1 Montgomery County Public Schools Financial Management System (FMS) User s Guide iexpense Version 3.0 May 2013 Division of Controller
2 Copyright and Trademarks Copyright Montgomery County Public Schools, MD. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of Montgomery County Public Schools. Montgomery County Public Schools Division of Controller 45 West Gude Drive Rockville, Maryland
3 TABLE OF CONTENTS Table of Contents...iii Overview... 1 iexpense Log In... 2 Setting iexpense Preferences Notification Preferences... 3 Expenses Preferences... 4 Authorization Preferences... 6 Creating an Expense Report for Mileage... 8 How to Create Expense Report... 9 Enter General Information Enter Expense Details Enter Receipt-Based Expense Details Enter Mileage Expense Details Review or Update Expense Allocations (Account Number) Track Submitted Expense Reports Submitting Receipts Manually Online (How to Attach Documents) Calculating Mileage...21 Understanding Expense Report Approval Process and Responding to Notifications...22 Expense Report Action Complete Audit Report Rejected Incomplete Receipt Package. 25 Questionable Expenses. 25 Business Expenses with Policy Non-Compliance.. 30 Wrong Template Request More Information Time Out Updating, Withdrawing, & Duplicating an Expense Report...37 Update Expense Reports iii
4 Withdraw /Duplicate Expense Reports Actions of the Account Owner...39 Implementing iexpense Best Practices...41 Checklist for Terminating/Long-Term Leave Employee Update Report Monthly Schedule Outlook Reminder Frequently Asked Questions 42 What is iexpense? Who has access to iexpense? How do I log in to iexpense? What qualifies as mileage reimbursements? What does not qualifies as mileage reimbursements? I keep getting messages. What should I do? How do I find out the full FMS account number to process my mileage expense in FMS? How do I designate my principal as approver for my expense report? What should I do when my report is rejected? What does it mean that my report has been timed out? How do I add my immediate supervisor as approver? How come my immediate supervisor did not get a notification message to approve my reimbursement request? You are asking for more information but I don t know where to put the information you requested? If I went to a meeting from home and then return to school, how do I calculate the mileage? I have a chaperon duty in the evening; can I get reimbursed for driving back to school? I teach in two different schools; do I get reimbursed for driving to the locations? How do I delete an item that was not reimbursable? Can I duplicate my report for the future months since I teach at two schools? I forgot to submit reports for the last three months; will I still get reimbursed? How do I know who my approver is when I teach at three schools? The MapQuest mileage is almost always more than the MCPS Mileage Chart. Which one do I use? iv
5 OVERVIEW FMS Internet Expense (iexpense) is a quick and easy method for employees to submit local mileage electronically. All employees with access to a Montgomery County Public Schools (MCPS) computer have access to iexpense and are encouraged to use it online. Employees may request mileage reimbursement for local official business travel. Mileage reimbursement will be made in accordance with procedures described in each of the union negotiated agreements. Refer to the MCPS Financial Manual: Chapter 10, Employee Business Travel, and MCPS Regulation DIE-RA: Travel for Montgomery County Public Schools (MCPS) Purposes. FMS Internet Expense (iexpense) Home page. Expenses Home 1
6 IEXPENSE LOG IN Users may access the login for FMS from the FMS website: If you are at a school location, you will have a shortcut to the FMS login in the Staff Applications folder. 1. Log in using your Outlook username and password. FMS Log In 2. Select the MCPS Internet Expenses responsibility from the Navigator section. The Expenses Home page opens. Navigator NOTE: MCPS Internet Expenses for Grants responsibility is used only for capital projects related expenditures. It requires the entries of the Project, Award, Task, and Organization, but the Expenditure Type field is defaulted by the FMS system (PATEO). 2
7 SETTING IEXPENSE PREFERENCES Preferences allow you to specify default values in standard fields. There are Preferences links on the FMS Home page and the Expenses Preference tab on the iexpense Home page. Notification Preferences Copies of FMS Notifications can be sent to the preparer s Outlook by setting the Preferences link on the FMS Home page. NOTE: The preparer must log in to FMS to respond to the Notification. The preparer cannot respond to the sender via the Outlook message. 1. Log in to FMS to open the FMS E-Business Suite Home Page. E-Business Suite Page 2. At the top right of the page, click the Preferences link. The General Preferences page opens. General Preferences 3. In the Notifications region in the Style field, select HTML mail with attachments from the drop-down list. 3
8 4. Click the Apply button to save. A confirmation message appears at the top of the page. Notifications Preferences Expenses Preferences Expenses Preferences are what employees use to specify default values in the fields so that they do not have to enter this information each time they complete a new expense report. 1. Click the MCPS Internet Expenses responsibility after logging into FMS. 2. Click Preferences link on the top right corner on the Expense Reports row. 3. Click Expenses Preferences on the light green Preference area. The Expenses Preferences page opens. Expenses Home 4
