Finance Office. iexpenses Guide

Transcription

1 Finance Office iexpenses Guide

2 About this Guide This user guide is intended for use by registered users of the iexpenses system and covers all the processes required to use iexpenses, the University s online expense system. It can be used as a reference guide during and after training. Using this Guide To find what you are looking for please refer to the Contents Page. To jump to a section you wish to review simply hover over the item located on the Contents Page and, while pressing Ctrl, click on the item. You should then be taken to the appropriate section. This guide should be used in conjunction with the other guidance including: Finance s Expenses Manual. This can be found on the Finance Office website under Publications : We hope that you will find this document useful. If you have any comments, questions or suggestions please accountspayable@gcu.ac.uk Glasgow Caledonian University iexpenses Guide 2

3 About this Guide... 2 Using this Guide... 2 INTRODUCTION... 5 WHAT THIS GUIDE WILL COVER?... 6 Raising a standard expense claim... 6 Raising a mileage-only claim... 6 Changing the default Cost Centre... 6 Charging an Expense Claim to a Project Account... 6 Assigning a claim to a different approver... 6 Searching for the Status of a Claim... 6 Editing a Returned Claim... 7 Withdrawing a Claim... 7 Approving a Claim... 7 Rejecting a Claim... 7 Requesting more information on a Claim... 7 Receipt Handling... 7 Reconciling Corporate Credit Card Transactions... 7 Disputing Corporate Credit Card Transactions... 7 ROLES & RESPONSIBILITIES... 9 Claimant... 9 Approver... 9 Auditor... 9 Systems Administrator... 9 GETTING STARTED IN IEXPENSES Glasgow Caledonian University iexpenses Guide 3

4 Logging into iexpenses Changing Your Password Forgotten Password Oracle E-Business Suite Home Page iexpenses Homepage RAISING EXPENSE CLAIMS Standard Expense Claim Raising a Mileage-Only Expense Claim Changing the Default Cost Centre Charging an Expense Claim to a Project Account Assigning a claim to a different approver Withdrawing a claim SEARCHING FOR THE STATUS OF A CLAIM EDITING A RETURNED CLAIM APPROVAL Approving a claim Rejecting a claim CREDIT CARD TRANSACTIONS Reconciling VISA transactions Reconciling Currency Taken out on Visa Card Disputing VISA transactions OUT OF OFFICE Glasgow Caledonian University iexpenses Guide 4

5 Introduction What is iexpenses? iexpenses is an online expenses system that is part of the Oracle E-Business suite which uses information available from the Finance system, Oracle Financials and the HR system, Oracle HRMS to process expense claims. The system will allow users to input not only their personal expense claims online but will also allow corporate credit card holders to reconcile their Visa cards online. Why are Glasgow Caledonian University implementing iexpenses? Glasgow Caledonian University are implementing iexpenses to streamline the process for claiming back personal expenses incurred when on University business and to also manage the University s corporate credit cards. iexpenses allows claims to be entered, approved, received at Accounts Payable and paid in a timelier manner than the paper-based process. Glasgow Caledonian University iexpenses Guide 5

6 What This Guide Will Cover? This guide will provide users of iexpenses with the knowledge required to submit their expenses online, and can be used as a reference guide during and after training. The main topics covered are: Raising a standard expense claim Entering an expense claim through iexpenses should follow the University s Expenses Policy. All claims should be entered in GBP. If you have an expense incurred in another currency please use the currency rate at which you got the currency at to convert the amount to GBP. If this is not available please use Raising a mileage-only claim Mileage only claims do not require receipts to be returned to Accounts Payable. These claims once approved should be paid quickly as no further documentation is required. Mileage claims should always state where the journey began, an address or postcode would suffice and where the journey ended. Stating HOME as where the journey started or ended is not meaningful enough as this location could be anywhere. Where possible always give as much information as possible. Changing the default Cost Centre A cost centre is defaulted to each claim from information held by HR. If you are charging your claim to a different cost centre then iexpenses will allow you to do this however you will then be required to enter the specified approver for that cost centre. This should normally be the Head of Department. Charging an Expense Claim to a Project Account Although a cost centre is defaulted to each claim a project code can be added however this project code needs to be attached to the default cost centre. If the project code is not attached to this cost centre then the default cost centre should be changed. It should be noted however that even if a claim is coded to a project account it will still be required to be approved by your line manager not the project account holder. Assigning a claim to a different approver If you know that your default approver i.e. your line manager is unavailable to approve your claim then you can choose to assign a different approver. Your default approver will still receive a notification to say that the claim has gone to another approver to approve. The person who you choose to approve the claim must be an authorised approver otherwise the claim will go up the chain. Searching for the Status of a Claim At any time you can search for the status of a claim that has been submitted. This will tell you at what stage the claim is at, whether awaiting approval by your line manager, awaiting receipts by Accounts Payable or awaiting payment. Glasgow Caledonian University iexpenses Guide 6

