Create Expense Reports

Transcription

1 Create Expense Reports Reference Manual Leadership and Talent Development

2 CREATE EXPENSE REPORTS Reference Manual First printing Revised , The University of Minnesota shall provide equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. This publication/material is available in alternative formats upon request. Please contact University of Minnesota Leadership and Talent Development, UOHR. Printed on recycled and recyclable paper with at least 10 percent postconsumer material Regents of the University of Minnesota. All rights reserved.

3 Table of Contents Roles and Responsibilities... 1 Policies and Procedures Resource Page... 2 Travel Authorization, Cash Advances, and Expense Reimbursement Process... 3 Supporting Documentation... 4 Travel Expense Reimbursement...5 Miscellaneous Expense Reimbursement...6 Out-of-Pocket Subject Payments Reimbursement...6 Reconciliation of PCard Transactions...6 Expense Report... 8 Expense Report Approvals Reconcile a Cash Advance Monitor and Maintain Travel and Expense Transactions: View Outstanding Requests Expense Inquiry Workbench Action Item Sub Reports Cancel or Delete a Travel Authorization Delete an Expense Report View Payment History Employee Expense History Returned Transactions Approval of Expense Report Payment Details Monitor and Maintain Travel and Expense Transactions: Queries Appendix A: Travel Authorization Appendix B: Cash Advance Appendix C: UM Delegate Entry Authority Appendix D: Imaging Expense Documentation Appendix E: Create/Update a User Template Terminology Resources... 59

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5 Roles and Responsibilities A community of people within each unit share financial stewardship, even though we may all play different roles. Listed below are six primary financial roles. Keep in mind that these are roles, not job descriptions, so you may function in several of these capacities. Initiator Preparer Approver Fiscal Monitor Principal Investigator/ Project Manager Academic/ Administrative Head Individuals who request or initiate an event that results in a financial transaction. They are responsible for conducting activities and events within the boundaries of compliance with University policies and procedures ad funding agency restrictions. Note: Any University employee has the potential to be an initiator. Individuals who prepare, code, review, and/or process sponsored and nonsponsored accounting transactions in compliance with University policies and procedures and funding agency restrictions; resolve discrepancies; and prepare reports. Individuals who review and approve sponsored and nonsponsored accounting transactions to ensure compliance with University policies and procedures and funding agency restrictions; identify problems and ensure resolutions. Individuals who are responsible for policy interpretation and implementation for a department (or collegiate unit or higher). They manage the sponsored and nonsponsored accounting and fiscal operations of a department (or collegiate unit or higher) in compliance with University policies and procedures and funding agency restrictions. Individuals who provide leadership for a research grant and/or subunit within a department by managing, problem solving, ensuring compliance with policies, and monitoring budgets. Individuals who provide overall leadership for the unit and the University in general. They participate in policy formation and ensure policy implementation for their unit. They are also responsible for their unit s overall financial management. A broad range of jobs at the University fit into these general financial roles. This course focuses on those who belong to the preparer role and those who are responsible for creating travel authorizations, cash advance requests, and expense reports for themselves or others in their department or cluster. Create Expense Reports Reference Leadership and Talent Development

6 Policies and Procedures Resource Page The following policies and procedures can be found at General University Policies PCard Policy Travel-Related Policies and Procedures Non-Travel Activities Policies and Procedures Internal Controls Source: Internal Control Concepts and Applications, Committee of Sponsoring Organizations of the Treadway Commission, 1992 Board of Regents Code of Conduct Using the University Procurement Card Procedure Reconciling Procurement Card Activity Traveling on University Business Procedure Applying for Travel Expense Reimbursement Cash Advances Procedure Requesting and Reconciling a Cash Advance Using the University Procurement Card Using the University Corporate Travel Card Relocating New Employees Policy Hospitality, Alcoholic Beverages, and Other Special Expenses Paying for Non-Payroll Expenses Policy Paying Human Subjects, Maintaining Confidentiality, and 1099 Reporting Purchasing Goods and Services, Out of Pocket Purchase Provision 2 Leadership and Talent Development Create Expense Reports Reference

