I Expense Online Expense submissions For fulltime Faculty & Staff Revised: Sept 2013

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1 I Expense Online Expense submissions For fulltime Faculty & Staff Revised: Sept 2013

2 Table of Contents I-EXPENSE PROCESS... 1 IEXPENSE - LOGIN... 3 NAVIGATING THE I-EXPENSE HOME PAGE... 5 Expenses Home tab... 5 Track Submitted Expense Reports Update Expense Reports... 5 Notifications... 5 CREATE EXPENSE STATEMENTS... 6 Cash Expenses... 6 STEP 1 of 4 General Information... 6 STEP 2 of 4 Cash and Other Expense... 7 FOREIGN CURRENCY... 9 MILEAGE and RFA MEAL PER DIEM tab... 9 STEP 3 of 4 Expense Allocations STEP 4 of 4 Review TRAVEL CARD EXPENSES STEP 1 of 6 General Information STEP 2 of 6 Credit Card Transaction STEP 3 of 6 Credit Card Expenses STEP 4 of 6 Cash and Other Expenses STEP 5 of 6 Expense Allocations STEP 6 of 6 Review BARCODE PAGE - SUBMITTING RECEIPTS LINK CHANGE EXPENSE STATEMENTS - WITHDRAW & UPDATE/DELETE REPORT. 17 WITHDRAW EXPENSE REPORT UPDATING EXPENSE REPORT DELETINGING EXPENSE REPORT VIEW NOTIFICATIONS Common Notifications ACCESS AUTHORIZATION APPENDIX 1 - REPORT STATUS MEANING APPENDIX 2 - CREATING A NEW MY ALLOCATIONS (FAVORITE) APPENDIX 3 ONE PAGE EXPENSE ENTRY SUMMARY Page ii

3 I-EXPENSE PROCESS The use of I-Expense is the process for claiming personal reimbursements of expenses by Ryerson full time faculty and staff NOTE: For details on allowable per diem expenses please refer to the Ryerson University Travel Policy. When processing a travel advance please use the Travel Advance form found on the financial services website, advances cannot be claimed through i- Expense. The application of outstanding advances is completed automatically. When an advance is applied it is reviewed by Financial Services Expense Administrator to ensure that the expense and advance are related. When repayment of the advance is required please submit the repayment to Financial Services via a cheque payable to Ryerson University. This cheque must be submitted with the original receipts and should be attached to the FRONT of the expense report bar code summary page. By default all expense statements are forwarded to an employee s supervisor. To select an alternate approver select the Approver name from the List of Values in the General Expense Report Information section. Note: The approver must be someone who s above you and it must be someone who uses the Oracle system for approval. 1. Third party pre-payments, for example Travel Agency Payments, Registration etc., must be requested on a purchase requisition. 2. When claiming expenses that is in a foreign current, and the currency is not listed on the drop down list for iexpense, convert it to Canadian dollar first using an foreign exchange website and enter it as Canadian dollar. All expenses will be reimbursed in Canadian dollars. 3. The Purpose field should include Destination, reason for Travel and dates of Travel to a maximum of 75 characters. If you have a travel advance, you should mention it here too. 4. Total for meal per diem can be entered on one line (Per Diems currently only for RFA) 5. Amounts for meals exceeding the per diem must be entered as separate lines and require justifications to be entered. 6. Receipts must be faxed or ed as per the instructions on the bar code summary page within 96 hours of submission of the expenses Receipts that are illegible - attempt to copy the receipt and fax in the copied document or complete a Declaration of missing or illegible receipts. Ryerson University Training Guide Internet Expenses Page 1

4 7. Modifications to an employees default cost centre can you done at the header and line level of the expense statement. NOTE: the expense statement must be approved by an individual with the approval limits for ALL cost centres being charged. 8. When the expenses are being covered by multiple departments the expense statement should be submitted with all expenses going against one departments cost centres and then a journal entry should be created & authorized to transfer the funds amongst the remaining cost centres. E.g. A $ expense report is being covered by the Department of Chemical Engineering and ABC research grant. When submitting the expense report all expenditures should be charged to the research project and a journal entry will be completed to charge the department (Department of Chemical Engineering)for their portion 9. All original receipts are to be sent to Financial Services through internal mail the same business day that they are submitted. Attach the bar code form to the front of the receipts or clearly write the full name and expense number on the receipts. Receipts can be sent to ACCOUNTS PAYABLE - EXPENSE RECEIPTS. If no have no paper receipts, you do not have to send anything to financial services. Remember to include a cheque for any outstanding advance. Ryerson University Training Guide Internet Expenses Page 2

