Expense Report Process Instructions

Expense Report Process Instructions Table of Contents 1 Preparing your Expense Report for Entry... 1 2 Creating a New Expense Report... 2 3 Adding Expense Report Information... 3 4 Types of Expense Items... 5 5 Submitting Expenses for Approval... 9 6 Submitting Final Documents for Payment... 10 7 Invoicing for Billable Onsite Training Expenses... 11 Appendix: Expenses, Expense Reports, Company Credit Cards HR Policy... 14

1 Preparing your Expense Report for Entry Please note that a Visa or any other charge statement is not considered a receipt, nor is a bank statement. A physical original copy of a receipt is required for reimbursement Milliman Corporate will not accept a bank or credit card statement in lieu of a receipt. Finance will subtract the charge from the current expense report until a receipt is secured. Each receipt requires a separate entry with the exception of Hotel bills. This will often contain charges for room, restaurant, room service, internet and phone. You should break down your charges by those categories if there are multiple expenses on the bill other than the actual room cost. If you are totaling items (i.e., all hotel meals or beverages), show your math, and keep the receipts together on one page. Presenting Receipts: Please tape your loose receipts to sheets of plain white paper, in chronological order based on the date of occurrence (receipts are automatically listed on the spreadsheet in this order). Be careful not to put the tape across any pertinent text on the receipt, as it will cause the ink to disappear quickly. Please remember that you must submit ALL receipts except for tips and tolls, or you will not be reimbursed. NOTE: If you are missing a receipt and the amount is under $25, please mark the receipt as Lost/No Receipt and note the details of the charge in the Expense Item Note field. 1

2 Creating a New Expense Report 1. Login to your Salesforce account. NOTE: For Salesforce questions or login assistance, contact CGHelp. 2. From the drop down list in the top right corner of the screen, select Expense Management. 3. From the Create New drop down list in the left column on the page, select Expense Report. 4. Select one of the following Expense Report Types: American Express - if you used your Milliman appointed Amex Standard - if you used your personal funds 5. Name your expense report using one of the following conventions: American Express: First initial+last name_amex_start Date End Date Example: JDoe_AMEX_010111 020111 Standard: first initial last name_amex_start Date End Date Example: JDoe_ER_010111 020111 2

3 Adding Expense Report Information 1. To add an expense item, click New Expense Item. 2. Name the expense item; include the event and where the event took place. Nature of Business: Convention: Expense_Event_Place Example: Taxi_CMSA Conference_San Diego 3. Provide the cost center for the expense Profit Center: Each team has its own Cost Center. If you are unaware of what your cost center is you can ask your Supervisor or Barbara Ridgway. Frequently Used Cost Centers Buddy Lunch/Coffee 28025 Office Supplies (except for IT/phone-related) 28050 Telephone Expenses (under Misc.) 28080 (phone, fax, internet, home phone, Blackberry, or IT & telephone supplies) Postage (For items mailed to the Seattle Office) 28050 Personal Employee Expense Account Example: E/A JDoe 4. Enter the location the expense was incurred. Place: Location of the expense: City or State. 5. Select the type of expense. Type: Unless you are billing to a specific client select Non-Billable. NOTE: If you are billing a client see section 7 Invoicing for Billing for Onsite Training Expenses. 3

6. Enter the date the expense occurred. Date: Airline tickets should be dated when the ticket/s where purchased. Date of Travel should be entered in the Transportation Detail section. 7. List what the expense was for in the Expense Report Comments area. Example: Client forum and Health Plus On-site Training expenses or Team meeting, Trip to Seattle Office, etc 4

4 Types of Expense Items Hotel Entry: Each receipt requires a separate entry with the exception of hotel bills. This will often contain charges for room, restaurant, room service, internet and phone. If there are multiple expenses on the bill other than the actual room cost list charges by their categories. When totaling items (i.e., all hotel meals or beverages) note the math and keep receipts together on one page. Hotel Example: 5

Transportation: Air travel Mileage in your personal car Tolls can be combined in one entry Airport parking Taxi fare enter each taxi fare separately Shuttles Hotel parking Rental car and gas purchase NOTE: With the exception of Tolls, any unrelated items totaled together will be rejected. Include tips for cabs in the Transportation Amount field, not in Miscellaneous Amount field, as the amount is considered a part of the item expense. Tolls can be totaled together, - in the Transportation Detail area, in the Transportation Category box choose Mileage from the drop down list. Enter the total dollar amount in the Transportation Amount box and itemize tolls under Expense Item Note. Example: Tolls 6 trips @ $3 Taxi Example: 6