7 Editing a Returned Claim Claims can be returned to you by either your approver or Accounts Payable to provide more information or make a change to the claim. Withdrawing a Claim Claims can be withdrawn at any time after they have been submitted for approval up to the point that Accounts Payable complete the claim by marking the receipts as having been received or completing any audit on the claim. Approving a Claim Expense claims will only be sent for approval to your line manager. This information is taken from information held on your employee record by HR. Only line managers with the appropriate approval authorisation as set out in the Scheme of Delegation will have access to approve claims, if not they will be submitted to the next manager above in the Scheme of Delegation with the appropriate authorisation. Rejecting a Claim Claims can be rejected if you are in any way unhappy to approve an order sent to you for approval (if you have sufficient approval rights). Claims can also be rejected by Accounts Payable if they feel that the claim does not adhere to the Expenses Policy. Requesting more information on a Claim Claims can be sent back to a claimant for more information by either an approver or Accounts Payable. This does not mean that the claim has been rejected just that they need more clarification on the claim that has been submitted. For example, the details of the attendees have not been entered in a claim for hospitality with non-staff members etc. Receipt Handling Receipts will be required to be submitted to Accounts Payable before payment of the claim can be made. Failure to submit receipts for claims with the exception of mileage-only claims will result in payment of the claim being withheld. Reconciling Corporate Credit Card Transactions Corporate Visa card holders reconcile their transactions through iexpenses. The transactions are available from the previous day. Transactions should be reconciled as soon as possible; there is no longer a requirement to do this on a monthly basis. Transactions outstanding for more than 14 days will be required to be reconciled before any personal expense claims can be submitted for reimbursement. Disputing Corporate Credit Card Transactions If a transaction appears in iexpenses that you are not aware of or the price is greater than the supplier quoted, the supplier should be contacted in the first instance to query the transaction. If you are unable to resolve the matter with the supplier, you should forward the details to the VISA Card Administrator who will raise a query with RBS and assist in the dispute until the matter is resolved. The item should be marked as disputed in iexpenses. Following a resolution to the query, Glasgow Caledonian University iexpenses Guide 7

8 the transaction should be taken off dispute and reconciled as normal. Glasgow Caledonian University iexpenses Guide 8

9 Roles & Responsibilities Within iexpenses, different users have different roles and responsibilities within the organisation. To handle this, each user is assigned a role. The role determines what actions and activities the user can perform in iexpenses. Claimant A claimant is responsible for entering their claims on the system. Only staff members can be claimants as information regarding approvals are held against their employee record in HR. Once the claim has been raised it must be approved by an Approver. Approver The approver is responsible for allowing the claim to be authorised and sent to Accounts Payable for payment. If the approver is unhappy with any aspect of the claim then they can reject the claim which is then subsequently returned to the claimant or they can request more information which means the claim isn t rejected but requires clarification. Auditor An auditor is a member of the Accounts Payable team who will perform a random audit on a selection of claims selected by the system. Auditors will also audit claims which are flagged as having policy violations i.e. they don t meet the expense policies for that type of claim. Systems Administrator The Systems Administrator is responsible for the iexpenses system and deals with tasks such as setting up new users, maintaining the interface between iexpenses & Oracle Financials and controlling the overall configuration of the system. Glasgow Caledonian University iexpenses Guide 9

10 Getting Started in iexpenses Logging into iexpenses To log into iexpenses, open Internet Explorer and enter the following address Enter your normal Single-Sign On username i.e. the one you use to log into your computer If you are currently a user of the Discoverer Reporting system, your password for iexpenses will be the same. Glasgow Caledonian University iexpenses Guide 10

11 Changing Your Password To change your password, log in using your current password. Click on the Preferences link at the right hand side of the page Click on the Change Password link Glasgow Caledonian University iexpenses Guide 11

12 Enter your current password in the Old Password field Enter a new password in the New Password and Confirm New Password fields Click the Submit button The following screen will be displayed confirming that your password has been changed Glasgow Caledonian University iexpenses Guide 12

13 Click on the Done button to return to the Preferences screen Click on the Home link at the top right hand corner of the screen to return to the Home Page Glasgow Caledonian University iexpenses Guide 13

14 Forgotten Password If you have forgotten your password, a link is provided on the login page to allow you to reset it. From the main login page, select the Forgot your password link. Enter your User Name in the User Name field Click on the Submit button Glasgow Caledonian University iexpenses Guide 14