5 IEXPENSE - LOGIN This section will show you how to log into Oracle. 1. Open an internet explorer browser and go to the Financial Systems homepage. 2. Click the Oracle link. 3. Enter your User Name and Password and click on the Login button (need assistance with ID or password contact the help desk at ext 2688 or ryerson.ca) Ryerson University Training Guide Internet Expenses Page 3

6 *NOTE: If the login page does not come up, you may have to log into VPN prior to accessing the Oracle page. VPN stands for Virtual Private Network, it is a CCS software and is needed if you are on an academic network while on campus or if you are working from home. For more information about VPN, please visit the CCS website or call them at x If you have access to multiple responsibilities in Oracle Financials you will see the Navigator screen. 5. Click the Internet Expenses link. 6. The i-expense home page will be displayed Ryerson University Training Guide Internet Expenses Page 4

7 NAVIGATING THE I-EXPENSE HOME PAGE This section will review the information available from the i-expense home page. 1. Review the status of the last 5 expense reports that you have submitted 2. Submit a new expense report 3. Modify (Withdraw, Delete or Update) an existing Expense Report that has not been paid 4. Review all previous expense reports submitted 5. Review outstanding advances Expenses Home tab Track Submitted Expense Reports. Shows a listing of the last 5 expense reports you ve submitted and the status of these expenses. You can: a) Duplicate an expense report have a similar expense report to submit click on the Duplicate button to create a new expense report which you will be able to modify b) Withdraw selecting the withdraw option allows you to modify or delete the expense report c) View Attachments view any receipts that have been submitted. Update Expense Reports You can update or delete any expense report from here. Any reports Saved, Withdrawn, Rejected, or In Progress (meaning it was started but never submitted) will be under this section. Notifications respond to any outstanding notifications Ryerson University Training Guide Internet Expenses Page 5

8 CREATE EXPENSE STATEMENTS Cash Expenses This section will show you how to enter an online expense report without travel card expenses. From the Expense Home page, click the button. STEP 1 of 4 General Information The General Information page allows you to modify default information for the expense report. Name Field will default with your name. If people had assigned you proxy access to enter expense reports on their behalf, you ll see a drop down. When you select the person you want to enter for, the default field will change to that person s. Cost Center Field is defaulted with a value from your employee record in Oracle. If you are processing an expense claim to be charged to another cost centre enter the new cost centre in this field. The descriptions. (search icon) allows you to search based on the centre centre numbers or Expense Template Identifies the types of expenses you are claiming by using the drop down list you can change the template from the default Detailed Travel Exp. Templates Available: o Detail Travail Exp Use this for all travel related reimbursements, mileage and meals per diem Ryerson University Training Guide Internet Expenses Page 6

9 o P.D. Reimbursement Use this for all items being charged to your professional development account o Reimbursement CAD Use this for reimbursement of any items charged in Canadian dollar o Reimbursement US/Int Use this for reimbursement of any items bought outside of Canada o Team Expense Use this for team travel expenses Purpose Optional field that allows you to enter in reason for your expenses. This field may be helpful to approvers and if you have a travel advance number, you can enter it in this field Approver - Defaults to your immediate supervisor or delegate. The field can be modified if the expenses you are claiming should be approved by another individual. Use the or key in the new approvers name. Additional Information (search icon) **If you are a RFA member and is claiming meals per diems, put yes in the RFA member box Click the button once you verified the information in step 1. STEP 2 of 4 Cash and Other Expense The Cash and Other expense page is used to enter the details of expenses incurred that were paid for in cash or using your personal credit card. Enter each receipt on a separate line. Ryerson University Training Guide Internet Expenses Page 7

10 1. Date: from the calendar select the date the expense occurred 2. Receipt Amount: Enter the amount of the receipt (no dollar sign or comma) 3. Expense Type: Select the type of expense you are claiming from the list. Eg. Meals, Registration Airfare etc. 4. Justification: Click in the Justification field. Note: the information entered in this field may assist the approver. 5. Click the Details button if you need to enter more detailed information. For example if you selected a MEAL expense you may be required to track the number of attendee and/or names. TIPS: Use the Duplicate button to create similar lines Ryerson University Training Guide Internet Expenses Page 8