Mileage to/from: List the trip in the Expense Item Note box. Example: From home to airport, From Seattle office to airport. In the Transportation Detail area, from the Transportation Category drop down list select Mileage. Enter the total number of miles in the Mileage box, the dollar amount will automatically populate. Mileage Example: Airfare: Enter your airline ticket number in the Ticket Number box. Enter the date that you are traveling in the Travel Date box. Airfare Example: 7

Entertaining clients or colleagues: Always list the names of the persons being entertained (including team members) and note the place of entertaining. Example: HSC Meeting Dinner with Jon Shreve and Katie Michelmore If there are too many people to list in the Nature of Business section list all names in the Expense Item Note box. Entertaining Example: Miscellaneous Detail: Located at the bottom of the entry form, this is where you will enter the entertainment place, food location and dollar amount. NOTE: Include tips for meals in the Miscellaneous Food/Bev Amount field, not in Miscellaneous Amount field, as the amount is considered a part of the item expense. Currency Exchange: Please list item amounts in US dollars. Be sure to list the conversion in the Expense Item Note. If a currency exchange is made, please note. Currency Exchange Example: $30 GBP = $60 USD Currency Conversion Website: http://www.xe.com/ucc 8

5 Submitting Expenses for Approval Scanning and Attaching Receipts: 1. Navigate to the Expense Report Detail screen for your expense report. 2. Scan all taped receipts in chronological order. 3. Convert file into an Adobe pdf. 4. Attach the Adobe pdf to the Expense Report Detail. 5. Click Attach File and browse to the Adobe pdf in your computer files. 6. Click Attach. 7. Once it is done attaching the file click Done. NOTE: If you need help scanning receipts, contact cghelp@milliman.com Submit for Approval: 1. Once you have finished entering you expenses and have attached your receipts, you are now ready to submit your expenses for approval. 2. Under Approval History, click Submit for Approval. 3. Once you click Submit for Approval Salesforce will send an email notification with the link to your expense report to your supervisor notifying them of your expense report. NOTE: Expense reports are reviewed by the Administrative Services Team before being submitted to your supervisor. 4. Once you click Submit for Approval the expense report is locked and cannot be edited 5. Your supervisor will review the expenses and verify the attached receipts. Please note that the following scenarios can occur: a. Your supervisor declines the expense report and gives appropriate feedback, an automated notice is sent notifying you that the expense report is unlocked so you can make necessary changes and resubmit. b. Your supervisor approves the expense report and submits to the department Executive. The Executive will approve or declines. i. If the Executive declines - the approval process starts over. ii. If the Executive approves you are automatically notified that the expense report has been approved. NOTE: To unlock your expense report for edits, send an email to cghelp@milliman.com 9

6 Submitting Final Documents for Payment Once your expense report has been approved, follow the directions below. A. Print Excel Itemized Sheet: 1. Open your expense report in Salesforce. 2. Click the Printable Expense Report (excel) button (top center) on the expense report page. 3. Click on the blue line and select Download File. 4. Print the excel sheet when it opens. B. Print Salesforce Expense Approval Page: 1. Navigate back to your expense report in Salesforce. 2. In the upper right corner click Printable View. 5. The Expense Report Approval History page opens, in the top right corner click Print this Page C. Submit Documents: 1. Combine the original receipts, the itemized Excel spreadsheet, and the Expense Report Approval History pages. 2. Send all documents to Barbara Ridgeway s attention in the Seattle office for reimbursement processing. 10

7 Invoicing for Billable Onsite Training Expenses Nature of Business: Naming Convention a. [Client Name] Airfare b. [Client Name] Mileage c. [Client Name] Mileage to/from Airport d. [Client Name] Taxi e. [Client Name] Rental Car f. [Client Name] Fuel g. [Client Name] Parking h. [Client Name] Train i. [Client Name] Tolls j. [Client Name] Ferry k. [Client Name] Hotel l. [Client Name] Meal m. [Client Name] Beverage n. [Client Name] Tips NOTE: If you come across something that s not listed above, please use your best judgment when naming. This information will pull into an Expense Detail Log that will be attached to the invoice and goes to the client. Entering it appropriately here will make this easier on the administration end of creating the invoice. Case: Enter the Case number related to the Expense - this will add the expense to that case Expense Items Date: Enter the Date the Expense occurred - this will pull onto the Expense Detail Log that is attached to the client invoice 11