15 A confirmation message will be displayed saying : As a security measure, a confirmation has now been sent to your GCU account. On confirmation of your account details, a new password will be generated and ed to you. You can now close this window. The system will then you with a link to click to reset your password Click on the link from within the . A webpage will open up with the following message A randomly generated password has been created and ed to your GCU account. You can now close this window. A system generated password will then be sent to your address. You should use this password to login then change your password as detailed in the previous page of this guide. If you have any problems resetting your Oracle password please contact Information Services on ithelp@gcu.ac.uk Glasgow Caledonian University iexpenses Guide 15

16 Oracle E-Business Suite Home Page Once you have successfully logged into the system, the following homepage will be displayed. This is the same page that is available when accessing Discoverer Financials. From within the Navigator section of the screen, select the responsibility GCU Internet Expenses to access iexpenses itself. Glasgow Caledonian University iexpenses Guide 16

17 iexpenses Homepage Once in iexpenses the homepage is as follows: Links at the top right hand side of the page BUTTON Contact Us Expenses Policy Home Logout Preferences DEFINITION This link allows you to send an through Outlook to the Accounts Payable team This link allows you to download the current Expenses Policy This will take you to the main Oracle E-Business Suite homepage Ends your session This takes you to the screen to change your password Glasgow Caledonian University iexpenses Guide 17

18 Diagnostics This link can be ignored as is a standard link that Information Services use to check any issues with a session The Application Toolbar allows quick navigation to functions related to the checking the status of claims. This bar is visible throughout all pages on iexpenses. Link Expense Home Expense Reports Access Authorizations DEFINITION This link takes you to the iexpenses Homepage This takes you to a screen to allow you to search all expense claims that you have entered in the system This link takes you to a page that details who has given you permission to order on their behalf, please note that this should only be used by Executive members & their PAs Glasgow Caledonian University iexpenses Guide 18

19 Payments Search This links takes you to a page that allows you to search for details of what expense claims have been paid in the past. The Track Submitted Expense Reports allows you to track any claims you have submitted in the last 30 days. It shows a summary of the name of the person claiming the claim number the date the claim was submitted what stage the claim is at e.g. Pending Manger s Approval, Pending Payables Approval, Ready for Payment etc. The last activity date on the claim e.g. the last time it was actioned Who the current approver is (if applicable) The status of the receipts The total amount of the claim Glasgow Caledonian University iexpenses Guide 19

20 The purpose of the claim Options to duplicate the claim or withdraw it Only the first 5 claims will be shown on the homepage, clicking the Next link at the top right of this section to display more claims from the last 30 days. The Update Expense Reports section displays any claims that have been returned to you by either your approver or by the Accounts Payable team, or claims that you have started to enter but have not completed and submitted for approval. These claims require action to be taken to complete them before resubmitting them for approval. The Update link allows you to access the claim to update it. This takes you into the same screens as mentioned below in the section Raising a Standard Expense Claim. Glasgow Caledonian University iexpenses Guide 20

21 The Notifications section of the homepage will display any open notifications that have been sent to you by the system. Notifications that will be displayed here will include whether your approver has approved the claim, whether Accounts Payables have received your receipts etc. Glasgow Caledonian University iexpenses Guide 21

22 Raising Expense Claims Standard Expense Claim Entering an expense claim through iexpenses should follow the university s Expenses Policy. All claims should be entered in GBP. If you have an expense incurred in another currency please use to convert the amount to GBP if the exchange rate that you got the currency at is unavailable. To begin entering a claim click on the Create Expense Report button at the top right hand side of the page There is a bar that runs along the top of the screen which shows you at which stage in the claim you are at. You need to step through each stage in order to submit the claim. Glasgow Caledonian University iexpenses Guide 22

23 In the General Information screen, enter a purpose in the Purpose field. This information is included on budget reports and should therefore be meaningful in order that budget holders can easily identify what the expense claim relates to e.g. CIPFA Conference, Edinburgh. If you have an AV number please enter it in this field. Please note that the Approver field only needs to be populated if the Primary code has changed or you want the claim to be sent to someone other than your line manager/head of department for approval. Glasgow Caledonian University iexpenses Guide 23

24 Click on the Next button This takes you onto the Cash and Other Expenses screen. This is the screen where you enter the main details of your claim. As much information as possible should be given for each line of the claim, this will ensure that your claim is processed quicker by both your approver and Accounts Payable. On line 1, enter the Date the expense was incurred in the format DD-MMM-YYYY i.e. 20- MAR Or alternatively use the calendar icon next to the Date field to select the correct date. Under the Receipt Amount, enter the amount of the expense line in GBP. Expense Type is a drop down list of all available types of expenditure that can be claimed. If there is something that is being claimed for which does not fit into any of the other categories please select Other Expenses, however, please note that any expense entered as Other Expenses will be automatically sent to Accounts Payable to audit and be flagged as a Policy Violation. Select an Expense Type from the drop down list Glasgow Caledonian University iexpenses Guide 24