7 Travel Authorization, Cash Advances, and Expense Reimbursement Process The following flowchart describes the basic travel authorization, cash advance, and expense reimbursement process The travel authorization (TA) (optional) and expense reimbursement (ER) process begins when a University employee identifies a need for one of the following: Business travel Cash payments to human research subjects The traveler plans the trip and, if required by their department, gathers all of the information to create a TA (dates, estimated costs, etc.). OR The researcher gathers the information needed to create a TA (dates, purpose) as required for a cash advance. The preparer creates the TA in the financial system including justification, estimated and/or actual costs, dates, and accounting information. When complete, the TA is submitted for approval. 4 DeptID approver, and if necessary, Certified Approver, reviews and approves, returns or denies the TA. If necessary, Accounting Services approves TAs if $10,000 or more. 5 6 Travel or research study takes place. Expenses are incurred or human subjects are paid. Non-travel employee expenses requiring reimbursement may also be incurred at any time. Upon completion of travel or paying human subjects, or if non-travel expenses have been incurred, employee creates an expense report in the financial system detailing expenses, cash advances, merchants, accounting and justification information. Expense report is printed and signed by the employee and submitted for approval electronically. 4a If a cash advance is necessary for travel or payment of human subjects, the preparer creates a cash advance request referencing the approved TA number and submits it for approval along with a paper Cash Advance Report signed by the traveler or researcher. 4b Cash advances are automatically routed to Disbursement Services, who approves, returns, or denies the cash advance. Once approved, Disbursement Services images the cash advance request. 4c 6a 6b The cash advance requester must return any unused portion of a distributed cash advance within 60 days of the completion of travel or study or the end of the fiscal year/grant end date, whichever is shorter. The Preparer deposits the cash balance using the departmental deposit process. Disbursement Services reconciles the cash advance and deposit balance. Any cash advance that is unaccounted for 60 days after the completion of travel or study is deducted from the employee's pay. 7 DeptID approver, and if necessary, Certified Approver, reviews the expense report, Employee Expense worksheet, and original receipts. The approver approves, returns, or denies the expense report. Accounting Services must provide an additional approval when the expense report is greater than $10, Requester receives an notification when the expense report is approved The financial system sends approved expense reports to staging where they are prepared for payment. Employee is reimbursed for allowable expenses. Approved cash advance is distributed to the traveler or researcher. Create Expense Reports Reference Leadership and Talent Development

8 Supporting Documentation REIMBURSEMENT ACTIVITY Staff seeking reimbursement for expenses must complete and submit the Employee Expense worksheet to the designated preparer in the department. All expense reports must be accompanied by supporting documentation about the expenses. An expense report must be entered in the financial system by the preparer in order to receive reimbursement. Every employee expense report should include enough information to answer the following questions (5 Ws): WHO is traveling? WHAT is the purpose for the travel? WHERE and WHEN did the travel take place? HOW does the travel benefit the project/account charged? (for sponsored accounts) For more information refer to the policy: Documenting Financial Accounting Transactions for All Nonsponsored and Sponsored Transactions. 4 Leadership and Talent Development Create Expense Reports Reference

9 Supporting Documentation (cont.) Travel Expense Reimbursement A completed University Employee Expense Worksheet (UM 1612), or department equivalent, must be submitted within 60 days of the last day of travel. Original receipts for all expenses of $25 or more (except meals) must be signed and submitted with the University Employee Expense Worksheet (UM 1612). Signature on the receipt indicates that the expense has been accepted by the employee. Receipts must be taped to one side of an 8.5" x 11" piece of paper. Reimbursements may not be approved if not submitted within the established time frame. Receipts are not required under any circumstances in order to be reimbursed for travel meals when using the appropriate per diem amount (even if the meal exceeds $25). However, when meals are charged to sponsored funds, if the sponsor has more restrictive policies, the sponsor s policies must be followed. Employees may be reimbursed for certain business entertainment meals involving non-university personnel. A bona fide business discussion or meeting must occur immediately before, during, or after the meal. Examples of such business purposes include recruiting and fund-raising. Additional documentation requirements apply when dealing with business entertainment meals. In addition to documenting time, place, and dollar amount of the business meal, the employee must also describe the business discussion and identify the other individual(s) present and their business relationship(s) to the University. Submit the expense report for data entry within 60 days. Reimbursements may not be approved if not submitted within the established timeframe. Verify that the domestic lodging rate falls within the University guidelines as defined in the Traveling on University Business policy, which is 150% of the daily per diem found on the GSA website. The guideline does not apply to conference travel, where the traveler is paying a pre-negotiated rate that is offered by the conference. For non-conference travel, if the lodging rate exceeds the guideline, ensure that approval from a supervisor/manager who is at least one level higher in authority than the traveler or the appropriate designee was obtained. (Request for Domestic Lodging Exception form.) If Create Expense Reports Reference Leadership and Talent Development

