Expense Report Number - this number is automatically assigned once you create your expense report. (3.) Business Purpose - you will also need to provide the purpose of this report. (4.) First Approver - your approver s name is pre-populated from the enterprise directory. (5.) Second Approver is optional. You need to complete this field if you would like another person to be notified and approve your report. You have now completed all the header information for your expense report. There is an option to (6.) Attach Documents to an Expense Report. It should only be used when you have digital documents that apply to the entire Expense Report This option is described more in section Attaching Documents to Expense Report The general procedure is to attach Digital Documents to Expense Items whenever possible. First you need to create expense items. To create new expenses click the (7.) Create New Cash Expense Item(s) button. You can add all cash expenses as you complete your report using this functionality or you can create your cash expenses from the Application Menu Bar by clicking the link (8.) Create Expenses. 41

42 3.3 Creating Cash Expenses Creating Cash Expenses (Educational Degree Assistance) To create an expense click the Create New Cash Expense Item(s) button from the Create and Submit Report screen, or choose Create Expenses from the Expenses & Reports application menu bar. Create Expense screen Books/Manuals/Subscriptions category Depending on the expense category chosen, EEM displays the required data fields particular to the category and country. This example presents Educational Degree Assistance category. In the (1.) Date Field, the date defaults to today s date, however, the date can be changed by clicking the calendar icon and choosing the correct expense date, or you may enter the date using the valid date format. Please note the date must be in the past. Next select the (2.) Category. EEM has pre-defined expense categories. The choice of required fields, treatment conditions and VAT deductibility may differ from category to category and from country to country. This depends on the local law and requirements of the controllership. Using the drop down menu, select the category that best describes the expense you have incurred. Once you have selected a category, a description of that category will appear above. Please review this description to ensure you have chosen the correct category. The (3.) Expense Country is pre-populated to reflect your country of residence. If your expense was incurred in another country, use the drop down menu to choose the appropriate expense country. Next enter the (4.) Amount of the expense. Note the (5.) coin icon displayed after the amount; this indicates that the expense was paid for with cash or other personal means. 42

43 The (6.) Currency is another field that is pre-populated using the currency of the chosen expense country. Although rare, should you have paid with a currency other than the local country currency you may change to the currency used. The (7.) Exchange Rate is pre-populated, and this automatically calculates the (8.) Payment Amount. The rate may be modified to the exchange rate you received at the time you converted your money. Enter your (12.) Comment (optional or mandatory) Check the box for (9.) Receipt Provided and (10.) Supporting Documents provided to indicate that you have the original receipts/invoices and supporting documents required. In the countries where Digital Receipts are allowed, additional information will be displayed by Receipt Provided and Supporting Documents provided check boxes, stating in what format receipts are required or allowed. The following options will be displayed: Digital preferred, paper accepted here you may provide Digital Receipts. Upload your receipt/supporting document or them to EEM and then attach them to the expense. Paper required only original paper receipts/invoices are accepted. They should be sent by mail, together with the printed Expense Report, to the location indicated on your EEM Welcome page. Digital Required only Digital Receipts are allowed You will need to provide receipts/supporting documents, together with the completed Expense Report, in the required format. If you do not have the original receipts, the check boxes should be unmarked. In this case you will need to provide further justification and your report will require additional validation from your manager and operations team. Please note the Check Boxes may differ depending on the category you select. If VAT for this category is deductible in your country you will also see two radio buttons with a question next to them (10.) Is your receipt made out to HP? Where applicable, you will also need to select the TAX Rate from the drop down menu. If you check that you have a receipt, mark the radio button as yes and select the appropriate amount of the tax from the drop down menu, (11.) TAX amount will automatically calculate for you. To attach Digital Documents to the expense click the Attach Documents button. 43

44 Attaching Digital Documents to a Cash Expense Please note this option is country specific and may not be available in your country due to legal requirements. Attaching Documents screen Upload file In the Attach Documents to Item screen, you may upload a new document or you see the currently available documents listed here. To upload a new digital document, click Browse in the Documents section. Using the standard Windows option, browse and choose the file to upload. Provide a description in the Description field, and click Upload File. 44

45 Attaching Documents screen The uploaded document will appear in the section, Attach Documents To Item Expense Item. Click Finish to keep the changes and go back to the Create/Edit Expense screen. Clicking Cancel returns you to the previous screen without saving your changes. 45

46 Attaching Documents screen Show available documents To attach documents that have already been uploaded or ed to EEM, choose one of the view options to display uploaded/ ed digital documents. In the Show available documents section: select o o o List displays a list of uploaded or ed documents available for attachment. Images displays images of the documents, 3 images in a row. You can expand or rotate them and select for attachment. Hide documents hide the documents. You may save your view as default by checking the box next to Save as default. The magnifying glass icon will open a window to view the document in a larger form. The circular arrows icon will rotate the image. 46

47 Attaching Documents screen To attach digital receipts to the expense, mark the check box next to the selected document and click Update. You may check one or more documents to attach, or select all if it is appropriate by clicking on the check box in the header. 47

48 Attaching Documents screen The document will appear in the Expense Item section on the left. Documents attached to an expense item can be viewed or detached from the Actions column. To detach a document click the Detach link next to the selected document and then click Update. Click Finish to keep the changes and go back to the Create/Edit Expense screen. Clicking Cancel returns you to the previous screen without saving your changes. 48

49 Attaching Documents screen You will see the documents attached to this expense in Documents attached section. To view the document attached to the expense, click View in the Actions column. To detach the document from the expense click Detach in the Actions column. Click the Save button to save your expense. After saving the expense, you may enter another expense if desired, or you may click the Return button to go back to the previous screen. To leave the screen without saving any changes click Delete. 49

50 3.3.2 Creating Cash Expenses (Mileage) To create an expense click Create New Cash Expense Item(s) from the Create and Submit Report screen or chose Create Expenses from the Expenses & Reports application menu bar. Create Expense screen Mileage category Depending on the expense category chosen, EEM displays the required data fields relevant to the category and country. This example presents the Mileage category. The Mileage category is used when you use your personal car for business purposes. In this example we are using Austria, but the required elements may differ depending on your country policy. Mark check box for Receipt Provided box and Supporting Documents provided to indicate that you have the original receipts/invoices required. Additional information will be displayed by Receipt Provided and Supporting Documents provided check boxes, stating in what format the documents are required or allowed. On the first screen enter Comments, and click Continue to proceed. 50

51 Mileage Details screen On the Mileage Details screen enter the required information in the displayed fields. In this example you will fill in the Number of Kilometers, From Location, To Location, Vehicle Type and Number of Passengers. After entering all your information click Calculate. EEM will calculate and display your Mileage Payment Amount. 51

52 Mileage Details screen Mileage Payment Amount section Click Confirm & Save to save your mileage payment amount. Once you do so, the system will generate the Create Expense window where you can enter another cash expense Creating Cash Expenses (Tips/Exchange Rate adjustment) 52 To create an expense click Create New Cash Expense Item(s) from the Create and Submit Report screen or chose Create Expenses from the Expenses & Reports application menu bar.