25 On most claims more information is required than is present on this screen, therefore, you should always select the Details icon. This takes you into the Details screen which is laid out differently depending on the Expense Type chosen. For example, for an Air fare it will ask you for the class of travel, airline carrier etc whereas for Books it will ask you for a justification i.e. the title of the book. Click on the Details icon Glasgow Caledonian University iexpenses Guide 25

26 As each details screen is slightly different depending on the Expense Type chosen, any fields with an asterisk should be completed. Please note that the Expense Location field is linked to our Accommodation Rates. The easiest way to populate this field is to click on the Torch icon next to the field to bring up the list of values available. Click on the Go button to search for the complete list. If the location you are looking for is not displayed please select Elsewhere. When entering the Employee Name you always need to enter the surname first. This is because this field is linked to the HR system where everyone is listed with their surname, title then forename. Enter the surname then click on the Torch icon. If you have a common surname the easiest way to find yourself quickly is to search with your surname%forename% with no spaces in between. Glasgow Caledonian University iexpenses Guide 26

27 Click on the Return button to return to the main Cash & Other Expenses screen. The button at either the top or bottom of the page can be used. Repeat the above steps for each line of your claim. Once you have added all lines click on Next button The Expense Allocations screen shows where the claim will be charged to. From this screen only the Project code can be amended. Projects codes must be attached to the default primary code which is assigned to your profile from your HR record. This can be changed on the General Information screen. Please see page 47 of this guide on how to do this. If the claim is to be charged to your main department cost centre please leave the default ZZZZZ in the Project field. Glasgow Caledonian University iexpenses Guide 27

28 Click on the Next button The Review page allows you to review your claim before submitting it for approval. You can choose to Save the claim to be submitted at a later date or Submit the claim for approval. Click on the Submit button Glasgow Caledonian University iexpenses Guide 28

29 A confirmation page will be displayed to say that your claim has been submitted for approval. The confirmation message will tell you what your Expenses Claim (or Expense Report as the system calls it) number is. This number should be used to track your claim in the system. Pre-printed iexpenses envelopes are available from your school office or department or by contacting Accounts Payable. The confirmation page along with your receipts should be placed in the pre-printed envelopes and sent via the internal mail to Accounts Payable. Without receipts, Accounts Payable will withhold payment of the claim. To print the page click on the Printable Page button Go to the File menu in the web browser and select Print Glasgow Caledonian University iexpenses Guide 29

30 Raising a Mileage-Only Expense Claim Mileage only claims do not require receipts to be returned to Accounts Payable. These claims once approved should be paid quickly as no further documentation is required. Mileage claims should always state where the journey began, an address or postcode would suffice and where the journey ended. Stating HOME as where the journey started or ended is not meaningful enough as this location could be anywhere. Where possible always give as much information as possible. To begin entering a claim click on the Create Expense Report button at the top right hand side of the page There is a bar that runs along the top of the screen which shows you at which stage in the claim you are at. You need to step through each stage in order to submit the claim. Glasgow Caledonian University iexpenses Guide 30

31 In the General Information screen, enter a purpose in the Purpose field. This information is included on budget reports and should therefore be meaningful in order that budget holders can easily identify what the expense claim relates to e.g. CIPFA Conference, Edinburgh Click on the Next button In the Cash & Other Expenses screen there are two tabs, Receipt-Based Expenses and Mileage Expenses. Normal expense lines are completed under Receipt-Based Expenses however for mileage, click on the Mileage Expenses link. Glasgow Caledonian University iexpenses Guide 31

32 On line 1, enter the date of the trip in the format DD-MMM-YYYY i.e. 20-MAR Or alternatively use the calendar icon next to the Date field to select the correct date. Enter a justification in the Justification field Enter the distance in the Distance field Click on the Details icon Glasgow Caledonian University iexpenses Guide 32

33 The justification and trip distance should be pre-populated from the previous screen. Under Vehicle Category choose Private from the dropdown list Glasgow Caledonian University iexpenses Guide 33

34 Enter the Location From and To. This should be meaningful information either a recognisable place name, town/city or a postcode. It is not acceptable to enter HOME as where you went to or from as there is no way to measure where HOME is. Click on the Return button Glasgow Caledonian University iexpenses Guide 34

35 This takes you back into the Cash and Other Expenses main screen. You will see that the system has worked out the amount reimbursable from the rate of 0.45 per mile and how many miles you travelled. If you change the distance once back in this screen, you can click on the Calculate button for the system to recalculate the amount reimbursable. Glasgow Caledonian University iexpenses Guide 35

36 Click on the Next button once all mileage claims have been entered. The Expense Allocations page is then displayed. Check the details are correct then click on the Next button Glasgow Caledonian University iexpenses Guide 36

