Deltek Expense Report User Instructions

Transcription

1 To access the Expense application, follow the steps below: 1. Bring up your web browser. 2. In the address (URL) enter in 3. After the application appears enter the following at the Login screen: Login ID (Your Employee ID) Password (same as desktop password Domain is ATTAINTEPROD (this is not case-sensitive) 4. Press the button or hit your enter key. After successfully logging in, your My Desktop screen appears (unless you have changed the default in your Preferences table). There are four basic purposes for the desktop: My Tasks: shows any current workflow tasks that you need to perform. My Alerts: are informational and do not require you to do anything. My Timesheets: shows a list of your latest timesheets. My Menu: is a quick launch of screen application (not applicable to most employees). My Expense Reports Shows a list of your latest expense reports.

2 Expense Report Layout When the link is selected, you are prompted to create a new report or launch one of your existing expense reports found in your My Expense Report list. Layout The layout of your categories may be changed by clicking on the Layout dropdown option located on the right side of your expense report. The default setting is the Date Columns layout, but you may change when entering an expense report. You may select from the Category Columns, Date Columns or a Standard layouts.

3 Date Columns: Signature authority: Select the button to display the summary of charges on the current expense report and the authorized individuals to approve the Expense Report.

4 Adding a New Expense Report 1. Click on the link located in the upper right corner. If you have rights to enter or modify expense reports for other employees, you will have to select whether this is an expense for yourself or someone in your Employee Group. Otherwise, the report will default to the user.

5 2. Enter the date of the expense report and select the Expense Report Type. You may not have two different Expense Report Types on the same expense report. A trip date range, short description and purpose are also required and once saved, the Expense Report Type may not be changed. Click on the button when finished. CLIENT has the following Expense Report Types: a. Commercial To accommodate the Commercial Travel that is allowed to go over CONUS and OCONUS. b. GNA To accommodate G&A travel. c. GovCon To accommodate the CONUS and OCONUS per diem schedule for travel. d. SUB To accommodate Subcontractors CONUS and OCONUS per diem schedule for travel. 3. If you have any outstanding advances the screen will appear: Indicate if the advance should be applied to this expense report by clicking on the box. 4. Select the charge number(s) that are affected by this Expense Report. The default is Account please do not change to Account.

6 To access your charges via the lookup, click on the binoculars icon There are a number of folders to access your charge numbers: in the charge number field on the Account line. Lookup by Project Number To invoke the lookup press the binoculars in the Account field on the TS. When you click, the Account number will appear in the selection. Click the box that corresponds with your number and click. Basic Lookup- To lookup all Accounts available to you, click the button and all your Accounts will show in description order. Click the box that corresponds with your number and click. If you don t want to, you may drill down to your Account based on the folders available to you. There are at least two folders that contain Accounts which are shown when you press the binoculars: Direct Projects

7 Indirect Projects Indirect Detail Break down

8 If you have more than one Account you are charging, click the Add Charge Allocation option and determine the percentage of the allocation up to 100%. If you need to allocate by dollar amount, you will have an opportunity to change as long as all needed Account codes are entered here. Note: Once you click, you cannot change your Expense Report Type and the expense report saved with the data presently entered. Please verify your data is accurate. Click on the button when all Account codes have been entered and your have reviewed your information. You will come back to the screen below. 5. Once you complete the wizard screens, the main screen will populate the header information including report status. To access existing information, click on any of the underlined fields to drill down additional information or make changes in reference to that field.

9 The Status of the expense report is also indicated on the below screen shot. The statuses are: Draft-Expense report has not yet been submitted Submitted-Expense report has been signed Under Review-If using line level or multiple approvals, some supervisors have approved the report, but not all Approved-All supervisors have approved the report Rejected-One supervisor has rejected the report Processed-Expense report has been exported Voided-Supervisor or employee has voided the report Adding Expenses 1. Click on the link that corresponds with the category you wish to add. 2. The charge information will default in based on the settings made in the header screens. If you need to change the allocation by dollar amount, make those changes here by selecting the Amount next to the Allocate By dropdown. If you need to add an allocation, you may do so here by clicking on the icon at the bottom left of the screen. You will be directed back to the original allocation screen to enter percentages. Click once finished. 3. Continue selecting the appropriate categories until all expenses are entered. The system automatically saves information in Draft form each time the Finish icon is entered. There are differences between the Expense Types entered. For example, Meals (Gov t Per Diem) automatically calculate the expense based on the rate for the location and Commercial Meals must have the amount of the expense entered.

