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1 User Guide Page 1

2 Table of Contents...3 Log On...4 Expenses Home Page...5 Expenses Home Page Tabs...6 Create Expense Report: General Information...9 Create Expense Report: PrePaid Expenses...10 Receipt-Based Expenses...11 Per Diem Expenses...13 Per Diem Reduction (credit)...14 Partial Per Diem...16 Mileage Expenses...18 Expense Allocations...19 Advances...21 Review...22 Confirmation & Submission to Payment Processing...25 Viewing Receipts via the WebNow Application...27 Approve an Expense Report...28 Non-Employee Expense Reports...30 Frequently Asked Questions...32 Page 2

3 The University s Travel and Business Expenses policy applies to all faculty, staff and students who incur expenses while engaged in University business or related travel and who intend to receive reimbursement from the University. The policy establishes responsibilities and guidelines for ensuring that travel and business expenses are valid, necessary and in compliance with University accounting procedures. Please refer to University of Pittsburgh Policy for further details. In order to receive reimbursement for an expense incurred while traveling on University business, it is necessary to complete a Travel and Business Expense Report and submit the report to Payment Processing within 10 days of the conclusion of your trip. Internet Expenses allows employees or their delegates to enter Travel and Business Expense Reports on-line through the PRISM system. Faxed receipts will be acceptable for all expense items for which receipts are required. Internet Expenses will produce a bar coded confirmation page. The confirmation page and receipts should be faxed to Payment Processing s Travel and Business Expense Processing at The bar coded receipt package will be retained in the University s WebNow document retention system. These images will be available to users in the PRISM applications. Page 3

4 Log On Log on 1. Log onto Prism. 2. Enter your User Name. ###### (Your PRISM username) 3. Enter your Password. xxxxxxx (Your PRISM password) 4. From your PRISM homepage, choose the Internet Expenses responsibility: e.g., IE BC FIS Bsn Adm Expenses Page 4

5 Expenses Home Page Expenses Home Page Track Submitted Expense Reports Shows all expenses that are either pending approval or were processed in the last 30 days. Clicking on the Report Number button will open up the report to view or print. The Duplicate button creates a copy of the report that can be edited and submitted as a new expense report. The Withdraw button will remove the expense report from the approver s queue, making it available for editing. Update Expense Reports This section allows you to make changes to a saved, rejected, or returned expense report by updating, duplicating, or deleting the report. Notifications This section displays Internet Expenses items awaiting action. Click on the Subject link to view available actions. To enter a new Expense Report, click the tab your screen., on the right hand side of Page 5

6 Expenses Home Page Expenses Home Page Tabs Expense Reports Allows you to search for Expense Reports by Name, Report Number, Date, or Status Displays Report Number, Date, Status, Report Total, & Purpose. Click on the Report Number to view additional report details. Page 6

7 Expenses Home Page Expenses Home Page Tabs Access Authorization Access Authorizations displays Expense Report Delegates. A delegate can enter expense reports for you and can also view all of your previously submitted reports. You can not add a new delegate, unless that person is setup with access to the Internet Expenses application. Payments Search Payments Search allows you to search for payments by payee name, and/or reimbursement amount, age, or number. Page 7

8 Expenses Home Page Expenses Home Page Tabs Payments Search The search results will display Payee name, Reimbursement (check) Number, Date, and Amount. Page 8

9 Create Expense Report: General Information Create Expense Report: General Information Your name and department account number will default. Currency will always be US Dollar. Choose an expense template from the drop down menu Domestic Travel (continental USA) Foreign Travel (includes Hawaii & Alaska) Explain the Purpose of the trip. Note: All Required fields are prefixed with * Page 9

10 Create Expense Report: Prepaid Expenses Prepaid Expenses Were any expenses pre-paid by the University? Answer Yes or No. If yes, complete any of the following that apply: Airline (name) Ticket Number Airfare Amount ($) Prepaid Hotel Charges ($) Travel Agency (name) Click on Flashlight Leave search field blank & click Go to see a list of travel agencies If the agency you used is not listed, select Other Conference Fee ($) All airfare and lodging must be submitted with an original receipt and an airline ticket stub. Click the Next button when required fields are completed. Page 10