53 Create Expense screen Tips category Depending on the expense category chosen, EEM displays the required data fields relevant to the category and country. This example presents the Tips category and exchange rate adjustment. Select the (1.) Expense Country in which the expense was incurred. The system defaults to the official currency of the country which is most likely what you used, in this case the Czech Koruna. However, you can select another currency if you paid with something other than the official country currency. EEM automatically converts the amount into your (2.) Local Currency, and will display the (3.) Rate used to calculate the expense amount. If the exchange rate displayed does not match the rate you received when you incurred this expense, you may override or adjust it within a predefined limit. If you exceed the limit you will be notified by the system. Click the Attach Documents Button to attach digital documents. Once you have created your Cash Expense and reviewed the data click (5.) Save and you will be directed to a new Create Expense screen. Clicking the (6.) Return button will take you back to the previous screen Creating Cash Expenses (Meals) To create an expense click Create New Cash Expense Item(s) from the Create and Submit Report screen or chose Create Expenses from the Expenses & Reports application menu bar. 53

54 Edit Expense screen Attach Documents 54 Depending on the expense category chosen, EEM displays the required data fields relevant to the category and country. This example presents the Meals category. Notice the long description will appear above the category name. You can complete the reason for the event in the Comments field, which is mandatory in this example. Check the box for Receipt Provided and Supporting Documents provided to indicate that you have the original receipts/invoices and supporting documents required. In the countries where Digital Receipts are allowed, additional information will be displayed by Receipt Provided and Supporting Documents provided check boxes, stating in what format receipts are required or allowed. The following options will be displayed: Digital preferred, paper accepted here you may provide Digital Receipts. Upload your receipt/supporting document or it them to EEM and then attach them to the expense. Paper required only original paper receipts/invoices are accepted. They should be sent by mail together with the printed Expense Report to the location indicated on your EEM Welcome page. Digital Required only Digital Receipts are allowed To attach Digital Receipts click the Attach Documents button. You will need to provide receipts/supporting documents, together with the completed Expense Report, in the required format. If you do not have the original receipts, the check boxes should be unmarked. In this case you will need to provide further justification and your report will require additional validation from your manager and operations team. Please note the Check Boxes may differ depending on the category you select.

55 Attaching Digital Receipts to a Cash Expense Please note this option is country specific and may not be available in your country due to legal requirements. 55

56 Attaching Documents screen In the Attach Documents to Item screen, you may upload a new document or you may see the currently available documents listed here.to upload a new digital document, click Browse in the Documents section. Using the standard Windows option, browse and choose the file to upload. Provide a description in the Description field and click Upload File. 56

57 Attaching Documents screen The uploaded document will appear in the Expense Item section on the left. Documents attached to an expense item can be viewed or detached from the Actions column. To detach a document click the Detach link next to the selected document and then click Update. Click Finish to keep the changes and go back to the Create/Edit Expense screen. Clicking Cancel returns you to the previous screen without saving your changes. 57

58 Attaching Documents screen To attach documents that have already been uploaded or ed to EEM, choose one of the view options to display uploaded/ ed digital documents. In the Documents section choose the view option to display uploaded/ ed digital documents. In the Show available documents section: select o o o List displays a list of uploaded or ed documents available for attachment. Images displays images of the documents. You can expand or rotate them, and select for attachment. Hide documents hide the listed documents. You may save your view as default by checking the box next to Save as default. The magnifying glass icon will open a window to view the document in a larger form. The circular arrows icon will rotate the image. To attach digital receipts to the expense, mark the check box next to the selected document and click Update. You may check one or more documents to attach, or select all if it is appropriate by clicking on the check box in the header. The document will appear in the Expense Item section on the left. Documents attached to an expense item can be viewed or detached from the Actions column. To detach a document click the Detach link next to the selected document and then click Update. Click Finish to keep the changes and go back to the Create/Edit Expense screen. Clicking Cancel returns you to the previous screen without saving your changes. 58

59 Edit Expense screen - Attachments You will see the document attached to this expense in Documents attached section. To view the document attached to the expense, click View in the Actions column. To detach the document from the expense click Detach in the Actions column. 59

60 Adding Attendees to an Expense Edit Expense screen Edit Attendees For Meals category group, you will usually need to add the attendees by clicking the Edit Attendees button. Here you will be able to create or change the attendees of the meal. Attendee Update screen Add New Attendee To add an attendee, click the Add New Attendee button. 60

61 New Attendee window A secondary screen will appear where you will provide your Attendee Type, First Name, Last Name, Organization or Company and if you selected Customer in the Attendee Type field you will also be asked to fill in the Customer Title and Type of Business. You will also have an option to save the created attendee to your Favorites. By check marking as a favorite you will be able to select him/her from your Favorite s list at another time. Next, click the Add button. 61

62 Attendee Update screen Attendee List Notice that your attendee has been added to the list of Attendees and to your favorites. Favorites can also be added from the application menu bar by clicking Favorites/Designees, and then Manage Attendees. You may also remove recently added attendees by clicking (1.) Cancel Changes, or by clicking (2.) Remove next to a particular attendee. Click (3.) Finish to save your changes and you will then be directed to the screen displaying your expense details. 62

63 Edit Expense screen - Save Your added attendee was moved to the box called Attendees. To ensure the system saves your changes, click the Save button. 63

64 Attendees Favorites List Search A new enhancement was implemented that sorts the Favorites list alphabetically by default. Moreover, the new functionality allows you to search your favorite attendees list, while creating an expense that requires you list attendees. In the Edit Attendees window you can now sort the attendees saved as favorites by Attendee Type, First Name, Last Name, Organization or Company, Customer Title, Type of Business, using ascending or descending order. You may also select/de-select all entries on the Favorite list by checking a box in the list header. The functionality works with Meals categories where you are required to provide a list of attendees. Please note the attendees list for meals categories is country specific and may not be required for your country. Create Expense screen In the Create Expense window choose a Meals category and enter the required information. To edit Attendees list click Edit Attendees button. 64

65 Attendee Update screen To sort the Attendees Favorites List click the header item of which you would like to sort the items. You can sort the Attendee List by Attendee Type, First Name, Last Name, Organization or Company, Customer Title, or Type of Business. The Attendees Favorites List will be sorted in ascending order; however, if you click it for a second time, they will be sorted in descending order. Attendee Update screen In the example above the Favorites List is sorted by the Organization or Company in descending order. 65

66 Attendee Update screen Select the desired Attendees from the Favorites List by checking the box in the first column next to the Attendee and click Add Favorites. Please note that you can also select/de-select all the Attendees in the Favorites List by checking the box in the list header. Attendee Update screen The selected attendees will appear in the Attendee List and they will be added to the Meals expense. If you need to add a new Attendee that is not in the Favorites List click Add New Attendee. After you have added all the Attendees for this expense, click the Finish button. 66

67 Attendee Update screen New Attendee Please note, when you add a new Attendee you can save this Attendee in your Favorites List by checking the box Save as Favorite. Click Add to add the new Attendee to the expense. Create Expense screen After you have created the expense save it and add it to an Expense Report. Submit the Expense Report and print a bar coded copy of the Expense Report. Send the printed Expense Report together with the receipts to the mail address provided on the EEM welcome page. 67