10 Supporting Documentation (cont.) approval was not obtained, the approving authority may deduct that portion of the daily room rate that exceeds the guideline. Foreign expenses must be submitted in U.S. dollars using the exchange rate in effect during the dates of travel or the exchange rate used by the University Corporate Travel Card at time of billing. If conversions are necessary, indicate what exchange rate was used. Note: Multiday expenses, such as hotel and car rental, can be entered on an expense report as a single expense line with the total cost or as individual per-day expenses. Check with your department or sponsor for guidelines for any requirements to report expenses on a per-day basis. Miscellaneous Expense Reimbursement Out-of-Pocket Subject Payments Reimbursement Reconciliation of PCard Transactions A completed University Employee Expense Worksheet (UM 1612) must be submitted. Original receipts for all expenses that are listed for reimbursement must be submitted with the University Employee Expense Worksheet. Receipts must be signed by the employee and taped to one side of an 8.5" x 11" piece of paper. A completed University Employee Expense Worksheet (UM 1612) must be submitted. Supporting documentation must comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The payment process must maintain the subject s confidentiality while meeting Internal Revenue Service (IRS) reporting requirements and also conform to the University s standard accounting and payment practices. It is required that the confidentiality of the study and the human subject(s) be maintained. The only explanation that is required on the payment document is: Details are on file in department and available for audit. Attachments identifying the human subject(s) or the name of the study should NOT accompany the payment document. Therefore, when completing the appropriate form(s) requesting reimbursement or payment, include only the name and address of the payee, employee ID number, ChartField string, and amount. Supporting documentation includes attached signed receipts and justification for each expense. Documentation must be entered/ attached by the employee into My Wallet or by the expense report preparer directly in the expense report. 6 Leadership and Talent Development Create Expense Reports Reference

11 Supporting Documentation (cont.) Cardholders should sign each receipt before attaching it in My Wallet or giving it to the expense preparer to attach to the expense report. If a receipt is missing a Statement in Lieu of Receipt form is required, and should be used only as a rare exception. If the supporting documentation is not attached to the expense report it must be imaged within 30 days of the transactions being approved. PCard transactions must be reconciled and approved within 30 days of the transaction being loaded into EFS. Once transactions are approved they will post to the general ledger the next day. Create Expense Reports Reference Leadership and Talent Development

12 Expense Report Create Expense Report An expense report is created by navigating to: Home > Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify Enter the employee s ID number OR click the lookup icon to search for the employee s ID number. Click <Add>. NOTE: Only employees authorized via the UM Delegate Entry Authority process will appear. For more information, refer to the UM Delegate Entry Authority for Expense Preparers job aid. On the Create Expense Report page, fill in the following fields: Field Name Quick Start Field Description Provides options to populate an expense report from the following: A Template A Travel Authorization An Existing Report Entries from My Wallet 8 Leadership and Talent Development Create Expense Reports Reference

13 Expense Report (cont.) Description Business Purpose Default Location Reference Authorization ID Summary and Submit Accounting Defaults Actions (30 characters) A brief description of the trip or expense situation that will provide the ability to search for the record at a later time. This field also populates various UM Reports. If a travel authorization is used to create the expense report, this information defaults. Business purpose for the trip. If a travel authorization is used to create the expense report, this information defaults. If the correct expense location is not available in the list, type the expense location in the Comments field. If a travel authorization is used to create the expense report, this information defaults. Note: If multiple cities pertain to the expense report, leave this field blank. Instead, list the specific cities in the lines Description field or in the overall Notes box on the submit page. (10 characters) Additional information that pertains to the expense report. Appears when a travel authorization number is referenced. Begin the submission for approval here; the expense report justification must be entered by following this link to the Notes field. Specify a default ChartField string to be used on every expense line in the expense report. If a default ChartField string is specified, it can be overridden at the expense line level if necessary. If a travel authorization is used to create the expense report, this information defaults. Actions become available once a field is entered or populated to start the expense report. To apply a cash advance(s) to the expense report, select Apply/View Cash Advance(s) and click <GO>. Note: If an approved travel authorization was used to create the expense report, all expenses listed on the travel authorization will default into the expense report. Expenses that were estimated on the travel authorization can be adjusted on the expense report. Additional expense lines can be added or deleted to the expense report as necessary. Prepaid items that are not from My Wallet but are included in the travel authorization must be removed from the expense report. Create Expense Reports Reference Leadership and Talent Development

14 Expense Report (cont.) Reconciling PCard Transactions on an Expense Report Determine whether the employee has PCard transactions that await reconciliation by looking at the My Wallet icon. If there is a number after the title, that indicates how many transactions have not yet been pulled into an expense report for reconciliation. Click the My Wallet link. The employee s unassigned PCard transactions will display in the Unassigned Wallet Entries page. Locate the intended transaction(s). Check the line s Select box, then click <Done> to bring the transaction(s) into the expense report. Note: You will be unable to determine whether the cardholder has already added attachments to the transaction at this time. However, once the transaction is applied to the expense report, the attachments and comments will appear. 10 Leadership and Talent Development Create Expense Reports Reference