11 Receipt-Based Expenses + Create Expense Report: Cash and Other Expenses Expenses are broken down into 3 categories: 1. Receipt-Based Expenses 2. Per Diem Expenses 3. Mileage Expenses Receipt-Based Expenses Enter all receipt-based business expenses on this page, entering one expense per line. When entering an expense, you must enter the Date, Receipt Amount, choose an Expense Type from the drop down menu, and write a brief explanation under the Justification column, if required. Click the Details button to enter additional information specific to an expense. e.g., for Lodging, enter Destination City or State and Merchant Name Page 11

12 Receipt-Based Expenses Cash and Other Expenses: Details Certain expense types require additional information. A warning message will appear if required details have not been completed. Required fields are prefixed with an *. Expense Types that require Details: Airfare Car Rental Lodging Group Business Meals with or without alcohol Receptions with or without alcohol Mileage Policy Notes The maximum reimbursable amount for Group Business Meals, and Group Business Meals with Alcohol is $60.00 per person, including tips. The maximum reimbursable amount for Receptions, or Receptions with Alcohol is $25.00 per person. Group business meals normally include participants from outside of the University. A list of attendees must be completed in the Details screen, or a separate list can be attached to the Expense Report Confirmation page. Page 12

13 Per Diem Expenses Per Diem Expenses The University has adopted the Per Diem rates established by the federal government for meals and incidentals. Rates vary from city to city. Enter the following information in the Per Diem Expenses screen: Start Date Expense Type will default Destination. If the system cannot find the actual travel destination, enter a larger city close to the actual destination, or enter All Other United States, for Domestic travel, and All Other for foreign travel. For example, you traveled to the Pitt-Johnstown campus. The system will not find Johnstown as a valid Destination. Enter either Pittsburgh, and use that city s per diem rate, or enter All Other United States, and use the standard CONUS (Continental US) rate. Justification Number of Days Click the Details button to add any additional information. Once all information is entered, click the Calculate button to see a system generated reimbursable amount. Note: To find the Per Diem rates for domestic or international travel, go to the following site: The standard CONUS rate applies to all destinations not specifically listed, e.g. All Other United States. Page 13

14 Per Diem Expenses Per Diem Reduction (credit) A Per Diem Reduction (credit) can be taken when applicable. For example, you are attending an out-of-town conference in San Diego, CA for three days. You record expenses for meals, by recording a daily PerDiem. For San Diego, it is $71.00 per day. On one day, though, lunch was provided by the conference sponsors. Using the table below, note that the breakdown for lunch for a $71.00 per diem is $ This table is found on the following government website: The table can also be accessed from the University s Travel website: o Click on Per Diem Rates, US Per Diem, Meals and Incidental Expense Breakdown Page 14

15 Per Diem Expenses An $18.00 Per Diem Reduction (credit) is entered under Receipt-Based Expenses. o Credits are always entered as a negative number, e.g., <18.00> o Enter a Justification to explain the credit. o The credit amount is deducted from the Reimbursable Amount. o Receipts are not required for Per Diem Reductions. Page 15

16 Per Diem Expenses Partial Per Diem A Partial Per Diem is a receipt-based expense A Partial Per Diem can be taken in several different circumstances o First & Last Day of Travel - The University allows travelers to claim a Partial Per Diem for first and last day of travel, at the rate of 75% of the destination s normal Per Diem rate. For instance, if you traveled Monday Friday to San Diego ($71.00 Per Diem), you might claim Partial Per Diem for Monday & Friday (.75x71x2), and full Per Diem for Tuesday Thursday (71x3). The full Per Diem is entered in the Per Diem screen. o If your department prefers that you claim actual meal expenses, instead of using a Per Diem Rate, you would list meal expenses in the receipt-based expenses screen, using the Expense Type Partial Day Per Diem. Meal costs can be combined into one daily cost. OR Page 16

