Banner Travel and Expense Module Initial Approver User Guide

Transcription

1 October 2014 Banner Travel and Expense Module Initial Approver User Guide Oregon State University Business Affairs FA&A

2 Table of Contents Workflow Overview... 2 Accessing Workflow... 2 Worklist Overview... 3 User Information... 4 Add Proxy... 5 Remove Proxy... 7 Authorization/Expense Report Approvals... 8 Advance Request Approvals Appendix A Review Checklists General Approval Criteria Advance Specific Approval Criteria

3 Workflow Overview Banner Travel and Expense Module (TEM) allows travelers, or a delegate on behalf of the traveler, to create and submit travel authorization and expense reimbursements. The report is then sent for review by several approvers using Banner Workflow. The initial business center approver uses Workflow to determine the completeness of the report and the appropriateness of the expenses before selecting and sending the report on to the budget authority for the employee. For more details on allowable expenses, see the complete travel policy in the Financial Operations (FIS) Manual, section 411 at Accessing Workflow To access Workflow, select the link on the Banner Login page at Login to Workflow with your ONID username and password: 2

4 Worklist Overview When you log in, you will be on the Worklist page where you can see any pending approvals and the Workflow navigation menus: A. Worklist link: navigate back to the Worklist page. B. Workflow Status Search: search for the status of a Workflow document. C. Workflow Alerts: displays notifications for any workflows with errors. Typically only workflow administrators will see messages displayed. D. My Processes: if you have access to additional Workflow processes you will see them listed here. E. User Information: access details of your Banner Workflow user access. You can also set up a Proxy on this page. F. Change Password: this link is disabled in Banner Workflow. G. Worklist: list of TEM documents that are waiting for approval. Types include Authorization Approval, Authorization and Advance (AuthAndAdv) Approval, and Reimbursement Approval. H. Logoff: logoff Banner Workflow. I. Help: access Banner Workflow help. J. Worklist navigation: navigate to the different pages of the worklist. K. Show Reserved Items: shows worklist items that you have reserved. Reserved items show on your worklist only. L. Top: navigate back to the top of the Worklist page. Note: you will see the navigation menu on the left (items A-F above) on all pages of Workflow. 3

5 User Information On the user information page you can see the details of your user profile, change notification options, and add a proxy, or delegate, to your role. A. User details: your logon id, name, , and effective dates. These fields cannot be changed. B. Notifications: the default for notifications from Workflow is no. You can change your notification preference using the drop down list. C. Save User Profile: save any changes made to the user information page. D. Reset: undo any changes made to the user information page. E. My Roles: your roles within Workflow. If available for the role, you can add a proxy. See the Add Proxy section for more details. F. My Proxies: any users set up as a proxy for you will be listed. G. I am a Proxy For: if any users have set you up as a proxy for their roles, you will see those listed here. 4

6 Add Proxy Proxies are used to ensure coverage if you will be out of the office or unavailable to process approvals. Users must be set up with the same role as you before you can select them as a proxy. 1. From the User Information page, select Add Proxy next to the appropriate role: 2. On the Proxy Details page, select the ONID user id of the person you would like to add as your proxy from the User drop down list: Note: if you do not know the ONID id, use the Find user login search on the left. 3. Enter the effective dates for the Proxy role, use the button for calendar selection: 5

7 4. Check the Non-Confidential box then click Save: The proxy and effective dates will be listed on your User Information page: 6

8 Remove Proxy A proxy s access will automatically end on the End Effective Date selected when setting up the proxy. However, if you need to end the access earlier, you can delete it in Workflow. On the User Information Page, check the box next to the proxy you would like to remove then click Delete Selected Proxies: Select OK on the confirmation window: 7

9 Authorization/Expense Report Approvals The process for approving an authorization or expense report is the same. If an advance is requested, there are additional options. See the Advance Request Approvals section for details. The Worklist Activity description for an Expense report is ReimbursementApproval; for an Authorization report it is AuthorizationApproval. 1. From the Worklist page, click on the report you would like to review: 2. The Travel and Expense Approval page will have a summary of the authorization/expense report. You will need to click on the Travel & Expense Page link to review the report details before determining your approval action: 8

10 3. The report will open in Banner TEM this is a simplified version of TEM that will only open the report you are reviewing. If you have not logged in to TEM yet, you will be prompted to log in with your ONID username and password before the report will open. Review all of the pages of the report to determine if the report can be approved or needs to be sent back for correction before submitting to the Budget Authority: See Appendix A for a checklist of items to review in Banner TEM. 9