9 4. Enter the following information into each field: Field Default Source Expense Template Approver Purpose Data Entry Preferences Location Entry Expenses Preferences will be pre-selected. Select the template you will use most often. In most cases, this will be MCPS Mileage. You may specify more than one approver if your job requires it. Enter the additional name of the approver: o School staff should enter the name of their principal in this field using the following format: Enter Last name%first name% before clicking the flashlight for a list of values. For example: Smith%Joe%. o Non-school based staff members should contact the fiscal specialist or supervisor for their unit. Approvals will be directly routed to the account owner of the department against which the mileage is charged. If your office/department requires the approval of your immediate supervisor or other individual, you should add that name here using the following format: Enter Last name%first name% before clicking the flashlight for a list of values. For example: Smith%Joe%. o Local Travel Account Owners should add the name of their direct supervisor. Check Enable Expense Allocations and Enforce Required Fields under Data Entry Preferences. Leave it blank. 5. Click the Apply button. 5
10 LEAVE BLANK NOTE: Because of personnel changes, the Approver listed under the Expenses Preferences should be reviewed several times during the year. The reimbursement request cannot be approved by the supervisor if the information is incorrect. Authorization Preferences Authorization Preferences allow you to give someone else the capability of entering or approving expenses on your behalf. 1. While on the Expenses Home page, click Access Authorization on the top blue bar area. Expenses Preferences 2. In the field marked Expenses Entry Delegation, click Add Another Row to enter the names of those who can enter expense reports on your behalf. 6
11 3. In Expenses Entry Permissions you will see the names of those who have authorized you to enter expense reports on their behalf. 4. Click Save to save your work. 7
12 CREATING AN EXPENSE REPORT FOR MILEAGE The Expenses Home page is divided into three sections: Update Expense Reports, Track Submitted Expense Reports and Notifications. Update Expense Reports contains reports created and saved, but not yet submitted. This allows you to enter data throughout the month for submission. Track Submitted Expense Reports contain reports that have been submitted and allows the employee to track the status or make modifications if the report has been rejected. Notifications contain messages or alerts from FMS that inform you where the expense report is in the workflow and if your response is required before your report can be approved. Expenses Home Here is the definition for each field: Field Report Number Report Date Status Report Total (USD) Entry Number issued once report is saved Creation date Provides status of report Total amount of expense 8
13 Field Purpose Update Duplicate Delete Entry Reason for the expense Allows user to modify saved report Users can copy expense reports if information is the same each month This is a permanent action and cannot be reversed How to Create Expense Report Once you have logged into FMS and selected MCPS Internet Expenses from the Navigator area, you are ready to create your expense report. Enter General Information 1. From the Expenses Home page click the Create Expense Report button. Expenses Home Page NOTE: Your default values might be in the fields which were pre-selected through the Expenses Preferences section; however, if necessary, you can modify the fields as needed. This is the first step of a four step process. Create Expense Report: General Information 9
14 2. Enter the following information into each field: Field Name Expense Cost Center Expense Template Purpose Approver Entry Your name will default into this field. If you have been granted access to enter an expense report for someone else, you will see a drop down arrow that you must click to select another name. This field will be auto-filled based on the employee s department number, as identified in the HR System. You can change this field if necessary. MCPS Mileage is the most common template to use. If a capital grant is used then change the template by clicking the drop down arrow and selecting MCPS Mileage for Grants. Defaults to Local Travel from your preferences. You can change this as necessary. Defaults to blank. Enter the additional approver as needed: o School staff should enter the name of their principal in this field using the following format, Enter Last name%first name% before click the flashlight for a list of values. For example: Smith%Joe%. o Non-school based staff members should contact the fiscal specialist or supervisors for their unit. Approvals will be directly routed to the account owner of the department against which the mileage is charged. If your office/department requires the approval of your immediate supervisor or other individual, you should add that name here using the following format: Enter Last name%first name% before click the flashlight for list of values. For example: Smith%Joe%. Account Owners should add the name of their direct supervisor. 3. If you click the Save button, a report number will be issued and the report will remain in the Update Expense Reports section of the Expenses Home page for you to update, duplicate or delete. The IEXP has been assigned in the following screen. 10