11 FOREIGN CURRENCY 1. To enter a different currency, click the button 2. Receipt Amount - enter the amount in for the foreign currency indicated on your receipt 3. Receipt Currency Select the respective currency 4. Exchange Rate Enter in the exchange rate for the date the expense occurred or click on update to use the Ryerson rate. Note: If you have used your personal credit card, you will want to use the exchange rate that appears on your credit card statement (attach statement as part of your receipts). If you want to use the converted Canadian amount from your credit card statement, keep the currency as CAD and leave the exchange rate empty. For all other currencies that are not defined in Oracle, use to convert to CAD and enter the line in as CAD, exchange rate field empty. In the justification field, make a note (ie. Japanese Yen converted to 0.01) and attach a copy of the Oanda page as part of your receipts. MILEAGE and RFA MEAL PER DIEM tab The Mileage and Per Diem tab are located ONLY in the Detail Travel Expense template. Mileage 1. Start Date: from the calendar select the date the expense occurred 2. Expense Type: Select the type 3. Justification: Reason for travel 4. Trip Distance: Enter distance traveled. (Must be shortest distance from Ryerson to destination or from home to destination) Click on Calculate. Ryerson distance rate is 0.50/kilometer or 0.80/mile. Ryerson University Training Guide Internet Expenses Page 9

12 RFA Meal Per Diem If you are a RFA member claiming meals per diem, please make sure in step 1, you answered yes to I certify that as an RFA member I qualify for the meal per diem claimed in this expense report. 1. Start Date: from the calendar select the date the expense occurred 2. Expense Type: Select the type 3. Justification: Reason for per diem claim 4. Number of Days: The number of days you are claiming per diem for Click on Calculate. Ryerson meal per diem rate is $50 for North America, $75 for outside North America. STEP 3 of 4 Expense Allocations On this page verify the account distributions to make sure they are correct. If you had made a change in your default cost center in step 1, make sure the funds and employee course are correct as it does not automatically change. If you had created allocation sets, you can select your cost center from the My Allocations dropdown list. Ryerson University Training Guide Internet Expenses Page 10

13 STEP 4 of 4 Review Verify all information is correct. If any changes need to be made, use the button. If you have electronic receipt attachments, you can use the Add button and the attachment page will open up. NOTE: If you have attached all your receipts using the add button, the barcode page only STILL needs to be faxed or ed as a pdf. Click on the button. A confirmation will appear with your expense number and a summary of your expenses. If the Receipt Required field is checked off for any of your expense lines, you must print the barcode and fax it in the system. Ryerson University Training Guide Internet Expenses Page 11

14 TRAVEL CARD EXPENSES Ryerson uses the Amex travel card. When the travel card is used, the transactions will be uploaded into the user s internet expense. There are only two extra steps (steps 2 and 3) when creating expense reports with a travel card. Everything else is the same as cash expense. STEP 1 of 6 General Information Same as above but you ll see an information note will appear above if you have any travel card transactions pending action. It will state how many transactions are to be processed STEP 2 of 6 Credit Card Transaction Use the to select the credit card transactions you want to process in this expense report or click on SELECT ALL if you want to process all the transactions on this report STEP 3 of 6 Credit Card Expenses You will see all the transactions you just selected. If the transaction line is personal this is where you would indicate that. Select the line and click on the Categorize as Personal button. If all the expenses are business related, you can click just click on next to proceed. STEP 4 of 6 Cash and Other Expenses Same as cash expense (step 2), if you have purchased anything with cash or your own personal credit card, enter it here STEP 5 of 6 Expense Allocations Same as cash expense (step 3) STEP 6 of 6 Review Same as cash expense (step 4) Send all original receipts with the barcode page to Financial Services. Ryerson University Training Guide Internet Expenses Page 12

15 BARCODE PAGE - SUBMITTING RECEIPTS You have 96 hours to fax or in the receipts and barcode page. Once the 96 hours is up, your expense report will automatically get rejected by the system. Your expense report will not go up the hierarchy to your approver unless the receipts and barcode page are attached. There are a couple ways to attach your receipts to your expense report. 1. If you have already attached all your receipts using the Add button in the Review step, then ONLY the barcode page needs to be ed or faxed into the system 2. You can use the barcode page as a fax cover sheet and fax in all your receipts 3. You can save the barcode page and all your receipts as a PDF and it into the system. NOTE: There is a paragraph under the barcode with instructions. If you are unsure, contact Systems and Training helpdesk x2688. Your receipts it will automatically link to the corresponding expense report via the barcode once it is faxed/ ed into the system. Click on Expense Home, the Receipt Status under the Track Submitted Expense Reports section of your i-expense home page should change to Received. The Report Status field should list Pending Manager Approval and the Attachment field should have an icon to click on so you can view your receipts. Ryerson University Training Guide Internet Expenses Page 13