37 Check over the details of your claim in the Review page Click on the Submit button to submit your claim. A confirmation page will be displayed to say that your claim has been submitted for approval. The confirmation message will tell you what your Expenses Claim (or Expense Report as the system calls it) number is. This number should be used to track your claim in the system. The confirmation page also gives details on how to submit your receipts to Accounts Payable; however, for mileage-only claims receipts are not required. Pre-printed iexpenses envelopes are available from your school office or department or by contacting Accounts Payable. The confirmation page along with your receipts should be placed in the pre-printed envelopes and sent via the internal mail to Accounts Payable. You do not need to print off the confirmation page for mileage-only claims and send this to Accounts Payable. Glasgow Caledonian University iexpenses Guide 37

38 Changing the Default Cost Centre A cost centre is defaulted to each claim from information held by HR. If you are charging your claim to a different cost centre then iexpenses will allow you to do this however you will then be required to enter the specified approver for that cost centre. This should normally be the Head of Department. To begin entering a claim click on the Create Expense Report button at the top right hand side of the page In the General Information screen, enter a purpose in the Purpose field. This information is included on budget reports and should therefore be meaningful in order that budget holders can easily identify what the expense claim relates to e.g. CIPFA Conference, Edinburgh Glasgow Caledonian University iexpenses Guide 38

39 Next to the Primary field there is a torch icon, click on this to open up the Primary code search screen Enter in the new code in the Search By Segment Value field Click on the Go button Click on the Quick Select icon to choose the new code Glasgow Caledonian University iexpenses Guide 39

40 This will take you back into the General Information screen. If you try to click Next to continue onto the Cash and Other Expenses screen without entering a new Approver the following error message will appear: You need to enter in a new approver in the Approver field. This should be the Head of Department so that they are aware of what is being charged to their department. Please note however that the approver you enter here will only receive the claim for approval if they have the authority to approve claims within the system, therefore, it would always be advisable to enter the Head of Department as the approver. Only employees can be approvers within the system. Click on the torch icon next to the approver field to search for the approver. Enter the person s name in the Search by Full Name field Click on the Go button Click on the Quick Select icon to select the correct person s name Glasgow Caledonian University iexpenses Guide 40

41 This will take you back into the General Information screen, click on the Next button to continue onto the Cash and Other Expenses screen to enter the details of your claim. Follow section Raising a Standard Expenses Claim or Raising a Mileage-only Claim in this guide to complete the rest of the claim as normal. Glasgow Caledonian University iexpenses Guide 41

42 Charging an Expense Claim to a Project Account Although each claim has a default a cost centre a project code can be added to a claim in the Expense Allocations page. The project code needs to be attached to the default cost centre in order for the combination to be correct. If the project code is not attached to this cost centre then the default cost centre should be changed. It should be noted however that even if a claim is coded to a project account it will still be required to be approved by your line manager not the project account holder. To begin entering a claim click on the Create Expense Report button at the top right hand side of the page In the General Information screen, enter a purpose in the Purpose field. This information is included on budget reports and should therefore be meaningful in order that budget holders can easily identify what the expense claim relates to e.g. CIPFA Conference, Edinburgh Glasgow Caledonian University iexpenses Guide 42

43 Click on the Next button This takes you onto the Cash and Other Expenses screen. This is the screen where you enter the main details of your claim. As much information as possible should be given for each line of the claim, this will ensure that your claim is processed quicker by both your approver and Accounts Payable. On line 1, enter the Date the expense was incurred in the format DD-MMM-YYYY i.e. 20- MAR Or alternatively use the calendar icon next to the Date field to select the correct date. Glasgow Caledonian University iexpenses Guide 43

44 Under the Receipt Amount, enter the amount of the expense line in GBP. Expense Type is a drop down list of all available types of expenditure that can be claimed. If there is something that is being claimed for which does not fit into any of the other categories please select Other Expenses, however, please note that any expense entered as Other Expenses will be automatically sent to Accounts Payable to audit. Select an Expense Type from the drop down list Glasgow Caledonian University iexpenses Guide 44

45 On most claims more information is required than is present on this screen, therefore, you should always select the Details icon. This takes you into the Details screen which is laid out differently depending on the Expense Type chosen. For example, for an Air fare it will ask you for the class of travel, airline carrier etc whereas for Books it will ask you for a justification i.e. the title of the book. Click on the Details icon Glasgow Caledonian University iexpenses Guide 45

46 As each details screen is slightly different depending on the Expense Type chosen, any fields with an asterisk should be completed. Glasgow Caledonian University iexpenses Guide 46