Type: Select Billable from the drop down - Items marked as billable will pull into the Invoice Please complete the remainder of the Expense Item as you normally would. Receipts 1. Write the [Client Name] on single page receipts 2. Tape small receipts on a piece of paper by client name. 3. Scan receipts by client name save as [client name] onsite training expenses [month year] 4. Attach the scanned receipts to your AMEX or Expense Report NOTE: If you have two or more on sites during one month, follow steps 1 4 for each client 12

Triggering the Invoice: After you have entered all of your billable expenses from an onsite training, return to the Case, Edit and change the Status from Dates Scheduled to Invoice Client, then click Save. (Switching the Status to Invoice Client will trigger a Task titled Invoice Client for Custom Training to the individual responsible for invoicing. 13

Appendix: Expenses, Expense Reports, Company Credit Cards HR Policy Purpose of Guideline: Milliman Care Guidelines (MCG) recognizes that employees may be required to travel or incur other expenses from time to time to conduct Company business and further the division goals, objectives, and strategic vision. The purpose of this guideline is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses incurred by members of the MCG team. MCG complies with the Milliman Accounting Policies and Procedures in the Milliman Accounting Manual on Lotus Notes. In addition, MCG has established the following guidelines, which are exclusive to our Division. Exceptions to these guidelines can be made by the CEO or designee. It is the practice and policy of MCG to reimburse: 1. Reasonable and necessary expenses actually incurred by staff members; 2. Expenses that have a valid business purpose; 3. Expenses charged to a client that are reasonable, necessary to complete the assignment, and consistent with the agreement between MCG and the client; and, 4. Expenses paid by Milliman that are documented in accordance with IRS regulations (or those of the applicable taxing jurisdiction), which require identifying the date and type of the expense, the individuals involved, and the business purpose. To qualify for reimbursement, MCG has established the following guidelines: 1. Employees within their first 3 months of employment are required to obtain approval from their immediate supervisor prior to incurring an expense where practical and possible. An employee s supervisor can assist in deciding whether an expense is appropriate. a. After 3 months of employment, pre-approval of expenses may no longer be required. Decisions are based upon an employee s job description and at the discretion of the department manager. 2. Employees are required to keep receipts or some other proof of payment for every expense, with the exception of minimal expenses. Minimal expenses include gratuities and tips under $5, tolls, and parking accommodations that do not provide receipts. a. Receipts should contain the date, names of all people for whom expenses are claimed, and the purpose of the expenditure. 3. Materials that directly relate to the employee s job may be reimbursed if pre-approved by the employee s supervisor. These may include subscriptions to periodicals, books, any type of minor technical devises, administrative fees, processing fees, etc. 4. All software and hardware must be approved and purchased by the Network Administrator prior to any installation. Equipment that is not pre-approved will not be reimbursed, and if installation is not pre-approved, the installed software may be deleted. 5. Within 60 days of an expense purchase, employees are required to submit original receipts, along with an expense report, to their direct supervisor for provisionally approved reimbursement. 6. If business travel arrangements and expenses for expected future business trips are cancelled or changed, those vouchers, tickets, or credits must be used for alternative business-related travel as soon as possible. 7. Upon receipt of the expense report, and within 5 working days, supervisors or designees should strive to review and submit their employee s approved expense report to Accounts Payable for processing. 14