17 Per Diem Expenses A daily total can be entered instead of listing each meal individually. Or, you are permitted to enter one total amount for all meals, but include the number of days you traveled, so Payment Processing can calculate a daily average rate. Payment Processing does not require receipts for Partial Per Diems, but always follow your department s guidelines regarding keeping receipts. Page 17

18 Mileage Expenses Mileage Expenses Note: You should only complete the Mileage Expenses screen if you are using your own personal vehicle for travel. When using your personal vehicle for business purposes, reimbursement will be based on the mileage rate established by the Internal Revenue Service. The reimbursement is to cover the operating costs of your vehicle (fuel, insurance coverage, wear and tear, repairs). Parking and Tolls are listed separate from the mileage rate and can be entered in the Receipt-Based Expense screen. Enter the following information in the Mileage Expenses screen: Start Date Trip Distance (can be entered as round trip distance) Location From and To (entered under Details) Click the Calculate button to see a system generated reimbursable amount. Page 18

19 Expense Allocations Create Expense Reports: Expense Allocations A default charge account will be assigned to each expense item according to information provided on the PRISM Access Information form. The subcode value has been determined by General Accounting and Research and Cost Accounting based on the expense type selected. It cannot be updated. Modify the Entity, Department, Purpose, Project, or Reference segments as needed. Split Distributions The ability to split distributions is limited in the Expense Reports application. Since the system tracks expenses by assigning account numbers to individual expense items, you cannot split the total dollar amount of the expense report between multiple accounts. Expenses can be split between multiple accounts by splitting the expense into multiple expense lines. The account number assigned to each expense line can then be modified in the Expense Allocations screen. For instance, suppose you traveled to the Pitt Johnstown campus and you are claiming mileage and a Per Diem for meals for 3 days. You want to split expenses between two accounts. Page 19

20 Expense Allocations The only way to accomplish this would be to split the mileage into two expenses, for instance, From as one expense and To as another, and to split the Per Diem into two expenses, for instance the first Per Diem line is for two days travel, and the second Per Diem line is for one day of travel. Attempting to split distributions this way can be confusing. The simplest way to handle this is to leave the charges on the default account numbers in the Internet Expenses application, and then redistribute charges to the proper accounts via a Non-Salary Cost Transfer in the PRISM General Ledger application. Page 20

21 Advances Create Expense Report: Advances Note: The Advances window will only appear if the employee has an outstanding travel advance. University Policy states that a travel advance will be limited to a total of the standard domestic meal allowance per day plus $ per trip. Travel advance limitations related to foreign travel will be determined individually. Travel advances are obtained by check only, and cannot be disbursed more than 10 working days prior to intended departure date. Advances Application If a travel advance does apply, click the Flash Light button to search for the travel advance. Search by Advance Number, or Amount, or enter % to search for all unapplied advances. Select the Advance to apply. When the appropriate advance is applied, the Advance Number will appear, along with the Advance Amount and Balance, and the Advance Amount Applied. If you do not apply an advance, you must enter an unapplied Advance Reason. The Advances Summary region will display Expenses Eligible for Application of an advance, Advances Applied and any Advance Balance. Page 21

22 Review Create Expense Report: Review Review the Expense Report before submitting. Click the Back button to go to previous screens to correct information. Information cannot be modified in the Review screen itself. Page 22

23 Review Expense Lines Click on Expense Lines to see a summary of Receipt-based, Per Diem and Mileage Expenses. The system displays which expenses require receipts. Expense Allocations Click on Expense Allocations to view the accounts to which the various expenses are charged. Page 23

24 Review Weekly Summary Click Weekly Summary to see a daily summary of expenses. When the review is complete, click the Submit button. Page 24

25 Confirmation & Submission to Payment Processing Confirmation The Expense Report will be automatically forwarded to the designated approver. Your designated approver will receive notification to approve the Expense Report, and you will receive notification upon approval. Note: If you entered an Expense Report as a Delegate, the report will forward first to the person for whom you entered the report, and once he approves the report, then it forwards to the Approver. Page 25