15 Expense Report (cont.) The selected PCard transaction has now been taken out of My Wallet and applied into this unique expense report. Notice that the expense report has already been assigned a number in EFS and is in a Pending status since it has not yet routed for approval. Several fields may appear in red until the required information has been entered. In this example the purchase was airfare from Delta, so the Expense Type is Pcard Air. The cardholder may already have entered a justification in the Description field in the My Wallet page. If nothing appears in this field, the preparer is responsible for entering a justification in the Description field at this time. Next, determine whether the cardholder previously attached his/her receipts by looking at the Attachments icon that looks like a paperclip. HINT: If there is a green plus sign by the icon, this means an attachment (receipt) has not been added. If no plus sign appears by the paperclip icon, the cardholder has already uploaded an attachment. When the Attachments icon is clicked, the attachment s information will appear. Click on the File Name to view it to ensure it complies with policy, and make sure that the receipt has been signed. Create Expense Reports Reference Leadership and Talent Development

16 Expense Report (cont.) If no attachment appears, there is the option to add the imaged receipt by clicking <Add Attachment> to upload it into the expense report. After viewing the receipt, click <OK>. Since the merchant was Delta.com, the Expense Type defaulted to PCard Air. EFS will default all PCard Air transactions Account values to (domestic travel). This value may be changed by the preparer when appropriate. If the Expense Type was PCard, the Account value will be blank. A value must be entered to save the expense report. Reconciling Out of Pocket Expenses on an Expense Report In order for an employee to be reimbursed for out of pocket expenses, an Employee Expense Worksheet and the accompanying signed receipts must be completed and entered on an Expense Report by the preparer in EFS within 60 days of the last day of travel or activity. To add an out of pocket expense to the expense report, click the plus sign to add an Expense Type line. Click <Quick Fill> to add multiple Expense Type lines for one day or multiple days. If all lines will be charged to the same ChartField string(s), click the <Accounting Defaults> link to apply the same ChartField string(s) to all lines at once. It is possible to change individual ChartFields as necessary after the majority of the fields are populated from the Accounting Defaults. Click <OK>. 12 Leadership and Talent Development Create Expense Reports Reference

17 Expense Report (cont.) Modify Expense Report The Modify Expense Report page will reappear. Add descriptions that could serve as justification statements to the Description fields for each Expense Line. The Description field can contain up to 254 characters. Field Name Field Description Expense Type Expense Date Amount Spent Payment Type Billing Type Description Non-Reimbursable No Receipt Enhanced Data Accounting Details Caret icon The type of expense incurred. Date the expense was incurred. Amount of the expense. If this was an estimated amount on the travel authorization, update the field with the actual amount. Defaults to Prepaid for PCard expense items from My Wallet; Out of Pocket defaults for other expense items added to the report. General. If an expense type used includes Other in the description, enter a description of the expense. If Description is used, the information will print on the expense report and will populate PI reports transaction detail in UMReports. Not used. Not used. Specific information about the expense. ChartField string for the expense line. Small triangle, when clicked it reveals more of the Expense Line information. Create Expense Reports Reference Leadership and Talent Development

18 Expense Report (cont.) Add Attachments Click the Attachments icon. Click <Add Attachment>. Click <Browse>. Note that the acceptable file formats are Word, PDF, and Excel. Navigate to and select the saved receipt on your computer. Click <Open>. Click <Upload>. Optional: Enter a simple description of the file. This description will be viewable to the approvers. Click <OK>. 14 Leadership and Talent Development Create Expense Reports Reference

19 Expense Report (cont.) Returning back to the expense report, notice that the Attachment icon no longer has a plus sign next to it. This is the visual indication that an attachment has been added. Finally, verify the ChartField Account values are correct and change them when appropriate. Important Note: All Out of Pocket transactions will have a default Account value that coincides with their associated Expense Type. When Out of Pocket expenses are included on the Expense Report, the employee must also submit a completed and signed Employee Expense Worksheet (UM1612) as required per policy. This paper form must be scanned so that it creates a PDF, then you must upload it as an attachment into the EFS expense report. To upload the Employee Expense Worksheet, click the attachment icon and proceed through the steps to add the attachment. Totals After entering the expense lines, a header level justification needs to be added. Click <Summary and Submit>. Create Expense Reports Reference Leadership and Talent Development

20 Expense Report (cont.) To add an overall header level justification for this expense report, click <Notes>. To save the entered justification, click <Add Notes>. Click <OK>. Click <Submit Expense Report> to submit the report. Click <OK> to confirm. Expense report totals display after clicking the <Summary and Submit> button. Field Name Expense Details Save For Later Field Description Clicking this button displays the Modify Expense Report page with expense and accounting details. Save the expense report for completion at a later time. This does not submit the travel authorization for approval but does provide an ID number for the document. 16 Leadership and Talent Development Create Expense Reports Reference