47 Click on the Return button to return to the main Cash & Other Expenses screen. The button at either the top or bottom of the page can be used. Repeat the above steps for each line of your claim. Once you have added all lines click on Next button The Expense Allocations screen shows where the claim will be charged to. From this screen only the Project code can be amended. Projects codes must be attached to the default primary code which is assigned to your profile from your HR record. The default code in the Project field is ZZZZZ; this means that the cost will be charged to your main cost centre. To change the Project code click on the torch icon next to the Project Glasgow Caledonian University iexpenses Guide 47

48 Enter the Project code in the Search by Segment Value field Click the Go button Click on the Quick Select icon next to the correct project code Click on Next button to continue onto the Review page Glasgow Caledonian University iexpenses Guide 48

49 Check over the details of your claim in the Review page Click on the Submit button to submit your claim. A confirmation page will be displayed to say that your claim has been submitted for approval. The confirmation message will tell you what your Expenses Claim (or Expense Report as the system calls it) number is. This number should be used to track your claim in the system. Pre-printed iexpenses envelopes are available from your school office or department or by contacting Accounts Payable. The confirmation page along with your receipts should be placed in the pre-printed envelopes and sent via the internal mail to Accounts Payable. Glasgow Caledonian University iexpenses Guide 49

50 Without receipts, Accounts Payable will withhold payment of the claim. To print the page click on the Printable Page button Go to the File menu in the web browser and select Print Glasgow Caledonian University iexpenses Guide 50

51 Assigning a claim to a different approver If you know that your default approver i.e. your line manager is unavailable to approve your claim then you can choose to assign a different approver. Your default approver will still receive a notification to say that the claim has gone to another approver to approve. The person who you choose to approve the claim must be an authorised approver otherwise the claim will go up the chain. To begin entering a claim click on the Create Expense Report button at the top right hand side of the page In the General Information screen, enter a purpose in the Purpose field Glasgow Caledonian University iexpenses Guide 51

52 Click on the torch icon next to the approver field to search for the approver. Enter the person s name in the Search by Full Name field Click on the Go button Click on the Quick Select icon to select the correct person s name Glasgow Caledonian University iexpenses Guide 52

53 This will take you back into the General Information screen, click on the Next button to continue onto the Cash and Other Expenses screen to enter the details of your claim. Follow section Raising a Standard Expenses Claim or Raising a Mileage-only Claim in this guide to complete the rest of the claim as normal. Glasgow Caledonian University iexpenses Guide 53

54 Withdrawing a claim Claims can be withdrawn up to the point where Accounts Payable have interfaced the claim into their Payables ledger. From the iexpenses homepage click on the Withdraw icon next to the claim in the Track Submitted Reports section On the Confirmation page click on the Yes button Glasgow Caledonian University iexpenses Guide 54

55 The claim will now sit under Update Expense Report section of the homepage where it can be updated or deleted as required. Glasgow Caledonian University iexpenses Guide 55

56 Searching for the Status of a Claim Claims from the last 30 days will be displayed in the top section of the iexpenses homepage under Track Submitted Expense Reports; however, you can search for older claims under Expense Reports. Click on the Expense Reports link at the top of the page From the Expense Reports page you can enter various search criteria s to search for the claim. These include: Report Number i.e. claim number Report Date i.e. the date the claim was raised Report Submitted Date i.e. the date the claim was submitted for approval Report Status o o Cancelled Hold Pending Receipts Glasgow Caledonian University iexpenses Guide 56

57 o o o o o o o o o Paid Partially Paid Pending Individual s Approval Pending Manager s Approval Pending Payables Approval Pending Payment Pending System Administrator Action Pending Your Resolution Ready for Payment Receipts Status o o o o o o o o o In Transit Missing Not Required Overdue Pending Resolution Received Received Report Resubmitted Required Waived The name field will default in your name. Glasgow Caledonian University iexpenses Guide 57

58 Enter the criteria that you wish to search by, click the Go button Glasgow Caledonian University iexpenses Guide 58

59 The results will then be displayed as above. If a claim occurs on a regular basis i.e. a monthly meeting in Edinburgh where train fare is claimed back then the Duplicate icon can be used to duplicate the existing claim into a new claim. The Payments icon can be used to see whether payment has been made on the claim yet or not. Glasgow Caledonian University iexpenses Guide 59

60 Editing a Returned Claim Claims can be returned to you by either your approver or Accounts Payable to provide more information or make a change to the claim. Under the notifications section on the homepage, any returned claims will be listed here. Click on the Subject of the notification to access information as to why the claim has been rejected. Take note of the comments made by either your approver or Accounts Payable. Click on the OK button to exit the notification. This then brings you back into the homepage and the notification will now not be in the list of Open Notifications. In the iexpenses Homepage, under Update Expense Reports click on the Update icon against the returned claim. Glasgow Caledonian University iexpenses Guide 60

