EMPLOYEE EXPENSE ENTRY GUIDE (EMPLOYEE ONLY)

Transcription

1 EMPLOYEE EXPENSE ENTRY GUIDE (EMPLOYEE ONLY) 1

2 Contents 1- Introduction Login Initial Homepage Icons Expense Report Icons, Entering New Expense Report

3 1- Introduction to Time & Expense Welcome to the Expense Entry Guide. Deltek Time & Expense is a web-based software company that provides timesheet and expense management software for automating employee time tracking, project time tracking, and expense tracking. This guide will provide instructions on how to enter expense to specific Direct projects as well as Indirect charges such as Overhead, G&A, B&P and Leave. 3

4 2- Login Use the same credentials that you were previously provided with your new password. The Domain will be B2BWORKFORCE. Click on the Login icon. The Deltek Time & Expense Login page can be accessed at the following address (see below screen shot): 4

5 3- Initial Homepage Icons = Will display on upper left corner of the Screen = My Desktop System has been configured to display up to 5 Timesheets & Expense Reports for the employee = Within this icon you will be able to input and review Timesheets = Within this icon you will be able to input and review Expense Reports 5

6 4- Expense Report Icons = Click to open a blank expense report = Click to open previous expense reports = Click to print the expense report. = Click to submit the completed expense report for approval. A series of validations occur depending on your system settings. = This section contains the three tabs; Purpose, Location(s) and Default Charge(s). = This section will allow you to select the Claimed Expenses to add the individual expenses that will be charged against the expense report. = After you initially create the expense report, the Supporting Schedules section displays information such as the default charge allocation. Additional supporting schedules become available as they are added. = Displays the Status of the expense report based on system setup 6

7 5- Entering New Expense Report To create a new expense report and enter expense data, complete the following steps: 1. In the Expense module, click Record Expenses >> Expense Report on the main menu. 2. On the Expense Report Welcome page, click Create 3. After you click Create, three tabs will display: a. Purpose = Complete fields and options i. Expense Report Date: Will default to current date ii. Employee: Will default based on login information iii. Expense Report Type: There will be 3 options available to the employee based on the category the employee have been assigned. You must select one so the appropriate expense format displays. 1. Indirect Employees a. Indirect Other Expenses Non-Travel Expenses 7

8 b. Indirect Travel CONUS Travel Expenses within the United States c. Indirect Travel OCONUS Travel Expenses outside the United States 2. Direct Employees a. Direct Other Expenses Non-Travel Expenses b. Direct Travel CONUS Travel Expenses within the United States c. Direct Travel OCONUS Travel Expenses outside the United States iv. Short Description - Provide a brief description of expense report v. From MM/DD/YYYY First Day of Trip vi. To MM/DD/YYYY Last Day of Trip This will only appear if your using an Expense Report Type pertaining to TRAVEL vii. Purpose More detail description of the Expense Report viii. Click on the Continue to move to the next screen b. Location(s) = (Will only appear if the Expense Report is related to TRAVEL) You will have the option to select various location if applicable. Complete fields and options i. Click on New Location icon ii. Fill in the following fields: 1. Description Brief description of the location, you can leave blank and it will default based on the State you select 8

9 2. Comment Field available but optional 3. Associated Per Diem Location Fill in the option available as the system will then determine based on the date of the trip what the per diem is for meals and lodging when selecting those individual charges. iii. Click on New Location if you have additional locations iv. Click Save v. Review information entered then Click on Continue c. Default Charge = Complete fields and options i. Input the Charge number in the Charge field or ii. Click on the magnifying glass in the Charge field 9

10 iii. Click on the plus sign Description within the Federal Charge Tree iv. Click on the plus sign of the Charge/Branch Description of the Project you want to choose from 10

11 v. Put a check mark on the first box within the Charge you want to select, then Click on the Add to Expense Report icon vi. You can repeat the above steps if you need to charge to more than one Project. The Total Default Allocation % must total 100% within all of the charges selected. vii. Click Create once you are finish assigning charges Once you are done you will default to the Claimed Expenses screen: At this point the Expense Report header has been created and the system has assigned an Expense Report Number. You can leave the screen and return later to populate the Expense line or continue with your Expense Report. 11

12 1. Click on Add Expense the Drop down list of all the expense will be displayed based on the Expense Report Type selected (see example): 2. Select the Expense Type you want to use. This symbol will provide you additional options within that category 3. Once you select the Expense Type it will provide you with additional information needed based on that Expense Type. Keep in mind that each Expense Type has its own options needed. 4. The above example is Expense Type Airfare/Train which will have various options to select. The Header option will display the additional screens it will be providing: 12

13 5. One of the screen is the Charge Allocation which will display the Charge Type field in some cases it will display various options: 6. Select the Correct Charge Type based on your cost 7. Click Save one you have selected 8. Another example of Expense Type is Per Diem, this will display the dates based on the expense report. 9. Select Per Diem Meal Indirect and continue with the option screen which the below one will be a Meal breakdown by day by meal. You will need to select Select All icon which will put check marks on all fields 13

14 You can click on Recalculate and the system will provide you with the amount of the Per Diem, then Click Continue 10. Select the appropriate Charge Type for the Per Diem, then click on the Save icon 11. You can continue to charge to different Expense Types based on your expenses. Remember each Expense Type will have its own criteria to complete. Complete all of the fields requested. If you try to continue or save a record and items are left blank the system will provide you with the appropriate action. 12. Once you have completed your expenses you are ready to Submit for approval. 13. Click on the Submit icon 14

15 14. There will be two action items that must be done: 1. The Expense Types that require receipts will be displayed and you will need to put a check mark to identify if you have the receipt or not. This must be done for all items displayed. 2. You will need to sign your Expense Report by using your Password. A box will appear so you can print out the expense report. 15. The final Step will be to scan as a pdf all of the receipts with the cover sheet being the Expense Report. 1. Navigate to the Workflow Status option 2. Look for the Employee Task called ATTACHED 3. Scroll over to the Action Column 4. Click on the Paper clip icon 5. You will need to fill in: i. Description = Type in the Expense Report Number (i.e. ER ) 15

16 ii. Click on the Browse Receipts to navigate where you saved the iii. The Select icon will auto-populate with a check mark iv. Click Submit icon v. If you navigate to the Employee Attach Status you should now see a check mark which indicates that all your steps are completed 16