21 Expense Report (cont.) Attachments Notes Submit Expense Report Approval History Employee Expenses Non-Reimbursable Expenses Prepaid Expenses Employee Credits Supplier Credits Cash Advances Applied Due Employee Due Supplier Update Totals Submit Expense Report Project Summary For expense reports for reimbursements to an employee, the scanned Employee Expense Worksheet must be attached here. An expense report justification must be entered here. Clicking this button will route the expense report for approval. Approver action and comments will be available in this section. The sum of all expenses greater than zero. The sum of all expenses that are marked as non-reimbursable or were denied by an approver. Total of expenses included from MyWallet. Not used. Not used. Any funds from a cash advance that are applied to this report. The total reimbursement to be paid to the employee if total expenses exceed total deductions. Not used. Recalculate the total expense amount. Submit for approval. A summary of all the ChartField strings used for the expense report. Create Expense Reports Reference Leadership and Talent Development

22 Expense Report (cont.) Once an expense report is submitted for approvals, the following items populate. Note: The same is true for a submitted Travel Authorization. 1. Report Number 2. <View Printable Version> link (see next page for more information) 3. Approval History 4. <Expense Details> opens the Modify Expense Report page. 5. Expense Line 6. Status of Expense Report 7. Budget Status (if <Error>, the expense report preparer may click to view budget errors) Leadership and Talent Development Create Expense Reports Reference

23 Expense Report (cont.) Printing an Expense Report There is no requirement to print the expense report, except for reconciling cash advances. If departments want paper copies, follow the directions below. To print an expense report: 1. After submitting an expense report, click <View Printable Version>. 2. A new window appears, stating Queued, then Success. The expense report then appears in that same window. 3. Click <File/Print> to print the expense report. Create Expense Reports Reference Leadership and Talent Development

24 Expense Report Approvals Once an expense report is completed and submitted in the financial system, the department approver receives notification of the approval request. 1 The department approver logs in to the financial system and reviews the expense report and supporting documentation for the following: Approver 1 Certified Approver 1A Accounting Services 2 Expense report is routed to staging for reimbursement. Supporting documentation including the employee s signature must be imaged. Department may retain a copy. Key: Required Conditional The 5 Ws of who, what, where, why, and when for the travel are adequately documented on the expense report. Receipts are attached for all expenses of $25 or more, except for travel meals using the daily per diem. Expensed per diem rates used are correct for the location of travel. Lodging rates are within guidelines except in the case of conference travel where a pre-negotiated rate for conference attendees applies. For non-conference travel, lodging rates that exceed the guideline must be pre-approved by a manager or supervisor at least one level higher in authority than the traveler using the Request for Domestic Lodging Exception form. If pre-approval is not obtained, the employee will be responsible for the difference between the guideline and actual lodging rate. All claimed expenses are allowable and reasonable. The department approver does one of the following: Approves the expense report. Sends Back the expense report. Puts the expense report on Hold while details are confirmed. Then the expense report can be taken off hold and approved or sent back. If the approved expense report does not use sponsored funds, and does not total $10,000 or more, the expense report is routed to staging for reimbursement. 1A If the expense report uses sponsored funds the expense report is routed to the appropriate Certified Approver. The Certified Approver reviews the expense report to make sure the following information is included: 20 Leadership and Talent Development Create Expense Reports Reference

25 Expense Report Approvals (cont.) Justification specifying whether the traveler is presenting research. If not presenting, a specific purpose statement must be included (e.g., collaborate with other researchers, off-site research, conference, project planning meeting). A description of work to be accomplished. A list of either the names of participants or a general description of their relationship to the project (e.g., sponsor representatives, industry advisors). For reimbursement of pre-travel expenses on sponsored accounts, the justification must establish a beneficial or causal relationship of the travel to the project or account charged. Effort must be certified on a sponsored account when travel expenses are charged. The Certified Approver does one of the following: Approves the expense report. Sends Back the expense report. Puts the expense report on Hold while details are confirmed. Then the expense report can be taken off hold and approved or sent back. If the approved expense report does not total $10,000 or more, the expense report is routed to staging for reimbursement. 2 If the expense report totals $10,000 or more it is routed to Accounting Services for approval after department approval and, if necessary, certified approval has taken place. If the expense report is approved, it is routed to staging for reimbursement. Create Expense Reports Reference Leadership and Talent Development

26 Reconcile a Cash Advance Reconcile a Cash Advance Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify Field Name Advance ID Advance Amount Balance Exchange Rate Total Applied Add Cash Advance Update Totals Total Advance Applied Total Employee Expenses Total Due Employee Field Description Cash advance ID number. Total amount of the cash advance. This information defaults from the cash advance record. Remaining balance on the advance. This field should equal 0.00 USD. Exchange rate used for the cash advance. Unless the expenses involved international travel, this field contains indicating a one-toone exchange rate for U.S. dollars. Total amount applied to the cash advance. Add another cash advance record to the expense report. Update the calculations with any new added information. Displays the total advance applied amount for all cash advances on the expense report. Displays the total amount of employee expenses from the expense report if they have already been added. Displays the total amount due to the University for all cash advances on the expense report. OK Return to the main expense report form. The cash advance information displays in the totals section of the expense report form. 22 Leadership and Talent Development Create Expense Reports Reference

