FINANCIALS Procurement Other Self Service: Travel Authorizations, Expense Reimbursement Requests and Approvals FIN-PRO-003

Transcription

1 FINANCIALS Procurement Other Self Service: Travel Authorizations, Expense Reimbursement Requests and Approvals FIN-PRO-003

2 Course Overview Travel Authorizations Expense Reports Approvals Travel Authorization Support and Submit Travel Request Confirm Business Purpose, Encumber Budget Expense Report Actual Cost, Attach Receipts Confirm Business Purpose, Valid Budget, and Adherence to CUNY Policies and Procedures Approvals

3 Staff That Travel On Behalf Of CUNY Travel Authorizations Expense Reports Approvals Topics: Self Service for Travel Authorizations Expense Roles and Responsibilities in CUNYfirst Travel Authorization Process Set-up Security and Expense Profiles, Proxies Creating, Modifying and Submitting a Travel Authorization Deleting an Unused Travel Authorization Cancelling an Unused Travel Authorization to Release Funds Viewing Travel Authorizations

4 Self Service - Travel and Expenses Employee Self Service Travel Authorizations Expense Reports Travel Related Other Expenses Manager Self Service Approve Travel Authorizations Approve Expense Reports

5 Expenses Roles and Responsibilities Role Vendor Entry Travel and Expense Administrator Employee Approver Employee Supervisor Level 1 & 2 Budget Approvers Payment Processor Responsibilities Add/Update Vendor file Add/Update employee data Create, modify and manage Travel Authorizations and Expense Reports Budget check Confirm Department ChartField Confirm support documentation attached Consistent with CUNY policy and procedures Prepares payments for City and State interfaces

6 Expenses Process Workflow

7 Expenses Travel Authorization 2.01 Process Travel Authorizations Employee or Travel and Expense Proxy Need for Travel Authorization is determined Travel Authorization is Entered in CUNYfirst Modify Travel Authorization Scan and Attach Supporting Documentation Travel Authorization is submitted for approval Travel and Expense Approver(s) Process Expense Reports Yes Travel Authorization is budget checked Approve Travel Authorization? Employee: Support and Submit Request Yes No Update Travel Authorization as required Review Travel Authorization and supporting documentation Approver/s: Review and Approve or Send Back

8 Travel Authorization Components View Expense User Profile Default Budget Department Approval Supervisor Employee Self Service > Travel and Expense Center > Travel Authorization

9 Understanding Travel Authorizations Manage pre-trip approval and encumber (set aside) budget Required for out-of-town travel Travel dates must be in the future Employee: Enter projected costs Attach support documentation

10 Expenses Set-Up 1.Security Access to Components 2.Default Department Budget Approval Route Supervisor Department Approver Level 1 and 2 3.Expense Users in State/City Vendor file For reimbursements

11 Create a Travel Authorization Prepare support documentation Dates and amounts Examples Conference registration, airline ticket quote, hotel rates From an existing Travel Authorization Copy header and line information Copy in one or more expense lines As needed, modify copied details

12 Create Travel Authorization Employee Self-Service > Travel and Expense Center > Travel Authorization > Create

13 General Information Section (1 of 3) Required fields: Description identify travel Comment freeform text of trip purpose Business Purpose select reason Location one destination Travel Dates Attachments link all support documentation Accounting Defaults link all expense lines

14 Details Section (2 of 3) Required fields: Expense Type Date Amount whole dollars Match Payment Type and Billing Type Detail link

15 Expense Types Begin with: 1 1 Subscriptions Non PSC Non PSC Train Ticket PSC PSC Train Ticket Same categories for Non PSC or PSC Inform Proxy to use PSC or Non PSC

16 Payment Types CUNY Card Card issuer paid directly (Executive Level) Empl Paid Using own funds, i.e., Mileage Employee reimbursed when guidelines met Non-reimbursable i.e., Employee agrees to pay half

17 Travel Authorization: Line Detail Additional fields based on Expense Type Accounting Detail link

18 Travel Authorization: Accounting Detail Expense Type determines Account Default Dept may be changed for a line More than one department, add expense line, not Add Chartfield Line

19 Finalize (3 of 3) Check for Errors validate all Expense lines Save for Later add or change lines later or defer submission, Travel Authorization ID assigned Submit commence Approval Route

20 Procurement Other Self Service UPK Go to these UPK topics to practice Create Travel Authorization Modify Travel Authorization Submit Travel Authorization

21 Delete, Cancel, View Travel Authorization Delete Before Approval When no longer needed To start over rather than modify i.e., when Approver Sends Back View Travel Authorization Monitor Approval progress Cancel After Approval and before associated with Expense Report Encumbered funds are released Follow by Delete

22 Procurement Other Self Service UPK Go to these UPK topics to practice Delete Travel Authorization Cancel Travel Authorization View Travel Authorization

23 Staff That Incur Expenses on Behalf of CUNY Travel Authorizations Expense Reports Approvals Topics: Self Service for Expense Reports Expense Report Process Travel Authorizations and Expense Reports Documenting Who Pays for Which Expense Creating, Modifying and Submitting an Expense Report Expense Report Approval Deleting an Unused Expense Report Viewing Expense Reports