26 Confirmation & Submission to Payment Processing Print the Confirmation page, attach copies of all required receipts, and fax the entire package to Travel and Business Expense Processing, at If faxing is not available, place the confirmation page and the receipt copies in an interoffice envelope and send to Payment Processing, 116 Atwood Street. Payment will not be made until the Expense Report is approved, and required receipts are received by Payment Processing. Original receipts must be maintained in your department for a period of 7 years, or as specified by grant guidelines. Expense reimbursements are direct deposited to the same bank account where your paycheck is deposited. If the expense report is approved by end of day Wednesday, the reimbursement will be direct deposited on Friday. You will be notified by when the deposit occurs. If you do not receive Payroll direct deposit, a check will be issued and mailed to your home address. Page 26

27 Viewing Receipts via WebNow Viewing Receipts by Expense Report Number Once the receipt package has been faxed, the documents will be sent to the University s WebNow document management system. These images will be available through a corresponding link on the Internet Expense Confirmation page. Copy the expense report number. Click the View Receipt Package by Expense Report Number link. Enter the expense report number and click the View Image button. This will open the WebNow login window. Log in with your University computer account username and password. --To reset your University password, refer to the CSSD Computer Accounts Management System website at The receipt package images will appear in the WebNow window. Close the WebNow window after viewing images. Click the Back button twice in Internet Expenses to return to the Expense Report Confirmation page. Page 27

28 Approve an Expense Report 1. An notification will be sent when an expense report requires approval. The e- mail will provide summary detail of the expense reimbursement requested, as well as a listing of previously submitted expense reports. At the bottom of the message, select the Please click here to Respond link. This will open the Oracle E-Business Suite Login window. 2. Log into PRISM. 3. Enter Username and Password. 4. Click the Login button. 5. This will open the Expense Report. 6. Click the Expense Report Details link to review additional information and receipts or click the Approve or Reject buttons to approve or reject the expense report. Page 28

29 Approve an Expense Report Review Expense Report Details 7. The following window will appear after clicking the Expense Report Details link. 8. Click the Details button to view additional details about a specific expense line. 9. Note the expense report number and click the View Receipt Package by Expense Report Number link to view the imaged receipts. Enter the expense report number and click the View Image button. This will open the WebNow login window. Login with your University computer account username and password. To reset your University password, refer to the CSSD Computer Accounts Management System website at The receipt package images will appear in the WebNow window. Close the WebNow window after viewing images. Click the Back button twice in Internet Expenses to return to the Expense Details window. 10. Click the Return button to return to the Approval window. 11. Click the Approve or Reject buttons to approve or reject the expense report. Page 29

30 Non-Employee Expense Reports Expense reports for non-employee suppliers. Expenses can now be entered for individuals who are not University employees via the Internet Expenses application. There are two requirements for this access. The first is delegate access to the Non-Employee, Payment person. The second is that the supplier/individual payee must exist in the PRISM system. If the supplier does not exist, a request form is provided within the Internet Expenses application. All new payees are required to complete an IRS W-9 form before they can become a supplier/payee in the PRISM system. Enter a Non-Employee Reimbursement 1. Open the Expenses Home Page and click the Create Expense report button. 2. In the Name field, select Non-Employee Payment (150953). When this payee is chosen, the template will automatically change to Other Payment Request and fields for the supplier information will be displayed. 3. Select Supplier Name from List of Values. The Supplier Name is the name of the individual who will be receiving reimbursement. The name will always appear as Last Name, First Name (Smith, John). The supplier number is also displayed in the event that there are multiple individuals with the same name. Please contact Payment Processing or the PRISM Help Desk if you are unsure of the correct name. If the supplier is not available in the list of values, a W-9 form must be submitted to Payment Processing. The request form with the W-9 can be obtained from the link provided on the page. Payment Processing will send an confirmation when the supplier is entered in PRISM. Page 30