27 Reconcile a Cash Advance on an Expense Report Reconcile a Cash Advance (cont.) This procedure gives step by step directions for reconciling a cash advance on an expense report after completion of the travel or research study for which the cash was requested. This process is sometimes called a cash advance close out. During the trip or study with human subjects, the recipient of the cash advance tracks and accounts for all cash transactions. Within 60 days of the end of the travel or the study, as documented on the related Travel Authorization, the recipient must complete the Employee Expense Worksheet and prepare the relevant receipts including signatures and justifications for the preparer to enter into EFS. The use of the cash advance and the total amount disbursed and used should be noted on the Employee Expense Worksheet. Department expense preparer will enter the information from the Employee Expense worksheet into an expense report in EFS. Navigate to: Employee Self Service > Travel and Expense Center > Expense Reports > Create/Modify. Type or select the employee s ID number. Click <Add>. From the Quick Start drop-down menu, select A Travel Authorization. Click <Go>. Create Expense Reports Reference Leadership and Talent Development

28 Reconcile a Cash Advance (cont.) Select the appropriate transaction from the list of travel authorizations. After the Travel Authorization information has populated in the expense report, change the amount on the Expense Type line(s) to the amount that was used from the cash advance. From the Actions drop-down menu, select Apply/View Cash Advance. Click <Go>. Select the appropriate cash advance from the list. 24 Leadership and Talent Development Create Expense Reports Reference

29 Reconcile a Cash Advance (cont.) In the Total Applied field, enter the amount of the cash advance that was used by the recipient for the travel or study. Click <Update totals> to see the calculated balance. Note that the amount in the Balance field is the amount that the recipient owes back to the University, if the expenses incurred were less than the cash advance. Record this amount for later use. Click <OK>. Click <Attachments> to attach the required Employee Expense Worksheet. Click <Summary and Submit>. Create Expense Reports Reference Leadership and Talent Development

30 Reconcile a Cash Advance (cont.) The amount of the cash advance applied should appear on both lines, Employee Expenses and Cash Advances Applied. It will indicate there is zero due to the supplier, but the recipient actually owes the University the amount that was shown on the previous screen in the Balance field. Complete, or add to, the expense report justification next by clicking <Notes>. Click <Submit Expense Report>. Click < OK >. To complete this transaction, the cash advance recipient should write a personal check, payable to University of Minnesota, and follow the department procedures for it to be deposited to the University. See the Departmental Deposit job aid for more information. If the remaining balance of the cash advance is not returned to the University via this deposit method, the amount will be automatically deducted from the cash advance recipient s next regular paycheck. 26 Leadership and Talent Development Create Expense Reports Reference

31 Monitor and Maintain Travel and Expense Transactions: View Outstanding Requests To view the status of outstanding requests, follow the path below. Home > Employee Self Service > Travel and Expense Center > Expense.Report OR Travel Authorization OR Cash Advance > View Choose the Advanced Search option and select the desired Report Status from the drop-down menu. Limiting other criteria provides better results. Create Expense Reports Reference Leadership and Talent Development

32 Monitor and Maintain Travel and Expense Transactions: Expense Inquiry Workbench To view a list of expense transactions, follow the path below. Home > Employee Self-Service OR Manager Self-Service OR Travel and Expenses > Travel and Expense Center > UM Expense Inquiry The Expense Inquiry Workbench includes a variety of search parameters that show the relationship between Expense Reports, Travel Authorizations, and Cash Advances. Field Name Empl ID Name Set ID Preparer Field Description Search by any employee ID that is associated with at least one expense transaction. Search by employee name by using the correct format: Last Name,First Name Leave at default UMFIN. Enter User ID (x.500) to return all expense transactions created by a specific preparer. 28 Leadership and Talent Development Create Expense Reports Reference

33 RRC Approver Monitor and Maintain Travel and Expense Transactions: Expense Inquiry Workbench (cont.) Enter the 5-character Resource Responsibility Center (RRC) code (e.g., CLAXX) to view expense transactions within an RRC. The association of an employee to an RRC is based on the default DeptID from the employee s profile in the financial system. Enter an approver User ID (x.500) to return all expense transactions acted upon or to be acted upon by the approver. Date Submitted Enter from and to dates of an expense transaction within a 24 month period from today s date. The workbench is not to be used for transaction history beyond 24 months. Note: Travel Authorizations with future dates will be retrieved when a future date range is entered. Report ID, Authorization ID, Advance ID Report Status, Travel Auth Status, Advance Status ChartFields in the Accounting Details Search by an Expense Report, Travel Authorization, or Cash Advance ID number. The preceding zeros are not necessary (e.g., 1212). Search based on the status of an expense transaction. Enter a Fund, DeptID, Business Unit PC, Account, or Project to search for specific transactions containing specific ChartField data. Create Expense Reports Reference Leadership and Talent Development

