EXPENSE REPORT Financial Services User Guide Content: Create ER 1-2 Review Expense Report 7-8 Enter Expenses 2-5 Submit ER 8 ereceipts 6-7 Workflow/Approvals 8 Overview A completed Expense Report is required within ten (10) business days of completion of travel, as outlined in the Ithaca College Travel Policy. This relates to faculty and staff including student and student group travel. Expense Reports are completed by employees (faculty and staff) or their Proxy through ExpenseAnywhere including workflows for approvals. Contact Travel Services for reimbursements due to non-ic employees (such as candidates for employment) or individual student travel. Description This guide will assist Ithaca College employees in creating, entering expenses, attaching receipts and submitting an Expense Report (ER) within ExpenseAnywhere (EA). An approved Travel Authorization (TA) must first be completed and approved before an Expense Report can be created except for Local travel. Create, Enter Expenses and Submit an Expense Report Travelers or their Proxy must be logged in to ExpenseAnywhere and the Ithaca College site to create, add expenses and submit an Expense Report (ER). Create a new Expense Report Travelers can select Create Expense Report through Quick Links in the Message Center or use My Reports (blue tab) to link to Create Expense Report Proxy must first click the Proxy tab and select the name of the traveler o Proxy will now view their name as the Preparer with traveler s name, Modules and additional Logout Proxy link (this will return to user s homepage and Modules) o Proxy will click Create Expense Report Expense Report User Guide
Location Type select the same type indicated on the associated TA Travel Authorization o Select TA choose the associated TA from the drop-down list which will pre-populate ER details o Is this the last Expense Report for this TA? automatically checked as only one ER should be completed for each approved trip. Reimbursements, if applicable, will only be issued when the last ER is submitted and approved. Trip Information, Charge To, Location Details and Travel Type prefill from the approved TA (unless Local travel). If any changes are made, please add a comment in the Justification box Begin by Entering Create* ER first then select an option to begin entering expenses. o College Pre-paid Expenses enter all expenses for trip paid by IC (IC credit card, PO, VAF, wire transfers, etc.) o Out of Pocket Expense enter all expenses paid by traveler s personal funds Create* click to create the ER. Traveler or Proxy will then have the following options: Enter all expenses and Submit Enter some expenses but not Submit Logout without entering any expenses. ER will be saved with a Reference Number created (including calendar year and number of ER i.e. 2014-10). Pop-ups appear to verify details on the ER. Click OK to continue or Cancel to edit. Enter and Add College Prepaid Expenses or Out of Pocket Expenses as long as the Expense Report has been created but not submitted, expenses can be entered, added or edited before submitting for approval. Use My Reports >View Status >Expense Reports to find expense reports already created. Only those with a status of Not Submitted or Disapproved can be edited and/or Submitted, otherwise view only. Expense Report User Guide Page 2 of 8
1. Add College Prepaid Expenses or Add Out of Pocket Expenses - transactions on each of these screens will be entered for only those expenses associated with the options for the type of transaction. Use View Report (section 6) to return to Expense Report, change and select a type of transaction option: o Add New College Prepaid Transaction enter each expense paid by IC Credit Card, VAF, PO, or other College payment options. o Add New Out of Pocket Transaction enter each expense paid with traveler s personal funds 2. Type, Country of Currency and Itemized Bill are the options in this section o Type icons display for the type of transaction College Prepaid expenses Out of Pocket expenses o Country of Currency select Country from drop down list to convert other currency to US dollar. All expenses must be in US dollar. o Itemize Bill select Yes to itemize expenses for different Category or Sub Category. For example, a bill for lodging includes both room charges and meal. Bill Amount enter total amount of receipt in the currency selected Balance the balance will automatically display and change after entering the Transaction Amount (section 3) 3. Transaction Details enter the following details for expenses associated with trip. Additional fields may display depending on selection(s). For example, selecting Category of Air