68 3.3.5 Creating Cash Expenses (Split - Lodging) To create an expense click Create New Cash Expense Item(s) from the Create and Submit Report screen or chose Create Expenses from the Expenses & Reports application menu bar. Edit Expense screen Split Category Depending on the expense category chosen, EEM displays the required data fields relevant to the category and country. This example presents the Split Expense category for your hotel bill. Your hotel bill can include expenses for lodging as well as charges for meals, telephone, and expenses not reimbursable such as in room movies. You can enter your reimbursable hotel expenses by selecting the individual expense categories. For example, you will select the Lodging category for expenses related to room costs and taxes. For a meal charged to your room, you would select a Meal category. If you have any personal items you will not include this on your report as you will not be reimbursed. For audit tracking purposes personal items should be marked as such and the hotel receipt total adjusted to reflect the final reimbursable amount. However, you may want to use the Split Expense function for itemizing your hotel bill. Some expenses may have different tax treatments and it s very important to split them correctly. On the Create Expense screen select Split Expense using the drop down menu in the categories box. Complete the Amount, the Mandatory Comments field, in this example, and click Continue. 68

69 Edit Expense screen Split Category Details List You will see the screen in which your split items will be listed. You may split your bill in any order. Depending on your country you may have one or more lodging categories to select from. Your hotel portfolio may reflect the TAX which was paid, please refer to the bill for this information before making your category selection. In this example select the (1.) Category Lodging (Hotel) Room/Tax. Next enter the total (2.) Amount for room and tax while at the hotel. Check the box for (3.) Receipt Provided and Supporting Documents provided to indicate that you have the original receipts/invoices and supporting documents required. Additional information will be displayed by the Receipt Provided and Supporting Documents provided check boxes, stating which format the documents are required or allowed. If the chosen category is Tax deductible in your country, you will be asked to check yes or no to the question Is your receipt made out to HP? Select the (4.) Tax Rate from the drop down list to have the tax amount calculated for recovery. You will also be asked to fill in the (5.) Number of Nights your stay included. This information helps HP understand what we spend on hotels per night in which locations and we can possibly negotiate better rates. In this example the (6.) Comments field is optional. After filling in all the expense item details and checking all the exceptions click on (7.) Add to save this line itemization. 69

70 Edit Expense screen Split Category Details List Your first itemized expense will show in the (1.) top box of this next screen. Below (2.) in the Total remaining field you will see the remaining amount to be split. Assign the remaining amount to the (3) Personal Expense category. For example, if you watch an in-room movie that the hotel charges for it would be considered personal as opposed to a business expense. Enter the Amount and, if necessary, fill in Comments. As a last step click (4.) Add to complete this expense split. 70

71 Edit Expense screen Split Category Save Once you have reconciled the amount to zero, notice that the Save button is active and the Add button has been disabled. To attach digital documents to the expense, click Attach Documents. You cannot save a split expense that has only been partially reconciled. After you click Save the system will take you back to the Create and Submit Report screen. 71

72 3.5 Error Messages When creating your expenses you may see various warning and error messages that will have an impact on your expense report. In this unit you will learn what types of warning and error messages EEM generates, as well as what steps you should take when you see them. Error Message while creating an Expense The first group of messages you may see occurs when creating your expense, and will appear on top of the Create or Edit Expense screen. These messages can be divided in two groups: Error Message - this message is displayed when one or more of the validation rules are not met. The error message is displayed in red font on top of the Create Expense screen. In this case the total Amount of the expense is too high. If an error message is displayed, the system will not allow you to save your expense until you correct the expense or change the expense category. 72

73 Warning Message while creating an Expense Warning Message this message is displayed in yellow font on top of the screen when the amount of the expense equals or slightly exceeds the amount allowable by the policy. In this case you will be able to save your expense item, however you will need to provide further explanations in the comment field. For countries with an American Express load this error may also apply when the transaction is loaded in EEM. In such cases this expense will always load as incomplete and will require your updates before you will be able to attach them to a report. Please note that due to country specific legal requirements you may be asked to submit certain type of expenses in separate expense reports 73

74 Error Message while creating an Expense Report Another group of messages consists of error and warning messages you may see after creation of your expense report. Your report will be checked for validation rules and if any validation rules are not met, you will see an Edit Exception Item(s) button. To address the exceptions go to the Expense Items sections and check for messages displayed next to the items that require your action. Click Edit Exception Item(s) to continue editing your error messages. Error message is displayed when one or more of the validation rules are not met. The error message is displayed in red font next to an icon with a white cross on a red square. In this case the total Amount of the expense report is too high. If an error message is displayed, the system will not allow submitting the expense report without editing the report to meet all validation rules. 74

75 Error Message while creating an Expense Report Editing Exceptions On the edit expense screen, validate your exceptions and click the save button. In this example you need to change the Amount and provide Comments. 75

76 Corrective Action Message while creating an Expense Report Once you have edited your exception items, a corrective action message is displayed in black font with an icon of a checkmark on a green square. Here you will see your comments you have entered to explain the error messages or the corrective actions that still need to be taken to resolve the issue. In this example the employee entered the wrong expense amount and it has been corrected. In the Edit Expense Report you will also find the following three buttons located at the bottom of the page: Update Report after you made the necessary corrections click the Update Report button to go to the Validate Report screen. Calculate - You can click the Calculate button to display the total amount of the expense report and subtotals for cash expenses, Amex expenses and personal expenses already included in the expense report before creating the expense report. Delete - If you want to delete this expense report, click the Delete button. Please note that all the expenses attached to it will not be deleted. They will be in Unattached status and can be included in a new expense report. The system does not allow for payment of your report if there are any validation issues not resolved. Either you will not be allowed to submit the report, or your report will be automatically rejected after submission. If at any point your exceptions are not validated and your report is rejected, you will be able to edit exception items by clicking Edit Exception Item(s) button. You can also edit expense items that are not resolved by clicking the item and editing it. 76

77 3.6 Creating Expense Report Creating an Expense Report Once your expenses have been created, you can assign them to a report. If you have not yet created your report, click Expenses and Reports from the application menu bar and select Create and Submit a Report. Create Expense Report Create Report You will create your expense report by selecting expenses you want to include on your report, using the check marks in the left column. If you want all the expenses to be on this expense report click the box at the very top left column. Please note that due to country specific legal requirements you may be asked to submit certain type of expenses in separate expense reports. Notice the letter P in the Personal Expense column, which stands for Partial. If the entire expense had been designated as personal, the box would have been checked. The Expense Items List shows attachment and document requirements for each expense item in Receipt Required or Supporting Documents Required columns. The receipts required column is blank if receipts not required, otherwise a set of values indicate the form of document required: D - electronic form only. P - paper only. The user may provide an electronic document but it is not considered as an indication of the requirement having been met. E - electronic form is preferred but paper is acceptable. 77

78 You can Edit or View each expense by clicking the respective link by the selected expense item. You can also attach a document to the selected expense by clicking Attach Document next to it. To display documents attached to an expense item click the paper clip next to the expense item. Clicking on the icons under the paper clip column will bring up a list of all documents attached to the Expense Report. Numbers in parentheses indicate the number of documents already attached. You can click the Calculate button to display the total amount of the expense report and subtotals for cash expenses, Amex expenses and personal expenses already included in the expense report before creating the expense report. You can also attach Digital Receipts to an Expense Report, but it should be done only when you have a digital receipt with two or more charges on it that correspond to two or more expenses. The following screen will be displayed when clicking on the paper clip icon in the header section of the item list. View Expense Attachments The view link in the actions column provides the standard display of the details of the expense item. From this screen the user may print single documents or all documents. After you have added all cash expenses you want to include on your report, as well as updated all Amex downloaded transactions into a complete status, you can create an expense report. 78