15 Expense Saved 4. The Internet Expense report can be accessed at any time under the Expenses Home on the top blue bar area. The report is listed under Update Expense Reports. Expenses Home 5. After completing Step 1 of the Expense Report, click the Next button to continue with your mileage entry. The Update Expense Report: Cash and Other Expenses page opens. NOTE: The MCPS Mileage Chart located on the FMS home page is the official chart for mileage between MCPS locations. To avoid the reimbursement request to be rejected, please use this chart for the mileage. Enter Expense Details Enter Receipt-Based Expenses Receipt-Based Expenses is the default tab in Step 2 of the expense process. The FMS form has buttons on the form to Duplicate a line on the form, Remove a line from the form and Show Receipt Currency. There are 10 lines on the form to enter reimbursement amounts for other, parking or toll fees. All entries in this tab require the employee to submit the actual receipt along with the expense report. Receipts can be attached or sent manually to the Division of Controller for processing. Refer to the Submitting Receipts section. 11
16 Receipts-Based Expenses 1. Enter the following information into each field: Field Date Receipt Amount Expense Type Justification Entry Click on the calendar icon to select the date the expense was incurred or enter the date in the format MM/DD/YYYY. Enter the amount of the expense. Other, Parking, Tolls Enter explanation for expenditure. 2. Click the Itemize icon only if the entered amount is for more than one item. 3. Click on the Details icon to enter additional details as needed. NOTE: The Details area shows 1 line of data and is mainly used for overnight travel. The section does work with entering mileage even though the Expense Lines is the preferred method for entering reimbursement information. 12
17 4. Click the Update button. The Reimbursable Amount (USD) field is populated. Enter Mileage Expenses Detail This section is used to list daily mileage trips. Each line should represent all activities for that specific day s travel. 1. Click the Mileage Expenses tab. 2. Enter the following information into each field: Field Date Justification Trip Distance Entry Click on the calendar icon to select the date the expense was incurred or enter the date in the format MM/DD/YYYY. Enter From and To locations. For example: Mileage from Rockville to Washington DC add back. (Refer to the MCPS Financial Manual for guidelines in calculating mileage.) Enter the total number of miles. 13
18 Mileage Expenses 3. Click the Calculate button to see the running total. You may wait to click the calculate button until all the data has been entered. Let s review the following buttons on this screen: Buttons Duplicate Remove Add More Lines Select All/ Select None Details Entry Copies data from the previous line. Check the Select box for the specific line you wish to modify, then click the duplicate button. Deletes a line Adds additional lines to the report Check this box to indicate that you want to modify/copy that line. User can click the Select All link or individual boxes. This function is another way of entering data showing 1 line of data. 14
19 Create Expense Report: Expense Allocations 4. Click the Next button to go to Step 3 of 4. Review or Update Expense Allocations (Account Number) Step 3 of 4 allows users to verify the accuracy of the budget account charged for their mileage. The mileage account number defaults in the Account field and cannot be modified. The department number defaults to the location where your position is budgeted. In some cases, school-based staff may need to adjust the department number in their expense allocation (account number). School-based mileage accounts are listed below for your reference (sss = your school number). It is the staff member s responsibility to submit requests using the appropriate mileage account number listed in the table below. Type Elementary school-based teachers Middle school-based teachers High school-based teachers Account Number sss sss sss The user should take the following steps to update the distribution number, if necessary. 1. Enter the correct number in the appropriate blank field at the top of the screen. In this example, we want to change the department number to Click the tab button. 15
20 3. Choose the line or lines you wish to update by clicking the Select checkbox or Select All link and click the Update Allocations Button. 4. Click the Apply button to refresh the charge account. 16
21 Review the Expense Report 1. Click the Next button. The final step (Step 4) page appears. Create Expense Report: Review 2. Step 4 of 4 allows the preparer to review the report before submitting it for approval. If changes are necessary, click the Back button to return to the appropriate step. 3. The user can also attach documents by clicking the Add button on top, or the + icon on the right-hand side. (Refer to How to Attach Documents.) 4. Click the Submit button. The preparer will receive confirmation that their expense report has been submitted for approval. 17
22 Confirmation Track Submitted Expense Reports Once expense reports have been submitted, the preparer can view the status in the Track Submitted Expense Reports area on the Expenses Home page. Track Submitted Expense Reports NOTE: Notice Report Status is Pending Manager Approval. Once the manager has approved it, the status will change to Pending Payment Verification. The report is now ready to be audited by the accounting department. The Duplicate button could add an additional 7 days for the reimbursement to be processed. Please verify the reimbursement information when you duplicate a line of data. 18