61 This will take you into the rejected claim. The claim can now be treated the same as a new claim, with the changes being made that were requested by your approver or Accounts Payable. If Accounts Payable have rejected your claim it will go back through the approval process again, i.e. it will route to your line manager for approval before being sent to Accounts Payable. Glasgow Caledonian University iexpenses Guide 61

62 Approval Approving a claim After logging into Oracle the following homepage will be displayed: Under the Worklist at the top there will be a list of any outstanding Notifications. Click on Full List to see all Notifications This displays all open notifications that are awaiting action. The most recent notification will be displayed at the top. Click on the Subject of the notification Glasgow Caledonian University iexpenses Guide 62

63 This will display the details of the notification. Details of the claim show at the top of the page include the claimant s name, when they submitted it, the cost centre it is to be charged to and the total being claimed. Glasgow Caledonian University iexpenses Guide 63

64 Previously submitted expenses are shown under the details of this claim that has been submitted. This is to allow you to view at a glance what that person has submitted previously. Details of who the claim has been sent to for approval will also be shown under the Approvals History section of the screen. Glasgow Caledonian University iexpenses Guide 64

65 If you wish to view more details of the claim you can click on the Expense Report Details link to take you into the claim itself. To approve the claim, click on the Approve button The claim has now been approved and once the receipts have received by Accounts Payable the claim will be paid in the next available Expenses payment run. You will be taken back to your Oracle E-Business Suite homepage once you have approved the claim. Glasgow Caledonian University iexpenses Guide 65

66 Rejecting a claim After logging into Oracle the following homepage will be displayed: Under the Worklist at the top there will be a list of any outstanding Notifications. Click on Full List to see all Notifications This displays all open notifications that are awaiting action. The most recent notification will be displayed at the top. Click on the Subject of the notification Glasgow Caledonian University iexpenses Guide 66

67 This will display the details of the notification. Details of the claim show at the top of the page include the claimant s name, when they submitted it, the cost centre it is to be charged to and the total being claimed. Glasgow Caledonian University iexpenses Guide 67

68 Previously submitted expenses are shown under the details of this claim that has been submitted. This is to allow you to view at a glance what that person has submitted previously. Details of who the claim has been sent to for approval will also be shown under the Approvals History section of the screen. Glasgow Caledonian University iexpenses Guide 68

69 If you wish to view more details of the claim you can click on the Expense Report Details link to take you into the claim itself. If you are not happy with any aspect of the claim or you wish the claimant to provide more information, enter your comments as to why you are reject the claim in the Note box under the Response section. Click on the Reject button The claim has now been rejected. A notification will be sent to the claimant informing them that the claim has been rejected and they must action according to your comments. You will be taken back to your Oracle E-Business Suite homepage. Glasgow Caledonian University iexpenses Guide 69

70 Credit Card Transactions Reconciling VISA transactions Corporate credit card transactions or VISA transactions are no longer reconciled on a monthly basis instead transactions are available for reconciliation the day after they appear on your credit card. Transactions should be reconciled in a timely manner and no more than 14 days after the transaction date. Any transactions over 14 days if not reconciled will prevent you from entering in any personal expense claims. From the iexpenses homepage, click on the Create Expense Report button Enter a purpose in the Purpose field. Please note that the information entered in this field will show up on any Management Accounting reports in Oracle Financials therefore should be as meaningful as possible. Click Next If you have any outstanding VISA transactions they will be displayed here. If there are any transactions older than 14 days a warning message will appear to advise that you need to reconcile at least one of these transactions. Glasgow Caledonian University iexpenses Guide 70

71 Select all the transactions to reconcile by clicking on the Select checkbox next to each transaction line Click on the Next button Glasgow Caledonian University iexpenses Guide 71

72 The Date, Receipt Amount, Merchant Name and Reimbursable Amount are all pre-populated fields that come from the information supplied to the system by Royal Bank of Scotland. Select an Expense Type from the dropdown list Click on the Details icon Enter the fields required marked with an asterisks Glasgow Caledonian University iexpenses Guide 72

73 Click on the Return button Click on the Details icon for each transaction line, entering the required fields in each. Once all details have been entered click on the Next button If there are any Cash and Other Expenses i.e. personal expenses to enter, enter these on this screen. If not, click on the Next button to move onto the Expense Allocations page. The Expense Allocations page is then displayed. Check the details are correct then click on the Next button Glasgow Caledonian University iexpenses Guide 73

74 Check over the details of your claim in the Review page Click on the Submit button to submit your claim. A confirmation page will be displayed to say that your claim has been submitted for approval. The confirmation message will tell you what your Expenses Claim (or Expense Report as the system calls it) number is. This number should be used to track your claim in the system. The confirmation page also gives details on how to submit your receipts to Accounts Payable; however, for mileage-only claims receipts are not required. Accounts Payable will pay mileage-only claims without receipts. Glasgow Caledonian University iexpenses Guide 74