34 Monitor and Maintain Travel and Expense Transactions: Action Item Sub Reports Expense preparers, approvers, and administrators may utilize these sub reports to produce action items that need attention. These reports are expected to be used frequently and are especially important in the month of June for year-end close out. Field Name Budget Exceptions Approval Pending Documents Outstanding Advances Unused Travel Auths that can be Cancelled Field Description Provides a listing of expense transactions with budget errors. Chartfield strings are displayed along with the error messages. Any transactions listed should be sent back to the preparer by the approver so the ChartField string may be corrected by the preparer before resubmitting. Note: Preparers may utilize the <Notify> button at the bottom of the screen to initiate the send back process. Provides a listing of the documents that are still in an approval pending status. Provides a listing of cash advances that were paid to employees, but have yet to be reconciled. Any outstanding cash advance that has not been reconciled within 60 days after the end date of the referenced TA is a violation of policy. Provides a listing of TA s that are referenced by cash advances but were not associated with expense reports where cash advances were applied. If a cash advance was applied to an expense report where an applicable TA was not referenced, the TA must be cancelled in order to relieved encumbrances. 30 Leadership and Talent Development Create Expense Reports Reference

35 Monitor and Maintain Travel and Expense Transactions: Cancel or Delete a Travel Authorization Cancel a Travel Authorization When a travel authorization is created and approved, but the travel or reason for a subsequent cash advance never takes place, the travel authorization must be canceled to relieve the encumbrance the travel authorization created. Home > Employee Self-Service > Travel and Expense Center > Travel Authorization > Cancel This page is used to select the specific travel authorization that requires cancelation. When a travel authorization is canceled, the status is set to closed. If the travel authorization needs to be viewed, it must be accessed from Home > Employee Self-Service > Travel and Expense Center > Travel Authorization > View. If a travel authorization is not approved and the status is pending, denied, or closed, the travel authorization can be deleted and completely removed from the system. A travel authorization can also be deleted when an approver sends it back to the preparer because the From date has been surpassed by the current date, causing the travel authorization to be outdated. However, if the To date has not been surpassed by the current date, the travel authorization can still be approved. Home > Employee Self-Service > Travel and Expense Center > Travel Authorization > Delete This page is used to select the specific travel authorization that requires deletion. Note: Travel Authorizations can only be cancelled or deleted if there is no cash advance associated or the cash advance is denied or closed. Travel Authorizations with associated cash advances will still appear on Cancel or Delete search pages, but they will be greyed out and not accessible to select for cancellation or deletion. Create Expense Reports Reference Leadership and Talent Development

36 Monitor and Maintain Travel and Expense Transactions: Delete an Expense Report When an expense report is created but remains in pending or denied status, it can be deleted as long as there is no My Wallet expenses or paid cash advance included in the expense report. Home > Employee Self Service > Travel and Expense Center > Expense Report > Delete This page is used to select the specific expense report that requires deletion. 32 Leadership and Talent Development Create Expense Reports Reference

37 Monitor and Maintain Travel and Expense Transactions: View Payment History To view the payment history for a particular employee, follow the path below. Home > Employee Self-Service > Travel and Expense Center > Review Payments > Review Payments Scott Larson Field Name Payment Reference Bank Code Bank Account Payment Amount Pay Status Payment Method Status Payment Date Payee Address Type Field Description The system assigned identification number for the payment. The University bank from which the payment is disbursed. The University bank account from which the payment is disbursed. The amount of the payment. Indicates the payment was made. Indicates whether payment was disbursed by direct deposit (ACH) or a hard check (CHK). Indicates that the payment was posted. The date the payment was disbursed by the system. The address located in the employee profile. If an employee is set up to receive a hard copy check, this is the address where the check is sent. The type of expense transaction. Create Expense Reports Reference Leadership and Talent Development

38 Monitor and Maintain Travel and Expense Transactions: View Payment History (cont.) ID The identification number associated with the expense transaction. Descr Status Created Amount The description of the expense transaction. The status of the expense transaction. The date the expense transaction was created. The amount of the payment. 34 Leadership and Talent Development Create Expense Reports Reference

39 Monitor and Maintain Travel and Expense Transactions: Employee Expense History Home > Employee Self-Service > Travel and Expense Center > Review Payments > Review Expense History Field Name From Date/ Through Date Transaction Type Search Type ID Description Status Field Description Select a range of dates for an expense transaction. List of expense transactions used to narrow a search. Used to pull a list of expense transactions. The type of expense transaction. The identification number associated with an expense transaction. A brief description of the expense transaction. The status of the transaction. Create Expense Reports Reference Leadership and Talent Development