23 Submitting Receipts Manually The iexpense reimbursement for Business expenses cannot be processed unless receipts have been submitted. You should only submit your receipts manually if you are unable to electronically scan them in for submission with your iexpense report. The manual submission process requires you to tape all receipts to 8.5 by 11 paper and attach them to a printout of your iexpense Confirmation page. Next, you must send it to your account manager for their approval. Once the account manager approves it, they should forward it to the Division of Controller in the Pony mail. Online (How to Attach Documents) 1. Click the Add button. The Add Attachment screen appears. Step 4 of 4 19
24 Add Attachment 2. Enter description in the Description field. 3. Click the Browse button and select the file from your computer. 4. Click the Add Another button to add more files. 5. Click the Apply button. The Confirmation page appears. Confirmation NOTE: The reimbursement of expenses cannot be processed without proper receipts. If a member of the Accounts Payable team does not receive a timely reply on missing receipts or the employee seeking reimbursement has a history of not complying with policy, the reimbursement will be short-paid. 20
25 CALCULATING MILEAGE Mileage reimbursement should be made in accordance with procedures described in each unit member s appropriate negotiated agreement. Please refer to the MCPS Financial Manual, Chapter 10, Employee Business Travel, and MCPS Regulation DIE-RA: Travel for Montgomery County Public Schools (MCPS) Purposes. A major change was made to the negotiated agreements that impact the calculation for mileage reimbursements with MCPS no longer recognizing a base location for an employee with more than one work location. Employees will not be reimbursed for commuting from home (non-business location) to an MCPS work location and travel from the last MCPS work location to a residence or non-work location. Employees who work at more than one location or who have business at more than one MCPS location in a day will be reimbursed for travel between the locations. Guidelines for calculating mileage: Calculate the number of miles from the first work location and the second location. Local mileage will be reimbursed up to the shortest distance between the two locations regardless of the route actually taken. Please reference the Mileage Between MCPS Locations Excel file on the FMS home page to determine the shortest distance between two MCPS locations. Repeat the step if there are additional multiple work locations. Summarize the total miles driven between the multiple work locations. The following example shows the calculation of reimbursable miles with Walt Whitman HS being the 2 nd work location and B-CC HS being the 3 rd work location. Steps include: A: The mileage from home to Thomas Pyle MS is ignored since it is commuting from home to the first work location. B: The mileage between Thomas Pyle MS and Walt Whitman HS (the second work location) is 2 miles (see the Mileage Between MCPS Locations Excel file on the FMS home page). C: The mileage between Walt Whitman HS and B-CC HS (the third work location) is 3 miles. D: The mileage between B-CC HS and home is ignored since it is commuting from the last MCPS work location to home. Number of miles subject to reimbursement: 5 miles Example of Correct submission: Start Date End Date Expense Type Justification 4/10/2013 4/10/2013 Mileage From Pyle MS To Whitman HS and from Whitman HS To BCC HS Trip Distance 5 21
26 UNDERSTANDING EXPENSE REPORT APPROVAL PROCESS AND RESPONDING TO NOTIFICATIONS If there is a problem with the expense report, approvers can return it to the preparer. Rejected expense reports require the preparer to make corrections and resubmit it. If Accounts Payable requests more information, the preparer will not have to resubmit the expense report. If an expense report is submitted with missing receipts or has a policy of non-compliance, it will be short paid. Current Approver Action The first approval known as the Current Approver of the mileage reimbursement is from the employee supervisor. The supervisor will logon to FMS MCPS Internet Expenses. Open Notifications can be found on the Expenses Home page under the Notifications section. Notifications 22
27 1. Open a notification for review (ex: Expense IEXP from Jack Dodson). Open Notification for Approval 2. Review the reimbursements for Cash and Other Expenses: Business Expenses. 23
28 3. Enter a Note if additional information is needed or if the reimbursement request will be rejected. Note Section 4. If the request is not approved, the reimbursement request will be returned to the employee to fix the problem with the rejection or provide the additional information. Expense Report Action Accounts Payable reviews expense reports to ensure policies and procedures are being followed. The expense report action is listed as follows and includes steps the preparer must take in order to resolve the issue: Complete Audit Complete audit requires no additional action from the preparer, as this indicates that Accounts Payable has approved the expense report and processed it for payment. The preparer may receive an approval notification as sampled below. 24