79 3.6.2 Attaching Digital Receipts to an Expense Report The general rule is that one Digital Receipt should be attached to one expense item whenever possible. Attaching digital receipts to an Expense Report should be done when you have a digital receipt with two or more charges on it that correspond to two or more expenses. An example is a Business Travel Request, if applicable, that refers to all expenses in the expense report. On the expense report create/edit screen, if the digital receipts are turned on, the paper clip icon in the header of the list of items on the report will show the number of documents currently attached to the report. To attach a digital receipt to an Expense Report, click Attach Documents in the Create the Expense Report screen. Attach Documents To Report In the Attach Documents to Report screen, you may upload a new document or view the currently available documents listed. To upload a new digital document, click Browse in the Documents section. Using the standard Windows option, browse and choose the file to upload. Provide a description in the Description field and click Upload File. 79

80 Attach Documents To Report The document will appear in the Expense Report section on the left. Documents attached to an expense report can be viewed or detached from the Actions column. To attach digital receipts to an expense, check the box next to the document and click Update. The employee may check one or more documents to attach, or select all if it is appropriate by clicking on the check box in the header. To detach a document click the Detach link next to the selected document and then click Update. 80

81 Attach Documents To Report In the Documents section choose the view option to display uploaded/ ed digital documents. The documents presented will be those that have a status of Unattached. Documents will be sorted by upload date. In the Show available documents section: select o o o List displays a list of uploaded or ed documents available for attachment. Images displays images of the documents, a list of images 3 to a row. You can expand or rotate them and select for attachment. Hide documents hide the listed documents. You may save your view as the default by checking the box next to Save as default. The magnifying glass icon will open a window to view the document in a larger form. The rotating arrow will allow images to be rotated. The view link in the actions column displays the details of the expense Item. To display the expense items in this expense report click Show/Hide Expense Items. Click Finish to keep the changes and go back to the Create/Edit Expense screen. Clicking Cancel returns you to the previous screen without saving your changes. 81

82 Create Expense Report screen Click the Create Report button to save your expense report. Once you have made your selections to be included in your expense report, click Create Report. An expense report number is then automatically assigned. 82

83 3.6.3 Validating an Expense Report The report is checked for validation rules. If any validation rules are not met, you will be taken to the Edit Expense Report Screen. Edit Expense Report screen To address the exceptions go to the Expense Items sections and check for messages displayed next to the items that require your action. An error message is displayed when one or more of the validation rules are not met. The error message is displayed in red font next to an icon of a white cross on a red square. Please note that when you have an error message on a split expense you will receive a message for each line item in the split. If an error message is displayed, the system will not allow for submittal of your expense report without editing the report, to meet all validation rules, or you must take other corrective actions. The system does not allow for payment of your report if there are any unresolved validation issues. Once all exceptions are validated, click the Update button. 83

84 Validate Report screen Once you have validated your exceptions, the corrective action message is displayed in black font with an icon of a checkmark on a green box. Here you will see the comments you have entered to explain the error messages or the corrective actions that still need to be taken to resolve the issue. Before submitting your Expense Report we encourage you to validate the contents of your report and the documents attached. Here are some key areas to review: On all expense reports you will find Report Totals details in the upper right corner of the screen. These totals indicate amounts to be paid, Remit to Employee, Remit to American Express, and a Personal Expense total. Remember, any item you mark as personal will not be paid to American Express, and you will be responsible for payment when your monthly statement is received. Please ensure all expenses items you want to include are listed on the report. The receipts required column is blank if receipts are not required, otherwise a set of values indicate the form of document required: D - electronic form only. P - paper only. The user may provide an electronic document but it is not considered as an indication of the requirement having been met. E - electronic form is preferred but paper is acceptable. It is the employee s responsibility to provide genuine receipts or supporting documents. The Attachments column displays an icon if any documents were attached to the expense report. Clicking the icons will show all attachments associated with the expense report. 84

85 Validate Report screen Once you have reviewed your report you may want to edit, change cost distribution, print a draft, delete, or view the history of the report before you submit it. These options are available in the Actions to Take box at the bottom of the screen. For example, if you have a need to remove an expense, please click on the Edit button. If you click Delete to delete your report a message will be displayed asking if you want to also delete all the expenses and/or digital documents enclosed in the expense report. At this stage if you select to view the history of the report you will only find the time and date when the report was created. Once you have completed the validation of your report and you are ready to submit, you may do so by clicking the Submit button. More details on submitting your report can be found in the Submitting Expense Report module. For those that have a need to allocate your expenses to another cost location, you will do that from this screen, by clicking the Edit Cost Distribution button. Unless you allocate to another cost center, all expenses are billed to your home cost location each time you submit an expense report. More details on Edit Cost Distribution can be found in the Cost Distribution module. 85

86 3.7 Cost Distribution In EEM 4.03, a new enhancement was introduced that changes the Cost Distribution allocation screens. After you click the Edit Cost Distribution button on the Validate Report Screen you can allocate your expenses to another Cost Location or a WBS Code. You can only allocate the selected expenses by either a Cost Location or by a WBS Code. You cannot allocate the same expense using both the Cost Location and a WBS Code at the same time. By default, all expenses will automatically be charged to your home cost location. Please only cross charge if you need a cost location other than your own to absorb the expenses. Cost Distribution screen Allocate by Cost Locations To allocate by Cost Location, select the expenses you want to cross charge, and click Allocate by Cost Locations. 86

87 Cost Distribution screen - Allocate by Cost Locations Details If you have set up favorite cost locations you can use the drop down menu, otherwise enter the cost location you want to cross charge. To set up favorite cost locations click Favorites/Designees on the application menu bar and select Manage Cost Location. To enter your cost location, you must know the complete 16-digit (1.) Cost location string. Please contact the project manager for this information. You can add the newly entered Cost Location to your favorites by checking (2.) the box on the right and completing the (3.) Location Description. Enter the (4.) Percent or the (5.) Amount to be cross-charged. You must enter the name of the manager for the cost location you are charging the expense to in the Contact Name field. To add a Contact Name, click the (6.) binocular button. The person listed in the contact name field will receive an for approval. The cost location entered will be validated for accuracy. The allocation percentage cannot be greater than 100. EEM allows you to allocate all or a portion of an expense. For example, if you allocate 50% for cross charge, then the other 50% will go to your home cost location or, you may enter an additional line and charge to another cost location. Intercompany billing (cross charge between different cost locations) is allowed only if the allocated amount is higher than $1,000 USD. Once you have completed allocating your expenses click (7.) Add/Update. 87

88 Cost Distribution screen - Validate The Cost Allocation will be visible on top of the screen. To update the cost allocation, highlight the cost allocation line at the top, enter new data in the entry fields and click Add/Update. Click Finish to save and return to the Cost Distribution screen with all the expenses for this expenses report. 88

89 Cost Distribution screen Allocate by WBS Code After the cost allocation has been completed you can see the cost allocations in the summary screen. You can continue to allocate other expenses by either a Cost Location or by a WBS Code or click Return to return to the Expense Report screen. To allocate expenses by a WBS Codes, select the expenses you want to cross charge and click Allocate by WBS. 89