8. Upon receipt of expense reports, Accounts Payable will be responsible for issuing the reimbursement expense to the employee as soon as possible, normally within 5 working days. 9. Expense reports should be completed monthly and should list all expenses incurred within that month for which reimbursement is requested. Under Milliman Corporation s Expense policy, receipts submitted for reimbursement more than 180 days following the date the expense was incurred will not be reimbursed. General Travel Guidelines MCG will reimburse employees for their travel expenses, including: The cost of reasonable travel to and from the airport or bus/train station, including parking expenses and tolls. Mileage to and from non-business related classes or non-business related events (e.g. Personal education classes or toastmasters) is not reimbursable. Air/Rail Travel. The cost of airline or train tickets. Such tickets must be coach class for all flights under 6 total hours, and employees will be responsible for the cost of upgrades beyond coach class for those trips. Flights with a scheduled duration of 6 hours or more may use the lowest published business class fares with the approval of the Executive Team manager for your department. Exceptions must be approved by the CEO. A. Unused airline tickets or flight coupons must never be discarded or destroyed, as these documents have a cash value. To expedite refunds, unused or partially used airline tickets should be returned immediately to the issuing authority. Employees with an electronic ticket simply need to call the travel agent/issuing authority to initiate a refund. Ground Transportation. Employees should utilize the most cost effective and efficient car and car rental agency where possible. Milliman Corporate has current agreements with Expedia, AVIS, and Hertz. When considering renting vehicles, employees should evaluate the cost effectiveness of selecting car rentals versus taxis and other forms of transportation. When attending events, ground transportation should be coordinated with other MCG employees in attendance so that transportation can be shared to the extent possible. Avis - Avis Worldwide Discount (AWD) A889200 Hertz - Discount/CDP/Club Code 47791 Expedia Corporate Travel Contact Julie Manheim Personal Vehicle. If an employee uses his or her own vehicle for company business, that employee will be reimbursed at the rate of reimbursement established by Milliman Corporate, which reflects the prevailing IRS reimbursement rate. This information is found in the Milliman Accounting Manual on Lotus Notes. Note that operating expenses such as gas or maintenance are not separately reimbursable. Lodging. Employees should select moderately priced lodging. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual s itinerary shall be considered in determining reasonableness. A. Milliman Inc has a corporate discount agreement with 2 Seattle hotels. Employees are encouraged to use these hotels where practical. 15

Mayflower Park 405 Olive Way Seattle, WA 98101 800.426.5100 Seattle Sheraton 1400 Sixth Avenue Seattle, WA 98101 206.621.9000 Heidi Calhoun Area Sales Manager Kimpton Hotels Seattle Alexis Hotel, Hotel Monaco & Hotel Vintage Park Direct: 206.516.5009 Fax: 206.624.0060 B. You may be required to stay at a specific hotel location for pre-planned group meetings (e.g., the O Hare Hilton or the specific hotel for the User Group Forum). Saturday or Extended Stays. Employees are not required to stay over weekend nights in order to reduce the price of an airline ticket. An employee may have to travel on a Sunday to attend a business commitment. Employees who chooses to stay over a Saturday or extend their trip either before or after the event will be responsible for the extra night(s) room charge. This should be discussed with the employee s supervisor prior to the event. Meals and Alcohol. The recommended guideline for individual per diem rate for meals while traveling is eighty dollars ($80). Alcohol expenses should be consistent with food expenses. Documentation of each business meal should include the names of all individuals for whom the meal was ordered, the date of the meal, and its business purpose. Cellular Telephone. Generally, telephones and cell phones should be used for business purposes, knowing that personal use is allowed within reason. The recommended ratio is 75% business and 25% personal. Excessive personal charges are a personal expense. Travel Awards and travel-related Clubs and Memberships. Awards given through carriers are the property of the employee and not MCG. This includes miles earned on various frequent flier programs. MCG does not reimburse travel clubs and travel membership dues. 16

AMERICAN EXPRESS COMPANY CREDIT CARD The CEO will determine which employees are eligible to receive American Express cards. Generally, those employees who that travel extensively or who routinely make large purchases are issued an American Express card. Charges to the American Express card must have the same level of documentation and approval as other expenses. American Express cards may only be used for business-related purposes. Any charges made for personal use must be immediately reimbursed to the company. Attachment A will be given to all new American Express Card holders. Expense Reports General Requirements Failure to adhere to the procedures within this guideline or submitting fraudulent receipts or falsifying your expense report will result in loss of your reimbursement privilege and may lead to disciplinary action, up to and including possible termination of employment. The Company reserves the right to withhold reimbursement while it investigates expense report items. These requirements may be modified at any time at the discretion of the CEO. 17

ATTACHMENT A To: New Holders of Milliman Corporate American Express Cards From: Human Resources Re: Rules Governing the Use of Corporate Credit Cards This message is meant to answer the questions pertaining to the process for acquiring an AMEX corporate card. The issuance of an AMEX card to an employee is determined and approved by the CEO or designee. The primary requirement is that the employee must travel extensively in the performance of the responsibilities of his/her position. The individual typically makes a request for an AMEX card through his/her manager to HR, which is subsequently forwarded to the CEO or designee for approval. During the process a credit check is made on the individual with his/her approval. Credit limits are assigned based on the individual s credit history and job position within the division. It is clearly stated in the Expense Policy that the AMEX card can only be used for business related purposes and the charges to the card must have the same level of documentation and follow the same approval process as any other expenses. The lack of appropriate documentation (i.e. receipts) and/or continued use of the card for non-business purchases will result in the AMEX card being cancelled and possible disciplinary action, up to, and including discharge. 18