29 The Report Status in the Track Submitted Reports section will change to Pending Payment or Pending Payment Verification. The Preparer will no longer have the ability to modify the expense report. Track Submitted Expense Reports Report Rejected Reject report requires the preparer to make the corrections and resubmit it. There are three rejection reasons: Incomplete Receipt Package, Questionable Expenses, and Wrong Template. Each reason includes Standard Instructions; however, Accounts Payable can include specific instructions in the Additional Instructions field. This information will also appear in the Notifications section. Incomplete Receipt Package may indicate that the preparer did not submit receipts with the report or that the receipts are not sufficient for the expenditure. The preparer has the ability to attach receipts to the iexpense Report. If you choose not to do so, you must follow the instructions provided on the confirmation screen which appears when the preparer hits the submit button in step 4. The preparer will receive an Outlook notification; however, they must log in to FMS to modify the expense report. The notification will also appear in the FMS Worklist and provides a warning message which includes the following: who rejected the report, the reason for the rejection, and whether the notification requires a response. 25
30 Worklist Notification 1. Click the OK button. 2. Navigate to MCPS Internet Expenses. The rejected report is in the Updated Expenses Reports section. Expenses Home 3. Click the Report Number or Update icon. The expense report opens. Update Expense Reports 26
31 4. Click the Next button to Step 4 of 4 page. Update Expense Report: Review 5. Click the Add button or Attachments icon to attach the receipt document. Refer to Online (How to Attach Documents for detailed information. Questionable Expenses indicate that the preparer submitted an expense that may not be in compliance with MCPS policy and procedures. The preparer may be asked to remove this line from the expense report or provide additional information for Accounts Payable to process the report. 27
32 NOTE: Failure to clearly state the From and To destinations is the most common error, as Accounts Payable must verify the mileage calculation as part of the audit process. 6. Navigate to MCPS Internet Expenses. Notification 7. Click the Report Number or Update icon. The Report opens. 8. Click Next to navigate to the page that requires modification. 28
33 9. Select the line number by checking the check box. 10. Click the Remove button. 11. Click Next button. 12. Click Submit button. Accounting has the ability to partially approve an Expense Report for payment. When this occurs the preparer will receive an notification; however, they must log in to FMS to resolve the issue. 13. Open the expense notification in the Worklist area. Worklist 29
34 In the Business Expenses with Policy Non-Compliance area, the Note column on the right provides an explanation for the denial of request. Select the following buttons to resolve: Notification Buttons Delete Expense Report Send Additional Information Reassign Request Information Entry Delete report if no further information is required and accounting has denied payment of expense Send information to the requestor by entering data in the Additional Information field Allows the preparer to direct report to another approver Request additional information for approver Wrong Template is when the employee enters a mileage expense reimbursement under the Receipt-Based Expenses or the employee enters a Parking Receipt reimbursement under the Mileage Expenses. The preparer must remove the data from the wrong template, re-enter data in the correct template, and submit report for approval again. 30
35 Reject Report: Wrong Template 14. Navigate to MCPS Internet Expenses. 15. Click Report Number or Update icon for the rejected report. 16. Click Next to Step 2 of Modify the expense report. 18. Click Next button. 19. Click Submit. Request More Information The approver may request more information, which means that the preparer simply needs to respond to the notification in FMS Worklist or MCPS Internet Expenses Navigator. Although a copy of the notification is sent to the preparer s Outlook , the preparer must log in to FMS and take action by selecting the appropriate option within the notification. The preparer will not have the ability to modify the expense report, as the report was not rejected and therefore is not in the preparer s queue. Worklist 31
36 Expenses Home: Notifications 1. In the above example, the employee will need to click the Subject related to the expense report to open the notification. Action History In the Action History section, the employee can view the history details to determine why and who returned the report for more information. 32
37 The preparer can view their report detail by selecting the Expense Report Details link in the Related Applications section. Related Applications The Response section allows the preparer to respond to the user who requested the information by placing their response in the Answer field. 2. Enter information in the Answer field. Response 3. Click the Submit button. The Notification is then forwarded to the user who requested the information and no longer appears in the preparer s Worklist or as Open Notifications on the Expenses Home page. Time Out NOTE: This process does not allow the preparer to modify the expense report but to simply communicate the information requested by the user. The Time Out warning occurs when the approver has not responded to the preparer s request within 21 business days. Below is an example of the notice that the preparer may receive. 33