90 Cost Distribution screen Allocate by WBS Code Details If you have a list of favorite WBS codes you may select one from the drop down menu. Otherwise, select a WBS code by clicking (1.) the binocular button. Type in the WBS code, or a part of it, in the Search Criteria field for faster search and click Go. Find the desired WBS Code on the list and click it. You can add the newly entered WBS Code to your favorites by checking (2.) the box on the right. For WBS Codes allocation, a WBS Contact name will be populated automatically after selecting a WBS Code, and the person listed in the contact name field will receive an e- mail for approval. Provide (3.) Comments (optional), enter the (4.) Percentage or the (5.) Amount to be cross-charged and click (6.) Add/Update. Click (7.) Finish to return to the summary screen. 90

91 Cost Distribution screen After all the cost allocation has been completed you can validate them on the summary screen. Please note that the expenses cross charged by WBS Code, the Cost Location column will show your home Cost Location. To return to the Expense Report screen click Return. 91

92 To edit or delete a cost allocation, click Edit Cost Distribution on the Create/Validate Expense Report screen. Click the box next to the expense item for which you want to delete cost allocation. If the expense has Cost Location allocation click Allocate by Cost Locations, if the expense has WBS Codes allocation click Allocate by WBS. Cost Distribution screen Edit/Delete Cost Locations Details Click the Edit link next to the allocation line at the top of the screen. You can now change the Cost Location, Contact Name, Percentage or Amount. After you click Add/Update the new data will appear at the top of the page. To delete a cost allocation click the Edit link next to the selected cost allocation line and click Delete. Repeat for all allocation lines you wish to delete. Click Finish to save your changes. 92

93 3.8 Submitting an Expense Report Validate Report screen Print Draft In previous modules we created and edited your expenses, created an expense report and cross-charged some of the expenses. In this module we are ready to submit the expense report. Before submitting the report you may wish to print a draft using the Print Draft button, and review it to verify that all expenses are included and accurate. 93

94 Validate Report screen Submit It is the employee s responsibility to provide genuine receipts or supporting documents. To view all attached documents in an Expense Report click the paper clip icon in the Expense Items Header. Next to this icon will be the number of documents attached to the report. It will show 0 if there are no attachments, otherwise it will show the sum of the documents attached to the report header, and those that are attached to expense items. Once you have reviewed your report, click Submit under Actions to take. Your report will now be submitted to Operations, and your manager will receive an with a copy of your report for approval. When submitting an expense report the user will be informed if the expense report needs to be printed and sent together with the paper receipts attached to the processing center. If your country policy allows digital receipts/documents, and if you attached them, EEM will flag that the receipts were received for this report. 94

95 Validate Report screen Submit Otherwise you need to Print Report (bar coded) and prepare to send it, along with the paper receipts, to Operations for processing. Attach the required receipts to the bar-coded report, and insert in the proper expense report envelope. Make sure the bar code is visible through the window on the envelope. This will allow Operations to scan your report as soon as they receive it, and it will be matched with the expense report already in the database. Please submit only one expense report with attached receipts per envelope. If several reports are bundled together in one envelope, only the first visible report will be scanned. You will receive an reminder if your hardcopy report does not arrive on time, or if any of the required receipts are missing. When you are ready to leave the EEM System please click Logout using the application menu bar. 95

96 Searching for Expense and Report Information Module Expense Summary Link to Expense Summary Status After you log into EEM, the system displays the Employee Expense Management Home Page. Click the here link to view the expense items that require your attention. If there are no open items, the message You do not have any open items will be displayed. 96

97 Expense Status Summary screen The Expense Status Summary screen provides a snapshot of outstanding Expense items or Reports that require action to be taken. In this example, you can see the Expense Status for Sarah Traveller in the top section of the screen. Sarah can also see the status for Gregory Manager (2.) in the bottom section because she has been authorized to work on his behalf. The (1.) Your Expense Status table displays the Status description and Count of items needing action. The Action column contains a List link which allows you to navigate to the selected item. The (3.) List link in the Action column is only shown for expense items and reports that belong to the person logged in. In this example, the List links are provided for Sarah Traveller, but not for the Expense Status table of the designator, Gregory Manager. The List links are only accessible when you are logged on using the "Work on behalf of" function for the listed employee. The Status descriptions that may appear on this screen: Receipts not received for submitted reports This status is shown when you submitted an expense report and your receipts have not been received. You should verify you have sent your receipts along with your expense report. In case of issues with delivery of your receipts you should contact the Customer Response Center for assistance. Rejected reports This status is shown when you have a Rejected Expense Report, and immediate action is required. You can access the expense report by clicking on the link 97

98 in the Action column. In addition, you should have also received an explaining the reasons for rejection and what action should be taken to resolve the issue. Reports created but not submitted This status is shown when expense reports have been created, but have not been submitted. This requires immediate action. You can access the expense report by clicking on the link in the Action column. Reports in sent status This status is shown when you have expense reports awaiting approval and/or payment. If you have no Expense reports with the status of Sent, this row will not be displayed. Unsubmitted charge card items This status is not shown in this example. However, if you have any unsubmitted charge card transactions, they would be listed under the Status section. The number of unsubmitted transactions will also be listed under the Count column. Please note the count will include items that are attached to unsubmitted expense reports as well as those that are not attached to a report. If you do not have any unsubmitted charge card expense items, this status row will not be displayed. Unsubmitted cash items This status displays all unsubmitted cash expense items. The count will include items that are attached to unsubmitted expense reports as well as those that are not attached to a report. Charge card items that are unpaid and potentially past due This status is not shown in this example, however, when you have Amex Card items that are unpaid they may already be past due. Reports with Document Exceptions This status is shown when you have reports that have documents attached to them that contain exceptions. These Status descriptions can be found in EEM by clicking on the Help link in the upper right hand corner of the screen. 4.2 List/Edit Expenses 98

99 List/Edit Expenses screen Selection Criteria On occasion you may want to review expenses that you either created, or AMEX expenses that have been automatically loaded for you into EEM. You can access these expenses by selecting the Expenses & Reports tab from the application menu bar and selecting List/Edit Expenses. List/Edit Expenses screen enables searching for expenses using predefined criteria in the drop down menu. The item selection field default is All Unattached Items. EEM will automatically display a complete list of all unattached expenses; in other words, expenses that are not yet assigned to a specific expense report. The Item Selection drop down menu has the following options: Unattached Items are items that have not been attached to an expense report. The selection criteria is: Incomplete items, Complete Items and All Unattached Items. Attached Items are items that have been attached to an expense report. The selection criteria is: Paid Items, Unpaid Items and All Attached Items. Other option will allow you to view expenses you marked as personal. It may be especially helpful to view your personal expenses when reconciling your AMEX bill to your EEM account. You can also view all other items. All items are a complete listing of every expense in your EEM account. Items attached to a report: Allows you to search by report. All expense reports you created will be listed under this option. To begin your search, select the drop down menu under Item Selection and choose the search criteria desired and click the Search button. You can narrow your search by choosing a date range using the start date and end date calendars or you may type in the dates manually, just be sure to use the correct date format. When using date ranges for your search, please keep in mind that if an end date is supplied, you are required to provide a start date. The List/Edit Expenses screen can be used to locate expenses to either view or edit their details. You can also delete cash expenses. Expenses that are attached to expense reports that have been sent for processing or have already been paid will not be available for editing. If the policy has credit card download available, the report Views, create/edit report and List Edit Item views will be updated to mark the credit card lines that are not paid to be output in a red font. This is to indicate that the expense is in jeopardy of being late if the status of the item is not Paid. 99

