Employee Expense Reimbursement & Travel Authorization ** MUNIS**

Transcription

1 Employee Expense Reimbursement & Travel Authorization ** MUNIS**

2 Purpose: To request approval to attend conferences/seminars, training, etc. To request advanced payment for travel per-diem meals To request reimbursment for expenses paid by an employee Replaces:

3 Claim Process Timing Employees will need to enter their claims and have them fully approved through the MUNIS approval process by the end of each payroll cycle to ensure the reimbursement will be paid out in the following week s payroll run o For example If the pay date is going to be Friday July 29 th and you want to receive your reimbursement in that paycheck, you will have to be sure that your claim makes it through the workflow and fully approved by close of business on the previous Friday, July 22 nd. o Finance will convert all fully approved claims over to payroll on the following Monday morning by 9:00 am (Monday July 25 th in this example) ***Please be aware that it may take time to get through the approval process, so don t wait until the last minute enter and release a claim***

4 Go to HCCafe Employee Resources Employee Self Service

5 Log in using your Employee Number and Password

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8 1. Claim Type a. EXTRADITION b. MILEAGE ONLY c. MISC/OTHER REIMBURESMENT d. TRAVEL OVERNIGHT (Will be used for trip authorization) e. TRAVEL SAME DAY (Will be used for trip authorization) 2. Department Select your department 3. Description Enter the justification for the expense reimbursement request/trip authorization 4. Event- To be used if an event needs to be tracked 5. Start date Enter the start date of a trip (if same day trip, start date and end date will be the same) 6. Start time Not a required field 7. End date Enter the end date of the trip 8. End time Not a required field 9. Click on Continue to proceed to the next screen

9 Click on each to: Enter the Location of the trip Any Per Diem Expenses (meals) Unit Expenses (hotel, airfare, etc.) even if they will ultimately be charged to a P-Card Attach Supporting Documents (conference agendas, estimated expenses, etc.)

10 Select the check box for each of the per diem expenses for reimbursement If it will be all days for a category, you can check the box to select all If you are looking for these to be paid before a trip, enter the total amounts in each of the Cash Advance column totals of Breakfast, Lunch and Supper ***Be sure to submit your request early enough for this to be paid to you in the payroll before your trip***

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12 Leave blank Choose the Expense Type, then enter the units and rate Pick the date incurred Enter comments Click Save Expense **If you pick mileage, enter the number of miles driven/claiming and it calculates at the default of $.42/mile** Click Add an Expense for each additional expense you expect to incur during the trip

13 Attach the supporting documentation for the trip (agenda, conference materials, etc. for justification) Click Review to continue

14 If satisfied with everything entered, Click on the Submit Claim icon If not, you can go back and click on Edit Details or Expenses & Receipts to modify the claim

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16 The expense reimbursement claim has now been created and will be reviewed by your appropriate departmental staff to allocate the expense accounts and release it to the established MUNIS Workflow for the trip approval/reimbursement.

17 Departmental Review Expense Allocation In MUNIS Employee Expense Reimbursement Module

18 Your function will be for the review, the GL expense allocation and the release to workflow You will go to the Expense Claims area and search on created claims, by your respective departments, to assign the affected expense accounts, verify there is sufficient backup attached and initiate them to the workflow Once allocated and released, the claim will go through the approval workflow and, if approved, will be converted by Finance to pay out the reimbursements through payroll Additionally, claims will need to be closed once the trip has occurred and any reimbursements processed through

19 Back End Training for Employee Expense Reimbursement Once an employee has entered, and submitted, an expense claim in ESS, you will need to review the claim for the following items: o Adhering to the Horry County travel policy o Proper documentation has been attached for backup The second step of this process is to allocate the expenses claimed to the correct GL accounts in MUNIS Once allocated, you will release the claim into the MUNIS workflow to initiate the approval process Once approved, Finance will convert fully-approved claims into the next available payroll run for reimbursement Since this also serves as a paperless travel approval process, it will allow the employees to receive the necessary acknowledgment that the trip has been authorized

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21 First click on Search Then either enter your department number or use the to select

22 This will bring in all claims associated with this department (open and closed). Click on the Browse in the ribbon to find claims in the Created status that need to be processed

23 Double-Click on the record to review Tip You can double-click on the Status column heading to sort by the status if you have many records

24 From this screen, you will review, allocate and release

25 Begin by reviewing the following: Make sure it is in the correct year Review the claim details o Dates, destination and reason for the trip/reimbursement Ensure backup is attached (found in the paper clip in the top ribbon)

26 Next, review the Per Diem expenses being claimed If they are seeking a cash advance, it will show up in the Cash Advances section at the bottom Verify if meals will be provided by reviewing the attached backup o If the conference/hotel provides meals, an employee should not be seeking reimbursement Once completed, click on the Unit Expenses Tab

27 Review the Unit Expenses for compliance and that it agrees with the backup These should all be in the Estimated column if it is for an upcoming trip If the claim relates to a reimbursement that is either nontravel related, or after a trip has occurred, it will show in the Cash Advance column

28 If everything looks correct, click on the Allocate button in the top ribbon

29 You will likely see this warning pop-up Click No The reason this appears is because it is comparing the main screen, where the Default Segments appear, against this screen and recognizing that the 500 category on the main screen does not like the object code of This is OK. You will be allocating the accounts to the proper GL expense, so this message won t affect anything

30 You can do one of two steps here: 1. You can allocate the proper expense accounts to each individual record (9 in this case), by clicking on each record (see below) and clicking on the Update icon in the top ribbon, OR

31 2. If all the expenses accounts will be the same for every record, you can just simply click on Allocate By Accounts in the top ribbon and it will assign the same expense account to all records

32 If you do use the Allocate By Accounts function, this is just a warning message that you will be assigning the same expense account to all the records

33 Enter in the account number to expense to (if this needs to be associated with a Project, don t forget to include the project string) It will budget check at this step (see below) You can see that each record has the same expense account When done, hit Accept

34 You can now promote the claim to the allocated status by clicking on the option in the top ribbon

35 It will now bring you back to the main screen You should now see that the claim is Allocated

36 Now click on More and then Release This will release the claim to the workflow

37 The claim has now been released and will show the new status of 5 Released The claim will go through the workflow and, if approved, converted to payroll for reimbursement If this was an Estimated claim, once the trip has completed, you will need to close the claim if there are no other reimbursements after the trip To do this, come back into the claim, click on Update, then More in the top ribbon Close the claim should be an option to select This will change it to a status of 20 Closed