38 Time Out Notification In this process, the expense report is routed back to the preparer to resubmit. The preparer must take the followings steps to resolve: 1. Open the notification from the Worklist page or the Expenses Home page. Worklist 34
39 2. Click the Expense IEXP link. The report opens. Expenses Home 3. Click the Expense IEXP link. The report opens. 4. Select the appropriate button: Expense Buttons Forward to next Manager Resend To Approver Reassign Request Information Entry Report is sent to the next approving manager in the approval hierarchy Returns report to the approver Allows the preparer to direct report to another approver Request additional information for approver 35
40 Upon completion, the preparer can track the status in the Track Submitted Expense Reports on the Expenses Home page. Expenses Home: Track Submitted Expense Reports 36
41 UPDATING, WITHDRAWING, & DUPLICATING AN EXPENSE REPORT Update Expense Reports On the Update Expenses Reports section of the home page, click Update icon to make updates to any expense reports that have been saved, rejected. Update Expense Reports Withdraw /Duplicate Expense Reports Under Track Submitted Expense Reports section, the report in the different status might give the employee action options. Report Status Description Track Submitted Expense Reports Field Pending Manager Approval Pending System Administrator Action Pending Payables Approval Entry Your expense report has been submitted and is awaiting approval. Upon approval, a notification will be sent to you. No action required on your part Your expense report has been approved and is awaiting verification from the Accounts Payable office. 37
42 Field Pending Your Resolution Entry This indicates that an action is required on your part. 1. The Withdraw button allows the preparer to retrieve the submitted report for updates, then resubmit the report or delete the report as necessary. NOTE: Once the Report Status is changed to Pending Payment Verification, the Withdraw link is grayed out. The user can t modify the report any more. Click Yes to continue on the Confirmation page. Confirmation 2. The Duplicate button acts as a copy and paste function if the preparer has similar expenses each month. Expenses Home: Duplicate 3. If an expense report has been submitted for approval and no action is taken on that report for twenty-one days, it will be returned to you and give you the options of taking further action. 38
43 ACTIONS OF THE ACCOUNT OWNER 1. Click on the notification requiring action. 2. If this notification was sent to you as a result of an expense report you submitted; open and view the notification and click OK. 3. If the notification is for an expense report requiring your approval, click on the notification. After opening the notification, you will be given the option to Approve, Reject, Reassign, or Request Information. 4. If you would like to view more details of the expense report before taking action, click on the Expense Report Details icon. From this view, you will be given the option of Printable Page, to enable you to print a copy of the report. 5. After viewing Expense Report Details, click Return. 6. Click on your choice of action: Approve, Reject, Reassign, or Request Information. NOTE: Upon your action, a notification will be sent to the originator of the expense report. You may include a note in the Response section for the originator of the expense report. This will be viewable by the originator under Approvers Notes. 39
44 Response 40
45 IMPLEMENTING IEXPENSE BEST PRACTICES Checklist for Terminating/Long-Term Leave Employee Since a terminated or long-term leave employee s access will be end-dated or made inactive in FMS, any FMS in Process, Pending Workflow or Notification activities under the staff member s account will error or time out. To avoid any delays due to these errors, it is recommended to follow this check list prior to the staff member leaving: 1. Ensure that no outstanding expense reports are in your Notifications. 2. Follow up with your account manager to approve your expense reports before leaving the location. 3. You could also withdraw the expense report and fill out the mileage reimbursement form (MCPS Form 220-2). 4. Any reports prior to the current month should not be submitted and will be subject to denial of payment due to MCPS policy. 5. If you are an approver, make sure there are no pending workflows under FMS Notifications before leaving the location. Update Report Monthly It is recommended that employees update their mileage report on a weekly basis and save the report. This allows the employee to be able to submit it on time at the end of each month. Schedule Outlook Reminder Scheduling a recurring Outlook appointment as a reminder may help you meet deadlines. 41