100 List/Edit Expenses screen Search Results The center of the (1.) List/Edit Expenses screen provides totals of the selected group of expenses by Employee, Credit Card and personal expenses. The (2.) Search Results detail can be easily sorted by clicking on the desired underlined column header. The Search Results detail will be sorted automatically in an ascending or descending order according to the column header selected. To edit multiple expenses, select the expenses you wish to edit by clicking the (3.) selection boxes to the left. Please note the items that cannot be edited will not have a selection box available. Once the desired expenses have been selected, click the (4.) Edit Selected Items button. If you only need to check one or a few expense items, select the (5.) Edit link in the Action Column. Note that you will only be able to edit the expense items that do not have a Sent Report Status. 100

101 To view the details of an expense item, choose the (6.) View link in the Action Column. This is a quick way to view Daily Allowances, mileage and Split transactions. Digital Receipts The Expense Items List shows attachments and document requirements for each expense item in Receipts Required or Supporting Documents Required columns. The receipts required column is blank if receipts are not required, otherwise a set of values indicate the format of document required: D - electronic form only. P - paper only. The user may provide an electronic document but it is not considered as an indication of the requirement having been met. E - electronic form preferred but paper is acceptable. View Expense Attachments You can Edit or View each expense by clicking the link next to the expense item. You can also attach a document to the expense by clicking Attach Document next to the expense. To display documents attached to an expense item click the paper clip next to the expense item. Clicking on the icons under the paper clip column will display a list of all documents attached to the Expense Report. Numbers in parentheses indicate the number of attachments already attached. The following screen will be displayed on views of an expense when clicking on the paper clip icon next to the item listed. The view link in the actions column for item information provides the standard display of the details of the expense item. 101

102 From this screen the user may print single documents, or all documents, and view document history. 4.3 List/Edit Expense Reports List/Edit Reports screen EEM provides you the ability to view or edit expense reports that you have created. To access your expense reports select the Expenses & Reports tab from the application menu bar and select List/Edit Reports. The List/Edit Reports screen lists the expense reports you currently have available. To edit multiple expense reports, select the expense reports by clicking the selection box (1.) to the left of those you wish to view/edit and click the (2.) View/Edit Selected Reports button. You can only edit expense reports that are in open or rejected status. To edit a single report click (3.) Edit in the Actions box. You can view submitted or sent expense reports by clicking (4.) View in the Actions column. Two expense reports in our example have a Status of Sent; therefore, the Edit link is not displayed for those reports. To view the history of an expense report regardless of status, select the (5.) View History link located in the Action column. The Attachments column displays an icon if any documents were attached to the expense report. Clicking the icons will show all attachments to the report. In case there is an exception on the documents attached, a Document Exception link will be displayed in the Actions column. The employee may also click the View link to view the report which will have a Document Exceptions link. 102

103 The Expense Items List shows attachment and document requirements for each expense item in the Receipt Required or Supporting Documents Required columns. The receipts required column is blank if receipts are not required, otherwise a set of values indicate the form of document required: D - electronic form only. P - paper only. The user may provide an electronic document but it is not considered as an indication of the requirement having been met. E - electronic form preferred but paper is acceptable. View Report Attachments You can Edit or View each expense by clicking the link next to the expense item. You can also attach a document to the expense by clicking Attach Document next to the expense. To display documents attached to an expense item, click the paper clip next to the expense item. Clicking the icons under the paper clip column will bring up a list of all documents attached to the Expense Report. Numbers in parentheses indicate the number of attachments already attached. The following screen will be displayed on views of an expense report when clicking on the paper clip icon in the header section of the item list The view link in the actions column for item information provides the standard display of the details of the expense Item. 103

104 From this screen the user may print single documents or all documents or view document history. Expense Report History The Expense Report History screen presents the history of status changes for your expense report. Every status change is date and time stamped and a short description of the change as well as the person responsible and any comments entered is displayed. An expense report may list up to five different Status types: Open Expense report has been created but not submitted. Submitted Expense report has been submitted for approval Sent Expense report is awaiting approval and/or payment export. Rejected Expense report has been rejected by the Processing Center or the approver. The reason for the rejection will be visible to you in comments field. Approved - the report is approved by the manager and may require validation by the Operations 104

105 Paid This status is not shown in this example. Expense report has been processed for payment. It may take a few days before you see the reimbursement amount in your account. If not, please log a case with the CRC. If you see your report in a Rejected status, your immediate action is required. If your expense report is rejected, you will also receive an to advise you of the rejection including comments as to why the expense report was rejected and what action should be taken to resolve the issue. When you have finished reviewing your Expense Report History, click the Close button. You will be directed back to the List/Edit Reports screen Document Replacement or Addition If an Expense Report is rejected because of a document attached, or if an additional document is requested for an expense item, the employee will receive an requesting that they provide the required document on the expense item concerned. List/Edit Reports Document Exceptions In the List/Edit Expense Reports, the Attachments column displays an icon if any documents that were attached to the expense report. Clicking the icons will show all attachments to the report. If there is an exception with one of the documents attached, a Document Exception link will be displayed in the Actions column. The employee may also click the View link to view the report which will also have a Document Exceptions link. To replace or add a document to an Expense Report that has been rejected, go to the List Edit Reports screen and click the Document Exceptions link by the report that requires the edit. 105

106 Document Exceptions screen Select an Action; Replace this document will replace a document that has been attached to an expense item, Add the requested document will attach a new document to the expense item. On the right side of the screen you will see expense details for the document that requires action. Documents that are attached to an expense report rather than an expense item, will not show expense item data. However it will display "Document attached to expense report header." Select the appropriate document from the Available Documents section. Click the Update button to perform the requested action. The screen will be refreshed, selected document will be removed and new document will appear in the list. 106

107 Document Exceptions screen If there are no suitable documents to replace or add, or if no documents appear available for replace or add, new documents can be uploaded. There will be an option to provide paper in the Available Documents section. If all requested actions have been resolved, the requested actions section will be blank. When you click an icon/image in the Document column, that document is shown in a pop up window for the user to see the document in detail. 107

108 4.4 ed Expense Reports List/Edit Reports window EEM provides the ability to a link of an Expense Report to someone who may not have visibility of his/her reports in EEM. To an expense report, select the link located in the Actions column. You will receive a Requesting Address pop up box where you will be prompted to enter a valid HP Address of the recipient or you may click on the binocular icon to search by Employee Name. Next, click on the Report button. The link to the Expense Report will be sent in the body of an . The link will send the person to EEM into the report selected. When they return from that view it will bring them to a list of reports that have been ed to them. The Employee may view single reports or a list of reports. The attachment (paper clip) icon will show the attachments on the report as well. They may see View History and they may remove the report from the list of reports. If you do not want to send an expense report via , click the Cancel button and you will be redirected back to the List/Edit Reports screen. 108

109 Approving Reports Module Viewing Expense Reports Requiring Approvals Approve Reports Selection This module presents the EEM Approval functionality for managers. All expense reports need to be approved before payment will be issued. The approval functionality in EEM can be found on the application menu bar tab labeled Approvals and by choosing Approve Reports from the drop down menu. In this example, you can see we are logged into EEM as a manager named Gregory Manager. 109