16 LINK To use the receipt link, you first have to install an client (Please contact CCS x6806 if you need help with installation) 1. Click on the Receipt link 2. Your client will open with a new message composition 3. Subject line and will be defaulted (**DO NOT REMOVE, KEEP DEFAULT) 4. Attach all your receipts in PDF format (If you have already attached all your receipts prior to clicking on submit) 5. Click on send (if you have a digital signature, please remove before sending) *Note: If you have paper receipts, print your full name and the expense number on them and send them to financial services. If all your original receipts are in electronic format, you do not have to send anything to financial services. Ryerson University Training Guide Internet Expenses Page 14

17 VIEW RECEIPT Once you've faxed/ ed in your receipts, go back to Expense Home to verify if the receipts are received. To verify that the receipts have been received and attached to the report look Under the Track Submitted Expense Reports section of Expense Home. The Expense Report's Receipt Status field will display Received and you will also see an icon of a paper clip with a yellow piece of paper in the Attachments field. To actually view the attachment, click on this paper clip icon. The attachment screen will open, click on the MarkView icon Ryerson University Training Guide Internet Expenses Page 15

18 1. Log onto Markview (Use the same username and password as Oracle) 2. Click on the OK Button 3. The attachments for the expense report will open up. Use the Next Page link in the top right hand corner of the page to view the rest of the attachments. Ryerson University Training Guide Internet Expenses Page 16

19 CHANGE EXPENSE STATEMENTS - WITHDRAW & UPDATE/DELETE REPORT You can make changes to an expense report as long as the status does not say Ready for Payment or Paid. Any changes will require you to resubmit your expense report for reapproval. If the status says Ready for Payment and a change needs to be done, contact the Expense Administrator x4274. WITHDRAW EXPENSE REPORT 1. Under "Track Submitted Expense Reports" find the expense report you want to update/delete and click the Withdraw icon. 2. A confirmation will appear, click the Yes button to proceed. Once you've withdrawn your expense statement, it will move from the Track Submitted Expense Reports to the Update Expense Reports section of your I-Expense homepage. The status of the reports is now Withdrawn. From here you can choose to make updates to the expense report or to delete it. UPDATING EXPENSE REPORT When you are updating an expense report, the existing expense information will still remain the same. If you need to make changes to it, such as change an amount or add a line, you can do so here. Click the Update Icon (pencil) for the report you've just withdrawn. This will bring you back to step 1. Go through all the steps again and make the change you need and once the changes are done, click on submit. Ryerson University Training Guide Internet Expenses Page 17

20 DELETINGING EXPENSE REPORT 1. Find the expense report you have just withdrawn. It will be located under the Update Expense Reports section of your I-Expense homepage and Click the Delete icon (trash can) 2. A confirmation will appear, click the Yes button to delete it. 3. Your expense report is now deleted. You will not see it in your expense home anymore. Ryerson University Training Guide Internet Expenses Page 18

21 VIEW NOTIFICATIONS This section will show you how to check your notifications. If any of your reports are rejected, approved, etc. you will receive an notification to let you know. The Notifications section is located at the bottom of the I-Expense Home page. This is where you can see all notifications for Oracle whether it be for an Expense Report or Requisition. When you open your notification, read the subject line and information carefully as it ll tell you what needs to be done. Common Notifications Expense Report was approved or it has been paid Nothing needs to be done Expense Report was rejected Open it and read the information to see why it was rejected. There are two ways that an expense report can get rejected. One, if your approver actually clicked on reject, normally they will state a reason of why they are rejecting it and you will be able to see why. Two, if the receipts and barcode page is missing or just the barcode page was missing, after 96 hrs, the system will automatically reject your expense report with no reason. However, it will still say that your approver rejected it. To update and resubmit your expense report, look under the Update Expense Report section and click on the pencil. If you do not do anything to a rejected report, it will automatically delete itself after 90 days. Expense Report timed out - Your approver has 10 days to approval your expense report, after 10 days, you ll get a notification and your expense report will have the status Pending Your Resolution. Open the notification and there ll be a couple of buttons for you to choose from. Ie. Resend to Approver Receipts are still required You are either missing all your receipts or just the barcode page. The barcode page must be faxed or ed as a pdf, into the system in order for your report to move up the hierarchy. Ryerson University Training Guide Internet Expenses Page 19

22 ACCESS AUTHORIZATION If you want to grant someone proxy access so they can enter expense reports on your behalf, use the Access Authorization link. 1. Click on Access Authorizations 2. The Access Authorization window will open 3. In the Expense Entry Delegatoins column, click on Add Another Row 4. In the Name field, do a search for the person you want to grant access to 5. Click on Save All names in the Expenses Entry Delegations column are people can enter on your behalf. All names in the Expenses Entry Permissions column are people who granted you proxy access (you can enter on their behalf). You can remove the person from both your list at any time but clicking the the remove icon and saving. Ryerson University Training Guide Internet Expenses Page 20