31 Non-Employee Expense Reports 4. Select Supplier Site from List of Values. The supplier site is the address of the individual that is being reimbursed. The payment will be mailed to this address. To see all of the addresses available, click the List of Values icon (magnifying glass) and then click the Go button. If the address has changed or is not displayed, please use the Contact Us link in Internet Expenses to send an to Payment Processing Customer Service to have the address updated. If the supplier does not have a current W-9 on file, you may have to provide an updated W Click the Next button and continue entering expenses and submitting receipts following the standard procedures for on-line expense reports. The confirmation page and receipts should still be faxed/ ed to or accordingly. 6. Once submitted, the expense will appear in the Track Expenses section with the Non-Employee, Payment name. When Payment Processing approves the expenses, the name will be updated to the Payee Name/Supplier Name. 7. The individual payee will not need to approve this expense on-line. When the expense report is submitted, the expense will automatically be routed to the preparer s designated approver. The approver will be able to view the payee name via the Expense Report Details link provided in the approval notification request. Approvers will also be able to view receipts on-line following the same procedures as they do today for employee expense reports. If you have any questions regarding on-line expense reimbursements for non-employees, please contact Payment Processing Customer Service ) or Heather Lego ). Page 31

32 Frequently Asked Questions How Do I access the Internet Expenses Application? Complete the PRISM Access Information form. Make sure you have your department business administrator s and the authorized RC s signature. Mail the completed form to FIS Customer Assessment at 1917 Cathedral of Learning, or fax to Forms are found on the PRISM website, Once access is granted, login to PRISM, and choose the Internet Expenses responsibility (e.g., IE DENT MED Bsn Adm Exp). Can I enter expense reports for another employee? Yes, you can enter expense reports as a delegate for another University employee. When completing the PRISM Access Information form, enter the employee names in the Delegates section on the Internet Expenses page. Are receipts required for Per Diem expenses such as meals? No. Receipts are not required for meal per diems. What should I do if the system cannot find the travel destination I am attempting to enter in the Per Diem screen? If the system cannot find the actual travel destination, search for a larger city close to the actual destination (e.g., enter Pittsburgh instead of Johnstown), or enter, All Other United States for domestic travel, and All Other for foreign travel. The system will use the entered city s Per Diem rate, or the standard CONUS (Continental US) rate. To find the Per Diem rates for domestic or international travel, go to: Can I enter less than a daily Per Diem if some of my meals are provided, or if it is the first or last day of travel? Yes. This can be handled two ways, either a Per Diem reduction (credit), or via a partial Per Diem. To enter a Per Diem reduction, go to the University s travel website, click on Per Diem Rates, US Per Diem, Meals and Incidental Expense Breakdown. A table will show you the breakdown of breakfast, lunch, and dinner components of various per diem rates. Locate the per diem rate for your travel destination, and note the component rates. First enter the per diem expenses in the Per Diem Expenses screen (enter Date, Destination, Justification, Number of Days). Then enter the per diem reduction (credit) in the Receipt-Based Expenses screen. Credits are always entered as a negative number. Enter a Justification to explain the credit. The credit amount is deducted from the reimbursable amount. Page 32