10 Special Topic-Government Per Diem Lodging When entering lodging using the Government Per Diem Expense Type, you will be required to separate the taxes and break out any Phone, Internet, Laundry, and/or Parking charges reflected on your lodging bill. This is done so the information defaults to the correct account charge number. Select the appropriate Lodging option from the as you did in Step One.

11 When you click, you are prompted to enter the total amount of the hotel bill. In the Expense Incurred field, enter the Daily Room Rate and Daily Taxes. Make sure the daily rates are entered in these fields, Expense will calculate based on the rate entered here. If your bill has other expenses such as parking or internet, you will be prompted to enter them in the following screen. If you have additional expenses (the Other Expenses box will have a balance. When you click, you will be prompted to identify those expenses. Select from the Misc Expense Type drop down field and enter the amount of each expense separately. Choose from Internet, Parking, Telephone, and Laundry/Tips (for Direct Only).

12 Saving and Signing Expense Reports When charges have been entered you must sign your Expense Report in order for the data to be available for approval. Expense Reports should only be signed when you are satisfied with entries made. When you press the sign button on the toolbar the sign dialog window will appear. If an Expense Reports needs to be changed after you have already saved it, simply make changes as necessary, provide an explanation when prompted, and re-sign the Expense Report. Access an Existing Expense Report 1. You may access an existing Expense Report from the My Desktop option under My Expense Reports, where your last 10 reports are listed. Simply click on the Expense Report you want to see and the header screen will default in. Click on any underlined field to see details about the expense report once the report has been accessed. 2. You may also access previous Expense Reports by selecting the option on your toolbar. This option will access a sub-screen prompting you to select an existing report by type, status, or filters of Missing Receipts, or reports that have Over Ceiling or Unallowable expenses. Check the box next to the report you want to see or the Select All option to access the report. Click on any underlined field to see details or make changes.

13 Future Hours Charging The travel dates, however may be entered in the future. Unavailable Charging If an Account needed for charging is not found in your lookup folders, please contact the Expense Admnistrator. Printing an Expense Report Select the option. Voiding an Expense Report If an Expense Report needs to be voided. Select the Expense Report and click the prompted to provide a reason for the void. You cannot alter a Voided Expense Report. option. You will be

14 For Supervisors Supervisors will receive access to the search link in the Expense Report menu. This icon will give you access to employees Expense Reports. By pressing on the search link the Expense Report Search dialog box will appear. To access an employee s expense report follow these steps. 1. Select the Function (the default is Self ). 2. Select the Group (these will appear based on the Function selected). 3. Select the Expense Report Type (the default is All). 4. Select your Filter if desired. Choose from Last Name or Expense Report ID). 5. Enter the Filter Value (first character of the last name or first few letters and numbers for Expense Report ID. 6. Enter a Special Filter. Choose from Missing Receipts, Over Ceiling, Unallowable, or Interim Signature. 7. If you want your results to include status results, choose the desired status by un-checking the boxes that correspond with statuses you do not want to see. 8. Click the Execute button. A list of the employee(s) for the Criteria selected will appear in a results list. 9. Select which employee(s) you are interested in viewing or click on the Select All button. 10. Click the OK button to load the employee(s) expense report(s).

15 Once the expense reports are loaded you are able to view and approve, or reject an employee timesheet. To approve an employee expense reports follow these steps: 1. When viewing the expense report check the charge code and amount charged for accuracy (only expense reports that have been submitted can be approved) 2. Press the Approval icon. The current expense report is then approved and the next one is loaded. To reject an employee timesheet follow these steps: 1. When viewing the employee timesheet check the charge code and amount charged for accuracy (only expense reports that have been submitted can be approved). 2. Press the Reject icon. The current expense report is then rejected and the one is loaded 3. The employee will receive a task notification under My Tasks to correct the report.