75 To print the page click on the Printable Page button Go to the File menu in the web browser and select Print Glasgow Caledonian University iexpenses Guide 75

76 Reconciling Currency Taken out on Visa Card From the iexpenses homepage, click on the Create Expense Report button Enter a purpose in the Purpose field. Please note that the information entered in this field will show up on any Management Accounting reports in Oracle Financials therefore should be as meaningful as possible. Click Next Glasgow Caledonian University iexpenses Guide 76

77 Select all the transactions to reconcile by clicking on the Select checkbox next to each transaction line Click on the Next button Glasgow Caledonian University iexpenses Guide 77

78 For any currency taken out on the Visa Card for overseas travel, this line should be Categorised as Personal. This will allow the expenditure to be accounted on the Cash & Other Expenses page. Select the line to be marked as personal Click on the Categorize as Personal button The system will now mark this line as personal expenditure and not require any more information on it at this time. By marking a line as personal it will credit a balance on your account. This must match exactly the amount that you reconcile in the Cash & Other Expenses page otherwise that credit balance will be taken off the next personal expense claim you enter. For each of the other lines apply an Expense Type and enter the Details as on Pages 72 & 73 Any Cash Advance Fees should be put to the Expense Type of Other Expenses. Once all lines have been reconciled and the details entered, click on the Next button to take you onto the Cash & Other Expenses page. The Cash & Other Expenses page should be used to reconcile the receipts of the currency that was taken out. Glasgow Caledonian University iexpenses Guide 78

79 Any money that was returned to GCU via the Santander branch located in the George Moore building should be entered on this page and the Expense Type should be Other Expenses. The reconciliation on this page should match the exact currency that was withdrawn in GBP as shown on your credit card bill otherwise you may be liable to pay the difference back to GCU. Once the currency has been reconciled, click on the Next button. In the Expense Allocations page, enter any project codes if required. Click on the Next button to take you to the Review page If you scroll down to the bottom of the Review page you will see a full breakdown of all expenses Glasgow Caledonian University iexpenses Guide 79

80 You can see that the Cash & Other Expenses net off against the Corporate Card Personal Expenses so that the total reimbursement is zero. Once you are happy with the claim click on the Submit button to submit your claim for approval. The summary page should be printed off and sent with the original receipts to Accounts Payable. Glasgow Caledonian University iexpenses Guide 80

81 Disputing VISA transactions Log into iexpenses and from the Homepage click on the Credit Card Transactions link Any unused or un-reconciled transactions will be displayed on this page, along with the credit card holders name and the last four digits of the card number. Click on the Dispute Transactions link on the left hand side Glasgow Caledonian University iexpenses Guide 81

82 Transactions can be searched for based on the Transaction Date, Posted Date, Merchant Name or Transaction Amount. Enter your search criteria Click on the Go button Glasgow Caledonian University iexpenses Guide 82

83 Click on the Dispute icon Enter the Reason you are disputing the claim. Please note that putting a credit card transaction into dispute in iexpenses this does not send this information to Royal Bank of Scotland. You need to contact RBS separately to dispute the transaction. Disputing the transaction in iexpenses means that the system will not prompt you to reconcile this transaction until the dispute has been resolved. Click on the Apply button Glasgow Caledonian University iexpenses Guide 83

84 The Dispute Transaction screen will now be displayed with the following confirmation at the top of the screen To remove a transaction from dispute click on the update button Click the End Dispute checkbox Enter a comment in the Post Update field Glasgow Caledonian University iexpenses Guide 84

85 This takes you back to the Dispute Transaction screen where the transaction will now not show on. Glasgow Caledonian University iexpenses Guide 85

86 Out of Office Within iexpenses you can set up Vacation Rules when you are out of the office for the system to forward your notifications onto another employee to action on your behalf. This would mainly be used to delegate your approval rights to someone else when you are out of the office. When in the Oracle E-Business Suite homepage there is a link for Vacation Rules, click on this to set up an out of office Click on the Create Rule button Glasgow Caledonian University iexpenses Guide 86

87 From the drop-down list select All Click on the Next button Enter the Start Date and an End Date Use the torch icon to search for the employee that you wish to delegate your response to Select Delegate your response rather than Transfer notification ownership as this will not actually allow someone to respond on your behalf Glasgow Caledonian University iexpenses Guide 87

88 Click on the Apply button The Vacation Rule will now be set and a summary displayed. This can be updated or deleted at any time. Click on the Home link at the top of the page to return to the Oracle E-Business Suite homepage. Glasgow Caledonian University iexpenses Guide 88