110 Approve Reports screen The Approve Reports screen displays a list of all reports pending approval. The system displays expense reports requiring Active Approval in the top section of the screen and Passive Approval in the lower section of the screen. When an expense report is submitted, it is made available to the direct manager for approval. Depending on your country policy, the report will require either passive or active approval, and approvers will be notified via when a report requires approval. It is the approvers responsibility to review all expense reports to ensure that all polices are followed and all expenses being reimbursed are valid. This applies to both passive and active approvals. For passive approvals, no action within EEM is necessary, however, the approver may reject the expense report, and if so, it will be sent back to the employee for correction. The approver may also reassign the report to another approver. Based on the country specifics, the approver is typically allotted two working days to reject or reassign the report. The number of days is subject to change. If no rejection or reassignment occurs within the allotted time, the report will automatically be approved. For active approvals, the approver must take one of the following actions; approve, reassign or reject the expense report. If no action is taken within 6-10 working days, depending on country specifics, the next level approver is notified via and asked to take action. Both the active and passive approval sections will show whether the report has or does not have attachments. The paper clip icon in the column header does not perform any action. When you click on the paper clip icon a popup window is displayed that shows all documents that are attached to the Expense Report. 110

111 5.2 Approving an Expense Report (Active Approval) Approve Reports screen Active Approval section Reports requiring Active Approval will remain in your account until action is taken. If no action is taken, it will be routed to the next level approver in your management chain. Reports listed in the Passive Approval area will remain there typically for two working days allowing the approver to review, approve, reject or reassign. If no action is taken after the allotted time, the report will automatically be approved and will no longer be displayed in the Passive Approval list. To select reports to review, click the selection box to the left of the desired expense report(s) and then click the Go button located in the Actions to Take section. You may select one or more reports to review. To select all reports click the selection box in the column header next to the Employee Name. 111

112 Approve/Reject/Reassign Expense Report screen After the desired expense report has been selected, you will be directed to the Approve/Reject/Reassign Expense report Screen. On this screen you can see the following elements: Report Information displays all the report details and totals Exceptions displays all the comments that the employee made when submitting his report with items the system determined as requiring further review. Expense Items displays all the expense items and a comment box under those expenses that might require your review. In the Actions to Take section you have radio buttons which allow you to approve, reject, or reassign the expense report. To review the expense report in more detail, click one of the following buttons: Print Report to review the bar coded report Cost Distribution to review cross charge detail records View History to review the history of this report including statuses, dates, taken actions, comments. In this example we are viewing an expense report for Sarah Traveller that requires active approval. The manager, George Manager, must take action to approve, reject or reassign the expense report. The Expense Items List shows attachment and document requirements for each expense item in the Receipt Required or Supporting Documents Required columns. 112

113 The receipts required column is blank if receipts are not required, otherwise a set of values indicate the format of document required: D - electronic form only P - paper only. The user may provide an electronic document but it is not considered as an indication of the requirement having been met. E - electronic form preferred but paper is acceptable. You can View each expense by clicking the respective link by the expense item. To display documents attached to an expense item, click the paper clip next to the expense item. Clicking on the icons under the paper clip column will display a list of all documents attached to the Expense Report. Numbers in parentheses indicate the number of attachments already attached. The following screen will be displayed when clicking on the paper clip icon in the header section of the item list The magnifying glass icon will open a window to view the document in a larger form. The circular arrows icon will rotate the image. The view link in the actions column provides the standard display of the details of the expense Item. From this screen the user may print single documents or all documents and view document history. 113

114 Approve/Reject/Reassign Expense Report screen - Approve To approve the expense report click the Approve radio button, provide a comment for the employee if desired in the Employee Visible Comments field, and click the Save Button. 114

115 5.3 Rejecting an Expense Report (Passive Approval) Approve Reports screen Passive Approval selection Passive approval usually allows the approver two working days to log into EEM to review the expense report before it will be automatically approved. Please remember that you are responsible to review all the expense reports and verify if they are in accordance with the HP Travel Policy. To select all reports in the passive approval section, click the selection box on the top of the column to the left of Employee Name. This will mark all the expense reports that require passive approval. If you would like to select only one report, click the selection box to the left of the desired expense report and click the Go Button. 115

116 Approve/Reject/Reassign Expense Report screen Reject The system will filter and mark exceptions from the HP Travel Policy, and will allow you to add your comments to them and suggest a solution. However, you are still responsible for checking all expense items and verify that they are in accordance with the HP Travel Policy. In this example, George Manager noticed that Sarah added herself as an attendee for a meal with a customer. Because it is not necessary to list yourself as an attendee, you would like to reject this report and request that Sarah make the appropriate corrections. To reject the report, click the Reject radio button. It is required for this option that the approver enters a comment in the Employee Visible Comments field. After supplying your comment, click the Save button. The comment entered in the Employee Visible Comments field should provide information pertaining to why the report is being rejected and what action the employee should take to correct the expense report. After the report is rejected the employee will receive a rejection that includes the comments you entered in the Employee Visible Comments field. If you selected multiple expense reports to approve, you will be taken to the next selected expense report requiring your approval. Employees are responsible for correcting and resubmitting a rejected expense report as soon as possible. 116

117 5.4 Reassigning an Expense Report Approve/Reject/Reassign Expense Report screen Reassign The last option is to reassign an expense report using the Reassign Approval Manager radio button. It may be necessary in some situations that other parties such as; the next level manager, the local HR representative or the controllership approve the expense report. In most cases the system will automatically determine if you have approval authority for the amount stated on the submitted Expense Report. If your direct subordinate submits an Expense Report which exceeds your approval authority, his or her report will go directly to the next level manager. Depending on the amount of the expense, the system will reroute the ER of your employee to the correct approver in your management chain. In this example, we have an Expense Report with the expense category that also requires approval from the HR department. To reassign the expense report, click the Reassign Approval Manager radio button and provide comments in the Employee Visible Comments field. If you need to change the name of the manager for reassignment, click the binocular search icon to the right of the Reassign field and search for the correct person. When you have selected the person desired, the name will be displayed in the Reassigned To field below Employee Visible Comments. Next, click the Save button to complete the reassignment. The new approver will receive an advising him/her of the reassignment. Once the report has been reassigned, it will no longer be visible to you. The submitter of the report will be able to see the reassignment details in View History. 117

118 5.5 Viewing Approved/Rejected Reports View Approve/Rejected Reports screen To review the approved or rejected expense reports, select Approvals and View Approved/Rejected Reports from the application menu bar. This screen provides search functionality to assist you in finding a desired expense report. You can use this screen to search by Expense Report number, Employee Name, Employee ID, and within a specified date range. Click the binoculars icon if you need to search for an employee by name. To invoke your search, click the Search button. A list of documents matching the search criteria is displayed. Click on the paper clip icon to view all the documents attached to the report, along with the items those documents are attached to. 118

119 5.6 Out-of-Office Delegation Out-of-Office Delegation selection EEM allows an approver to designate another employee to approve expense reports on their behalf when they are out of the office. Before using this functionality, Managers should consider the usual two working day automatic approval before designating someone to approve on their behalf. For example, if you will only be out of office for one day it may not be necessary to designate someone for out of office delegation. However, if you will be out of office for an extended period of time, delegating someone to approve expense reports on your behalf may be more appropriate. To delegate someone else to approve on your behalf select Approvals from the application menu bar and then choose Out of Office Delegation. 119