11 4. Once you have reviewed the report details, close the window to return to the Workflow page and determine whether to Approve, Return for Correction, or Deny the report: Approve the Report: Use this option if the report is complete and can be sent to the next approval level. a. Select Approve in the Approval Status field b. Enter comments, if any, needed for the next approval levels (e.g., Budget Authority, etc.) c. Select ACH Override options (reimbursement only) Yes will override direct deposit and generate a check. d. If a check is generated and the check should not be mailed to the address on file for the traveler, enter the name and number of the person authorized to pick up the check. e. Select the Budget Authority for the Organization listed from the drop down list. f. Choose Complete to send the report on to the next level of approval. Note: Save & Close will save the changes made so far and close the Workflow item but it will NOT complete the approval. The item will remain in your Worklist. 10

12 Return for Correction: Use this option if the report is missing items and the traveler needs to add details before it can be approved. a. Select Return for Correction in the Approval Status field. b. Enter comments for the traveler so they know what needs to be corrected before the report can be approved. c. Choose Complete to send the report back to the traveler. Note: if a delegate entered the report for the traveler, they will also receive the returned for correction with the comments entered. 11

13 Deny: ONLY use this option if the report was entered in error or the reimbursement needs to be canceled for some other reason. If Deny is selected the traveler cannot make any corrections, they will need to create a new report. a. Select Deny (Reimbursement will be canceled) in the Approval Status field. b. Enter comments for the traveler so they know why the reimbursement was denied. c. Choose Complete to cancel the report and send an to the traveler. Note: if a delegate entered the report for the traveler, they will also receive the denied with the comments entered. 5. Once you have approved, returned for correction, or denied the report you will return to the Worklist window: 12

14 Advance Request Approvals Advances can only be requested before the travel occurs, either with an Authorization report or after the Authorization report has been approved. If the Authorization report has been approved, only the final approver and the advance approver will be able to approve/deny the request. If an advance is requested with the Authorization report, the Activity description in the Worklist will be AuthAndAdvApproval. You will need to review the Authorization report as described above in the Authorization/Expense Report Approvals section, steps 2-3. See Appendix A for a checklist of what to review. Once you have reviewed the report, return to Workflow to make your approval selections: 13

15 a. Select the Approval Status: i. Approve Authorization and Advance select to approve both the report and the advance requested. ii. Approve Authorization and Deny Advance (Advance will be canceled) select to approve the report but not the advance. The advance request will be canceled with this option. iii. Return Authorization for Correction select if corrections need to be made to the report before it can be approved. Be sure to include comments to the traveler if this option is selected. iv. Deny (Both Authorization and Advance will be canceled) select this option ONLY if the report was entered in error or needs to be canceled for some other reason. The traveler will not be able to make corrections and will have to create a new authorization report in Banner TEM. b. Enter comments, if any, needed for the next approval levels (e.g., Budget Authority, etc.) or the traveler (if returned for correction or denied) Items c-e are only required if the report and/or advance are approved. c. Select ACH Override options (if approving the advance) Yes will override direct deposit and generate a check. d. If a check is generated and the check should not be mailed to the address on file for the traveler, enter the name and number of the person authorized to pick up the check. e. Select the Budget Authority for the Organization listed from the drop down list. f. Choose Complete to send the report on to the next level of approval. Note: Save & Close will save the changes made so far and close the Workflow item but it will NOT complete the approval. The item will remain in your Worklist 14

16 Appendix A Review Checklists General Approval Criteria Review Item 1. Do the expenses have a clear business purpose? Does the trip description field include the business purpose and enough detail? 2. Think who, what, when, where, why. 3. Does the travel itinerary clearly display the dates and times of travel? Are the per diem rates (meals/incidentals, lodging, private vehicle mileage, etc.) 4. appropriate for the travel? 5. Are there any exceptions? Are they substantially supported? 6 Does the funding have valid FOPAL elements (e.g., index, account, activity)? Is proper documentation attached? E.g., valid receipts showing proof of payment 7. by traveler, currency conversions, exceptions document (i.e., conference details). 8. Are expense line items valid reimbursable expenses per OSU FIS policy 411? 9. Has the travel been completed? Advance Specific Approval Criteria Review Item 1. Does the advance request comply with FIS policy for travel advances? 2. Is the employee eligible to receive an advance? 3. How will the employee receive the advance funds? If check instead of direct deposit, was ACH override selected in Workflow? Yes No Yes No 15