40 Monitor and Maintain Travel and Expense Transactions: Returned Transactions When an expense transaction is sent back by an approver, the preparer receives an notification. Clicking on the link will bring a preparer directly to the expense transaction that was returned. When an expense transaction is sent back by an approver, the Sent Back For Revision By field will show the name of the approver and the comments indicating the reason the transaction was returned. This is an active link and displays additional comments when clicked. 36 Leadership and Talent Development Create Expense Reports Reference

41 Monitor and Maintain Travel and Expense Transactions: Approval of Expense Report When an expense report is approved, an notification is sent to the individual who will be reimbursed. Subject: Expense report for Patel, Chirag has been approved Date: XX/XX/XXXX Note: Please do not reply to this . This mailbox does not allow incoming messages. The following expense report has been approved. If there is a net amount due to the employee on this expense report it will be paid in 2-5 business days. Employee ID: Employee Name: Submission Date: Report Description: Patel, Chirag 20XX Report ID: Business Purpose: To UMTC 11/18 for various meetings Business Meeting For questions contact your department preparer or the University Financial Helpline at or finsys@umn.edu. Create Expense Reports Reference Leadership and Talent Development

42 Monitor and Maintain Travel and Expense Transactions: Payment Details When an expense report or cash advance has been approved and is staged for payment, the individual who will receive the payment receives an notification that a deposit will be made within two business days. Subject: University of Minnesota ACH Payment Details - Expense Reimbursements/ Cash Advance Date: XX/XX/XXXX This message was system generated. Please do not reply to this message. Dear Chirag Patel, A University of Minnesota ACH payment of USD $44.00 with a payment reference of is scheduled to be deposited into your bank account in 2 business days. The details of the payment are as follows: Expense Report ID/Cash Advance ID Date Description Paid Amount /30/20XX To UMTC 11/18 for various mtgs * Total For any correspondence/questions contact the department staff responsible for processing this payment. OR Call the Financial Helpline at Leadership and Talent Development Create Expense Reports Reference

43 Monitor and Maintain Travel and Expense Transactions: Payment Details (cont.) Overdue Cash Advance Notification The financial system automatically tracks outstanding cash advances and sends out s notifying employees when they are overdue. Cash advance recipients will receive notification for paid cash advances that have an outstanding balance more than 60 days old, based on the end date of the travel authorization relating to the cash advance. The will contain a link to the specific cash advance referenced. The will contain the following information: Cash Advance ID Cash Advance Outstanding Amount Cash Advance Pay Date Travel Authorization End Date Cash Advance Description Deadline Date for making payment To provide greater visibility of overdue cash advances, in addition to the cash advance recipient, the notification will be sent to the: Preparer of the Cash Advance Approver of the Travel Authorization RRC Manager tied to the employee s default Department ID Create Expense Reports Reference Leadership and Talent Development

44 Monitor and Maintain Travel and Expense Transactions: Queries Use queries to quickly locate specific travel authorization and expense reimbursement information. These queries should be used periodically throughout the year, not just at fiscal year end. They are a great way to keep data clean. Navigate to Reporting Tools > Query > Query Viewer. Search by query name to locate the desired query. Enter the query name and click <Search>. Once the query is located, select the HTML link of the query name. Enter the indicated information into the prompt(s) and click <View Results>. Query results can be downloaded to Excel by selecting the <Excel Spreadsheet> link. A list of helpful queries follows. UM_FEX_YEM_PND_EX_DOC This query is run by RRC and identifies any travel authorizations, cash advances or expense reports that are pending (have not been submitted for approval). It provides Document IDs along with the date, employee name and amount of each transaction. It must be determined if the pending document should be submitted for approval or if it is a duplicate of a previously processed document and should be deleted. 40 Leadership and Talent Development Create Expense Reports Reference

45 Monitor and Maintain Travel and Expense Transactions: Queries (cont.) UM_FEX_YEM_SUBPAR_EX_DOC This query is run by RRC and identifies any travel authorizations, cash advances or expense reports that have a status of Submitted for Approval (SUB) or Approvals in Process (PAR). It provides Document IDs along with the date, employee name, amount and approver of each transaction. It must be determined if these documents should be approved, sent back to the preparer for modification and resubmission, or denied. Create Expense Reports Reference Leadership and Talent Development

46 Monitor and Maintain Travel and Expense Transactions: Queries (cont.) UM_FEX_EX_DOCS_BY_CA This query is run by the 10-digit cash advance ID and shows what other documents link to that ID (i.e. the travel authorization, cash advance, expense report, and departmental deposit if needed). It provides the status, amount, employee and preparer for the cash advance. 42 Leadership and Talent Development Create Expense Reports Reference