120 Out-of-Office Delegation screen To select a delegate, search for the person in the (1.) Name field by using the binocular icon. Enter the (2.) From-Date and (3.) To-Date for which this delegate will be able to approve on your behalf. Click the (4.) Add/Update button. The name of the delegate will be added to the (5.) Designee table on the left part of the screen. When the From-Date is reached, any reports awaiting your approval will automatically be redirected to your designee, including notifications. Any reports submitted during the timeframe you have selected will be routed directly to that approver for review and approval, rejection, or reassignment. Once the To-Date has passed, reports will no longer be routed to the designated approver. You can remove the chosen designee approver from the duty at any time by clicking on his name in the Designee table and pressing the (6.) Remove button. Use the Clear Fields button to clear any data in the data fields. In this example, George Manager has selected Rob Director as his Out-of-Office delegate for the period of 20-JUL-2009 thru 30-JUL Managing Favorites Module 6

121 In order to minimize repetitive data entry, EEM offers the option to create and maintain the following lists of favorites: Attendees, Vendors, Cost Locations, WBS Codes and Car Registrations. They can be used when expense items require this type of information. 6.1 Managing Vendors Manage Vendors screen To create a favorite from the application menu bar, click the (1.) Favorites/Designees tab and select the favorites you would like to manage. Here you can also delete and edit entries in your favorite lists. The above example demonstrates creating a list of favorite vendors. Input the (2.) Vendor Name and Click (3.) Add/Update. The vendor name will be transferred to the left side of the screen (4.) where your list is maintained. Now your vendor will be available any time you need to use this vendor name. You can modify the information in your list by highlighting the line with the (4.) vendor s name, and by clicking (3.) Add/Update or (5.) Remove. 121

122 6.2 Managing Attendees Manage Attendees screen To create an Attendee from the application menu bar, click the Favorites tab and select the Manage Attendees. To add an attendee to a favorites list enter the (1.) Attendee Type, (2.) First Name, the (3.) Last Name and the (4.) Organization or Company. Click the (5.) Add/Update button. The attendee name is transferred to the left side of the screen (6.) where your list is maintained. Now your attendee will be available any time you need to use this attendee. To remove the information from your list, highlight the line with the (6.) attendee s name, and click (7.) Remove. 122

123 6.3 Managing Cost Locations Manage Cost Locations screen To create a favorite from the application menu bar, click the Favorites tab and select the Manage Cost Location. To add a cost location to the favorites list enter the (1.) Cost Location Code, the (2.) Cost Location Description and the (3.) Contact Employee Name, and click the (4.) Add/Update button. The cost location is transferred to the left side of the screen (5.) where your list is maintained. Now your cost location will be available any time you need to use. To remove the information from your list, highlight the line with the (5.) cost location and click (6.) Remove. 123

124 6.4 Managing WBS Codes Manage WBS Codes screen To create a favorite from the application menu bar, click the Favorites tab and select the Manage WBS Codes. To add a WBS code to the favorites list enter the (1.) WBS Code and the (2.) WBS Name, and click the (3.) Add/Update button. The WBS code is transferred to the left side of the screen (4.) where your list is maintained. Now your WBS code will be available any time you need to use. To remove the information from your list, highlight the line with the (4.) WBS code and click (5.) Remove. 124

125 6.5 Managing Car Registrations Manage Car Registrations screen To create a favorite from the application menu bar, click the Favorites tab and select the Manage Car Registrations. To add a car registration to the favorites list enter the (1.) Car Registration Number, the (2.) Description Name, and click the (3.) Add/Update button. The car registration is transferred to the left side of the screen (4.) where your list is maintained. Now your car registration will be available any time you need to use. To remove the information from your list, highlight the line with the (4.) car registration and click (5.) Remove. 125

126 6.6 Managing Designees Manage Designees screen The function Manage Designees allows you to assign another person to create or edit Expense Items and/or Expense Reports on your behalf. In order to designate an employee, click on the Favorites/Designees tab on the application menu bar and select Manage Designees. You will be directed to the manage designees screen where you will be able to search for the employee who will be working on your behalf. You can search for an employee either by (1.) Name or by (2.) an Employee ID. In this example, we will assign Lucy Assistant as our designee. Once you have identified and assigned your designee, click the (3.) Add button. A person cannot assign themselves to work on behalf of someone else. The Designator must designate another person to work on their behalf while they are logged into their EEM account. 126

127 Manage Designees Details screen In the Manage Designee Detail screen you are required to select the date of expiration for which you would like the employee to work on your behalf. Once you select the individual, click Save. It is important to note that you can designate more than one person to work on your behalf; however, the date ranges in the detail screen cannot overlap. 127

128 Manage Designees screen On the Manage Designees screen you can see whom you have assigned to work on your behalf. It will contain employee First Name, Last Name, Telephone number, Expiration Date. In the Action column you can (1.) Edit or (2.) Delete the designee s information. 128

129 Work on behalf of Module Checking if somebody designated you to work on their behalf Link to Expense Summary Status From the Employee Expense Management Home page, click the here link in Expense Summary Status to check if someone has designated you to work on their behalf. In this example you are logged on as Lucy Assistant. This link is only visible if there are open items. If there are no open items, the message You do not have any open items is displayed. 129

130 Expense Status Summary screen You will be directed to the Expense Status Summary screen. If someone designated you to work on their behalf, you can see the message You have Work on behalf function for following employee(s) and their Expense Status below. In this example, Sarah Traveller designated you to work on her behalf. 130

131 7.2 Working on behalf of Working on Behalf of selection The other way to see if someone has designated you to work on their behalf is via the Work on Behalf of screen within EEM. In this example, you are logged on as Lucy Assistant (you can see her name in the upper left corner of the welcome page). Click the Favorites/Designees tab located on the application menu bar and select Designees Work on Behalf of 131

132 Working on Behalf of screen On this screen you can see who has authorized you to work on their behalf. Here we can see that Sarah Traveller has authorized Lucy Assistant to work on her behalf. To work on behalf of Sarah Traveller, start by choosing her (1.) name from the list and then click the (2.) Work on behalf of button. 132

133 Working on Behalf of confirmation You will be directed to the Employee Expense Management Home page where you can see that you are Working on Behalf of Sarah Traveller. You will be able to edit expenses or create an expense report for Sarah Traveller, but you will not have access to her Profile or Approval Functions. 133

134 7.3 Working as self Work as self - selection When you are finished working on behalf of another person, select Favorites/Designees from the application menu bar and select Designees Work on Behalf of To continue working as yourself, click the Work as self button. 134

135 Welcome Page Work as self confirmation You will be returned to the EEM Home page where you will see that you are now logged in as yourself. In this example, the user is now logged in as herself, Lucy Assistant. 7.4 Removing Designator from Work on Behalf of To remove someone from the list, select Favorites/Designees from the application menu bar and select Designees Work on Behalf of 135

136 In the Action to take section highlight the person s name and click Remove. Please note, if you remove someone from the list, you will not be able to work on behalf of this person. If needed, the person must add you again to their designees in their profile An example of when you might use the Remove button would be when you are designated by someone who has transferred to another organization. 136