24 Expenses Components Employee Self Service > Travel and Expense Center > Expense Report

25 Expenses Expense Report 2.02 Process Expense Reports Employee or Travel and Expense Proxy Travel is completed or other expense is incurred Expense Report is entered in CUNYfirst by copying from a Travel Authorization or entering from scratch Modify Expense Report Scan and attach receipts and other supporting documentation Expense Report is submitted for approval Travel and Expense Approver(s) Process Expense Payments Expense Report is budget checked Approve Expense Report? Employee: Actual costs with Receipts Yes Review Expense Report and supporting documentation Approver/s: Review and Approve or Send Back No Update Expense Report as required

26 Understanding Expense Reports A Travel Authorization may be associated with one Expense Report Relieves encumbered funds One location per Expense Report One accounting distribution per expense Split lines if more than one Department Separate Expense Reports when more than one Institution (GL Unit)

27 Understanding Expense Reports Employee creates Expense Report Enter actual costs Upload all Travel Authorization support documentation Upload all scanned receipts Approval Route Supervisor Department Level 2 Approver Some, not all, GL Units PrePay Auditor

28 Navigation Create Expense Report Employee Self-Service > Travel and Expense Center > Expense Report > Create

29 Add/Update Expense Report Select A Travel Authorization and then click GO Select button of Travel Authorization Valid Budget Check Completed Approval Route

30 Add/Update Expense Report See Travel Authorization Upload support documentation and scanned receipts Add lines

31 Prepare Receipts for Attachment 1. Sort receipts by Date and then Expense Type 2. Affix receipts in order on Letter Size paper 3. On top of each page Write meaningful file name Write description of file for entry in CUNYfirst 4. Next to each receipt on page legibly PRINT Expense Type Date Amount in dollars and cents Payment Type CUNY, Empl or Non-reimbursable 5. Scan page 6. Place files for upload in a folder on your computer

32 Add/Update Attachments Upload Travel Authorization support documentation Scan and upload receipt for every expense line Various file formats -.jpg,.pdf,.docx, etc. Enter description for each attachment When all attachments are uploaded, click OK

33 Submit for Approval Check for Errors to validate all Expense lines Save for Later to add, change or defer submission Submit button to commence Approval Route

34 Procurement Other Self Service UPK Go to these UPK topics to practice Create Expense Report Modify Expense Report Submit Expense Report

35 Delete, View Expense Report Delete Expense Report When no longer needed To start over rather than modify i.e., when Approver Sends Back View Expense Report Monitor Approval Progress

36 Procurement Other Self Service UPK Go to these UPK topics to practice Delete Expense Report View Expense Report

37 Travel and Expense Approvers Travel Authorizations Topics: Expense Reports Approval Levels for Travel Authorizations Review Travel Authorization/Record Decision Approval Levels for Expense Reports Review Expense Report/Record Decision Approvals

38 Knowing Approval Is Needed Travel Authorizations and Expense Reports Routed

39 Expense Approvals Approvals have multiple levels Approver is notified by On WorkList, select link Budget Status must be Valid Budget Check is run in batch every 60 minutes weekdays Option for Approver to run manually Travel Authorizations must be approved before Travel Date

40 Travel Authorization Approvals Supervisor Department Level 1 and Department Level 2 Meets a Business Purpose Correct Department ChartField Valid Budget Status Support Documentation Attached Correct Department ChartField Valid Budget Status Support Documentation Attached

41 Travel and Expense Approvals Notified Approvals can be accessed through: 1.WorkList Displays From Name, Transaction ID, and direct link to transaction approval page 2.Manager Self Service Displays all available Travel Authorizations and Expense Reports for approval Additional tabs and filters

42 Understanding Approvals: WorkList Work List Filters to view only Travel and Expense Approvals In Link column, select Travel Authorization or Expense Report to review for approval

43 Approve Travel Authorization (1 of 2) Attachments link All at header (#) number of attachments Support documentation Accounting Defaults link Department ChartField All lines Expense Type link Details

44 Approve Travel Authorization (2 of 2) Budget Status must be Valid Budget Check run in batch every 60 minutes on weekdays Approver comments viewed by Employee and other Approver/s Send Back to notify Employee and Proxy of required changes Approve button to approve

45 Procurement Other Self Service UPK Go to these UPK topics to practice Approve Travel Authorization

46 Expense Report Approvals Supervisor Department Level 2 and PrePay Auditor Valid Budget Status Attached Receipts related to Business Purpose Follows CUNY policy and procedure Optionally, modify Expense Report Allocated to correct General Ledger Account Codes

47 Approve Expense Report View attachments If changes are needed, Prepay Auditor (AP Approver) may either: Send Back the Expense Report with comments to guide the Employee or Proxy to compliance Modify the Expense Report as needed

48 Approve Expense Report Click link to view Details Ensure Payment Type and Billing Type match Description of expense Access to Accounting Details link ChartFields for this line

49 Approve Expense Report Pending Actions and Action History sections display approval history Comments section displays all Approver comments Reimbursement process is unchanged Direct Deposit Independent of Payroll

50 Procurement Other Self Service UPK Go to these UPK topics to practice Approve Expense Report Review Approval History

51 Course Review Travel Authorizations Expense Reports Approvals Travel Authorization Support and Submit Travel Request Confirm Business Purpose, Encumber Budget Expense Report Actual Cost, Attach Receipts Confirm Business Purpose, Valid Budget, and Adherence to CUNY Policies and Procedures Approvals