46 FREQUENTLY ASKED QUESTIONS What is iexpense? iexpense is an FMS module for MCPS employees to use to submit mileage and overnight travel expenses for reimbursement. Who has access to iexpense? All MCPS employees have access to iexpense so that they can submit travel-related expenses for reimbursement. How do I log in to iexpense? Use your Outlook username and password to log in to FMS, and then choose the MCPS Internet Expense responsibility or MCPS Internet Expense for Grants. Refer to the iexpense Log in section. What qualifies for mileage reimbursements? Employees who work at more than one location or who have business at more than one MCPS location in a day will be reimbursed for travel between the locations. Further information can be found with Regulation DIE-RA titled Travel for Montgomery County Public Schools (MCPS) Purposes. What does not qualify for mileage reimbursements? Employees will not be reimbursed for mileage to activities or events that are not part of their regularly assigned duties. Employee association/union business, voluntary training, coursework for certifications, university coursework, social activities, and voluntary attendance at school events are not regularly assigned duties. Please see Regulation DIE-RA for further detail. I keep getting messages. What should I do? FMS sends a copy of notifications to Outlook . Outlook does not permit you to respond. You must log in to FMS and choose the MCPS Internet Expense responsibility. You should then open the notification from the Notification section and respond accordingly. 42
47 How do I find out the full FMS account number to process my mileage expense in FMS? Contact your immediate supervisor, principal, or director to obtain the correct account number to use. The Review or Update Expense Account Number section gives you the steps to update the FMS account number. How do I designate my principal as approver for my expense report? iexpense automatically routes expense reports to the account owner for approval. School-based staff must have their expense reports approved by their principal before the expense report is approved by the account owner. Enter the principal s name in the Approver field found in the step 1 of 4 Create Expense Report process. iexpense will electronically route the expense report to the principal. Once the principal approves it, the expense report will be routed to the account owner for final approval. What should I do when my report is rejected? Rejection will require the preparer to either delete the report or make necessary corrections and resubmit. Refer to the Report Rejected? section for detailed information. What does it mean that my report has been timed out? The Time Out warning occurs when the approver has not responded to the preparer s request within 21 business days. In this process, the expense report is routed back to the preparer to resubmit. Refer to the Time Out section. How do I add my immediate supervisor as approver? The supervisor can be edited or added under the General Expenses Preferences. The employee finds General Expenses Preferences by clicking on the Preferences link at the top of the page. How come my immediate supervisor did not get a notification message to approve my reimbursement request? The supervisor needs to be updated first under the General Expenses Preferences. Because of supervisors moving to a new location, employees should review the approver listed here at least several times a year. 43
48 You are asking for more information but I don t know where to put the information you requested? After logging into FMS and choose MCPS Internet Expense responsibility, open the Notification and enter your response in the Answer field in the Response section. Refer to the Request More Information section. If I went to a meeting from home and then return to school, how do I calculate the mileage? For employees who are assigned to more than one school or location in any work day, the mileage from their home to their first location and from their last location to home or another non-work location does not qualify for mileage reimbursement. Local travel between MCPS work locations or a local Washington metropolitan area for a meeting could qualify. I have a chaperon duty in the evening; can I get reimbursed for driving back to school? Mileage reimbursement will be made in accordance with procedures described in each unit member s appropriate negotiated agreement. The current agreement states that neither MCEA nor the Service Employees International Union (SEIU) unit members will be reimbursed for any mileage incurred to attend or participate in extracurricular activities including chaperone duties, fund-raising, and meetings, practices, and planning for ECA s. I teach in two different schools; do I get reimbursed for driving to the locations? Yes, but the normal mileage between home and the first location and the last location back to a MCPS non-work site does not qualify. How do I delete an item that was not reimbursable? Select the delete icon after opening the iexpense report. Can I duplicate my report for the future months since I teach at two schools? Yes. Select the duplicate icon from the specific mileage report on the iexpense Home page. I forgot to submit reports for the last three months; will I still get reimbursed? No. MCPS Regulation DIE-RA requires that expenses be submitted on a monthly basis. 44
49 How do I know who my approver is when I teach at three schools? Contact your immediate supervisor, principal, or director. The MapQuest mileage is almost always more than the MCPS Mileage Chart. Which one do I use? Most websites, as well as the MCPS Mileage Chart, will provide an average calculation. However, the difference in mileage should be at a minimum. 45
Creating an Expense Report from a Blank Report Form These instructions are designed for those who do NOT need a Travel Authorization. Expense Reports are required for the following reasons: Document all
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