33 Frequently Asked Questions As an example, you attend a conference in San Diego for 3 days. You record expenses for meals by recording a per diem for 3 days. For San Diego, the per diem rate is $ On one day, lunch was provided by the conference sponsors. You want to enter a credit for the lunch. Note from the University s travel website that the lunch component for a $64.00 per diem is $ Enter a Per Diem Reduction (credit) for <18.00> in the Receipt-Based Expenses screen. No receipt is required. Alternatively, you can enter a partial per diem. For example, you attend a conference in San Diego for 3 days. The conference sponsors provide breakfast and lunch each day; you pay for dinner. The Per Diem for San Diego is 64.00; the dinner component is $ Enter a partial per diem in the receipt-based expenses screen (93.00), noting in the Justification field that you are claiming dinner for 3 days at $31.00 per day. Receipts are not required for partial per diems. Is parking and tolls entered in the Mileage Expenses screen? No. Parking and tolls are listed separate from the mileage rate, and are entered in the Receipt-based Expenses screen. Can I change the default account number that displays in the Expense Allocations screen? Except for the subcode segment, the account number can be changed within the authorizations granted via your PRISM Access Information form. Subcode usage is controlled by Payment Processing, Research and Cost Accounting, and General Accounting. Can I split distributions in the Expense Allocations Screen? The ability to split distributions is limited, since the system tracks expenses by assigning account numbers to individual expense items. Expenses can be split between multiple accounts by splitting the expense into multiple expense lines. The account number assigned to each expense line can then be modified in the Expense Allocation screen. For example, you traveled to the Pitt Johnstown campus and are claiming mileage and a per diem for meals for 3 days. You want to split expenses between two accounts. The only way to accomplish this is to split milege into two expenses, e.g., From as one expense, and To as another, and to split the per diem into multiple expenses, e.g., the first per diem line is for two days travel, and the second per diem line is for one day of travel. The recommended way to handle split distributions is to leave the charges on the default account numbers in the Internet Expenses application, and redistribute charges to the proper accounts via a Non-Salary Cost Transfer in the PRISM General Ledger application. Page 33

34 Frequently Asked Questions How do my expense reports get approved? When you submit an expense report it will automatically forward for electronic approval. If you are entering expense reports as a delegate, it will first forward to the person for whom you are entering the report, and once her/she approves it, it automatically forwards to your designated approver. Your designated approver will receive notification to approve the expense report, and you will receive notification upon approval. What do I do if I am missing a receipt? If you are missing a receipt, click on the Details button for that expense item, then click on the checkbox next to Original Receipt Missing. Enter a brief explanation in the Justification field. How do I submit receipts? When you submit an expense report, a confirmation page will be generated. Print the confirmation page, attach copies of all required receipts, and fax the entire package to Travel and Business Expense Processing at If faxing is not available, place the confirmation page and the receipt copies in an interoffice envelope and send to Payment Processing, 116 Atwood Street. Original receipts must be maintained in your department for a period of two years, or as specified by grant guidelines. How can I view a previously submitted Expense Report? If the expense report was processed in the last thirty days it will display on the Expenses Home page under Track Submitted Expense Reports. Click on the Expense Report number to view details. If the report was submitted previous to the last thirty days, click on the Expense Reports tab at the top of the page. Search for the report by name, number, date, or status. Click on the Report number to review report details. Click on Review Receipt Package by Expense Report Number to see a copy of the report Confirmation Page and receipts. Can I update or delete a submitted Expense Report? Yes, as long as the status is not Ready for Payment or Paid. From the Expenses Home page, locate the expense report under the Track Submitted Expense Reports listing, and click on the Withdraw button. A confirmation message will appear. Confirm that you do want to withdraw the expense report. This cancels any existing approvals and moves the expense report to the Update Expense Reports listing. Click on Update or Delete. Page 34

35 Frequently Asked Questions What should I do if I do not receive notification when my expense report is approved? System s will be sent to each user s University of Pittsburgh address If you are currently receiving at a different address, it is important to forward your University to that address. To forward your University , visit Manage Your Account at my.pitt.edu. If you need additional assistance, contact the Technology Help Desk, or call HELP. How will I receive my reimbursement? Payments will be made after the Expense Report is approved, and the confirmation page and required receipts are received and reviewed by Payment Processing. Expense reimbursements are direct deposited to the same bank account where your paycheck is deposited. If the expense report is approved by end of day Wednesday, the reimbursement will be direct deposited on Friday. You will be notified by when the deposit occurs. If you do not receive Payroll direct deposit, a check will be issued and mailed to your home address as per your HR record. If you have any questions regarding payments, contact Payment Processing on-line at Can I access the Internet Expenses application from locations outside the University? Yes, as long as you can access the internet. Login to my.pitt.edu, then click on the PRISM link. Page 35

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