23 APPENDIX 1 - REPORT STATUS MEANING Under Track Submitted Expense Reports, you may see the Report Status of: Hold Pending Receipts - The person did not fax or in the barcode page and receipts in the system. Expense report will not go to approver unless the barcode page and receipts are fax or ed in. If the receipts are done as an attachment, then only the barcode page needs to be ed or faxed in. Pending Your Resolution - The expense statement is waiting for you to do something. Check your notification to see what it s waiting for. Pending Manger Approval - It's waiting for your manger to approve it Pending Payable Approval - Waiting for accounts payable to verify everything's ok Pending System Administrator Action - Contact RUFIShelp x2688 with your expense number Ready for Payment - A cheque will be cut in the next cheque run Paid - Cheque was issued. Under Update Expense Reports section, you may see Report Status of: In Progress - Report was not completed Withdrawn - Report was submitted and then withdrawn Rejected Report was rejected by your approver or automatically by the system if the barcode page and receipts were not faxed or ed into the system. Ryerson University Training Guide Internet Expenses Page 21

24 APPENDIX 2 - CREATING A NEW MY ALLOCATIONS (FAVORITE) This section allows you to create a new allocation and thereby minimize keystrokes when changes distributions for an expense report. All allocations listed here will be show in the drop down list in Allocation step when creating an expense report. CREATING ALLOCATION LIST USING PREFERENCE LINK 1. From the I Expense Home page select PREFERENCES. 2. Select the My Allocations option 3. A listing of your current Allocations is displayed 4. Click on the button A blank line will appear. 5. Enter a NAME for the allocation. This name should be meaningful to you 6. Enter in the accounting information required 7. Click on the APPLY button. Ryerson University Training Guide Internet Expenses Page 22

25 CREATING ALLOCATION LIST FROM STEP 3 ALLOCATIONS Go to Step 3 (Expense Allocations) of your expense report 1. Select the link you want to change or click on the select all link 2. Click on the Button 3. Enter in the Fund, Cost Center, Activity, Employee/Course Location 4. Check the Add Allocation Set to My Allocations box 5. Allocation Name field- Enter what you want to call your allocation 6. Click on Apply Your allocation list will be located in the My Allocatoins dropdown: Ryerson University Training Guide Internet Expenses Page 23

26 APPENDIX 3 ONE PAGE EXPENSE ENTRY SUMMARY CASH EXPENSE 1. Log onto Oracle (www.ryerson.ca/ogf click on Oracle) 2. Click on Internet Expense 3. Click on Create Expense Report Button 4. Step 1 General information a. Verify all default information is correct. If you are using a different cost center, you replace the current cost center with the one you want to use and make sure that the approver is correct as well. 5. Step 2 Cash and Other Expense a. Enter in each receipts on a different line Date: from the calendar select the date the expense occurred Receipt Amount: Enter the amount of the receipt (no dollar sign or comma) Expense Type: Select the type of expense you are claiming from the list. Justification: Enter a justification 6. Step 3 Expense Allocation a. Make sure allocation is correct. If you changed the cost center in step 1, make sure the fund and employee course is correct. 7. Step 4 Review a. Make sure all lines are there. If you have electronic receipts, use the add button to add your attachments. b. Click on Submit 8. Barcode Page VERY IMPORTANT a. If you had attached everything in step 4, then only the barcode page needs to be faxed or ed as a PDF into the system b. If no receipts were attached in step 4, use the barcode page as a cover sheet and fax in all your receipts or convert all your receipts and the barcode page to a PDF and it into the system **If the barcode page is not ed or faxed into the system within 96hrs, it will automatically be reject by the system NOT YOUR APPROVER as stated. 9. Send all original receipts along with barcode to financial services TRAVEL CARD EXPENSE 1. Follow steps 1-4 from above 2. Step 2 Travel Card Transaction a. Selection all the transactions you want reimbursement for on this expense report 3. Step 3 Credit Card Expenses a. Anything that was a personal purchase, categorize it as personal. Anything that s missing an expense type, enter in an expense type 4. Follow Steps 5-9 from above CONTACTS Rufishelp x System issues or need help entering an expense report Expense Administrator x All other expense related issues ie. Setting up direct deposit, what expense template to use, arrange for cheque pick up, etc. Ryerson University Training Guide Internet Expenses Page 24

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