Hawaiian Airlines, Inc. Travel & Expense Reporting: Global Expense Reporting Solutions (GERS) tool End User Training

Transcription

1 Hawaiian Airlines, Inc. Travel & Expense Reporting: Global Expense Reporting Solutions (GERS) tool End User Training

2 Please log on to:

3 Hawaiian Airlines Company Key: DEnyht78K9u2AHPKmwGAzQ== When you log in to access the Expense Reporting solution for the first time, simply enter in the Company Key Then click on the Register Now button

4 Enter your first and last name and your preferred User ID. Then select your Challenge Phrase and its corresponding answer. Finally, enter your address. Please use work address Click on the Next button to continue.

5 For Cardholders ONLY - When your registration is accepted, the application will prompt you for your Corporate Card number. Enter in your card number and your name as it appears on the card. Then click on the Next button to continue. Shortly afterwards, you will receive an notification that will include your temporary password. If you need access to more than one card account, speak to your company s Corporate Card program administrator.

6 To log in to the application after you have registered with the system, enter in your User ID and password. Then click on the Log In button to continue.

7 Click on the New button to create a new expense report The My Expense Reports page will appear. Shown here is a listing of expense reports that you have prepared for your own expenses.

8 The New Expense Report Information dialog box will appear. Fill out your expense report title and category, then click on the OK button to continue

9 Next, click on the Amex Card Data tab to advance to the next step Based on your company setup, you may have the ability to select these options. If you select the Charge To condition, you have the option to change the default cost center/accounting code with another.

10 Within the details of each expense item, you may review and fill out/edit any of the white-colored fields Then, click on the Apply button to add this charge to your expense report

11 When you expense a business meal, you will need to provide additional information, such an an explanation of the meal When you ve reviewed and filled in/edited all the white fields shown, click on the Attendee button.

12 When you expense a hotel charge, you will be required to itemize that charge in order to separate out room and tax charges from other miscellaneous charges such as meals, parking, etc. When you are done reviewing and filling in/editing the details, click on the Apply or Itemize button. The Itemize dialog window will then appear.

13 Begin by selecting the Room+Tax or Room type in the Expense field. Next, fill in the amount for that particular expense type in the Amount field. Also specify the number of nights stayed. Continue adding expense types until the total hotel charge is expensed. Then click on the Enter button

14 When you have applied all the Corporate Card expenses that you want to include in your expense report, click on the Expenses tab. To view your expense report in a List view, click on the List button

15 The List view will display your expenses in a list format. This view is typically used by expense report approvers and auditors. We will return to the Grid view and show you how to add non-card charges from there.

16 To add any expenses that do not already appear in the prepopulated data (e.g. cash items, mileage, non-received corporate card transactions), click on the next empty row in the grid. This will pop up a list of all the expense types. Alternately, you can click on the Expense field on the lower half of the screen to pull up the same listing.

17 Make sure to review and edit/fill out all the whitecolored fields. Because your expense may be an out-of-pocket expense (e.g. cash), be sure to indicate the correct payment type

18 When you have entered in all of your expenses, click on the Completion tab to continue If you incurred any expenses that require a receipt, the Receipt tab will appear with a listing of the expenses requiring receipt submission

19 After reviewing this tab, click on the Summary tab to continue

20 On the Summary tab, you can review summary data, such as the report total, total reimbursable amount, the amount that is owed to American Express (credit card remittance), and the out-ofpocket (cash) amount that needs to be reimbursed to you. Click on the Submission tab to continue

21 If you need someone other than your defaulted approver to approve this particular expense report for you (e.g. manager is on vacation), then click on the Change Approver button to change the approver s name. When you are ready, click the submit button to submit the expense report to your approver. Your approver will receive an automatic notification prompting them to go online to review and approve your expense report. If your approver would like to have someone else copied on each expense report (e.g. approver s EA), then click on the Send Copy button to copy another user on the submission of the report.

22 After you submit your expense report for approval, you will also need to send a transmittal page (a.k.a. a cover sheet for your receipts) along with your required paper receipts based on your company policy. Print out the Transmittal Page with Summary and Details. A window will pop-up explaining where to fax the transmittal page and receipts. You have the option here to preview and/or print the transmittal page and the final report.

23 To view more detail on the electronic paper trail of your expense report in the approval process, click on the Status button on the main toolbar Here are the possible Statuses: Draft Submitted - waiting approval Approved - waiting for receipts Completed - receipts received, waiting for payment Paid Returned approver rejected, must be resubmitted

24 The Form Status window will appear. It will display a listing of all the individuals that have touched the expense report so far, the date and actions taken, and where the report may be hung up (e.g. if you have not received payment yet). This is a great alternative to putting in a call to Accounts Payable to find out the status of your expense report, since you may be put on hold for a while, and since they may not be able to get back to you right away.

25 You can recall or cancel submitted reports that have not yet been approved. To recall a submitted report, simply select the report from the My Expense Reports tab. Click on the Edit drop down and select Recall Form. Make the necessary changes, and then resubmit it to your approver.