Transportation with Sub-category of Airfare will then display Carbon Footprint field or selecting Category of Entertainment with Sub-category of Other Entertainment will display Attendees field. o Billed Date prefills with first date of trip and can be changed to match receipt (displays only if itemized bill option is Yes) o Transaction Date prefills with first date of trip. Update for date of transaction. Travelers can use the first day for multiple dates of travel or use Copy Transaction below. o Reason Code prefills from TA and can be changed through the drop-down list. These codes are associated with the Subcode for the Charge To account. o Category select the option from drop-down list associated with the transaction (ex. Air transportation, Lodging, Meals, etc.) Ground Transportation includes Personal Auto Mileage All Ground and Air Transportation will require Carbon Footprint miles (view details on Carbon Footprint Requirements, including calculating miles, thru Home >Message Center >Company Messages. Personal Non Reimbursable Expense use for any personal expenses not reimbursable Trip Cancelled use for IC funded trip when trip is cancelled or trip completed with no expenses. (Use same Sub Category of trip cancelled) Trip Not Funded by Ithaca College use when approvals needed for trip but only outside funding and no Ithaca College funds to be used. (Use same Sub Category) Expense Report User Guide Page 3 of 8
o Sub Category select the option from drop-down list associated with the itemized expense (ex. If the Category is Meals, select a Sub Category of Dinner). Travelers have the option of including multiple days for the same Sub Category to include, for example, all dinners for a three day trip. Personal Auto Mileage click Mileage details to calculate the amount by either Manual or MapQuest option. Mileage limited to 180 miles round trip from IC (see Travel Policy) Manual select when traveler knows the number of miles o Location enter IC address in Address 1 and enter Address 2 for the driving to location. Use Add another location if needed. o Miles enter miles one way from Ithaca College (see Travel Policy). o Round Trip - check the box and miles will be automatically calculated. If miles are over 180 from IC then a Comment (box will appear) is required. o Home-to-Office Miles (B) - should be left blank as this will automatically deduct from Miles Entered (A) o Reimbursement Rate prefills with IRS rate o Amount will auto calculate >OK then Transaction Amount will prefill on expense screen MapQuest - select to use MapQuest for calculating number of miles and amount o Location enter IC address in Address 1 and enter Address 2 for the driving to location. Use Add another location if needed. o Round Trip - check the box for round trip o Get Miles click button and miles will be automatically calculated. If miles are over 180 from IC then a Comment (box will appear) is required. o Home-to-Office Miles (B) - should be left blank as this will automatically deduct from Mapquest Miles Entered (A). o Reimbursement Rate prefills with IRS rate o Amount will auto calculate >OK then Transaction Amount will prefill on expense screen o Transaction Amount enter the total amount in US dollar from receipt(s) unless pre-filled (ex. Personal Auto mileage calculation) If Itemizing Bill (see section 2 above) only enter the portion of the receipt for this transaction in US dollar If Country of Currency is not United States (see section 2 above) enter the following: Transaction Amount enter receipt amount in foreign currency displayed Click FX then Get Rate Copy exchange rate/dollar (ex. 1.37516/dollar) Paste in Xchange Rate in EA then tab to calculate. OK o Total Amount - will only display for currency other than US dollar and prefill when using currency conversion. Expense Report User Guide Page 4 of 8
o Copy Transaction this feature can be used for similar recurring expenses for 1 or more days (ex. receipt for Lodging, room charge by each day or multiple receipts for Meals, Breakfast with different amounts) Option 1 one receipt for multiple days with same expense each day (ex. Lodging, Room Charge, for 3 days) Use Itemize bill and enter total receipt for all days Enter Transaction Amount as the expense per day Copy Transaction - Click here Select dates and click OK Option 2 multiple receipts for same expense but varying amounts per day (ex. Meals, Breakfast for 3 days) Enter Transaction Amount for one receipt Copy Transaction Click here Select dates and click OK Traveler can change the daily amount after transaction is completed and SAVED. Click on Daily Total to change Transaction Amount then SAVE 4. Receipt an itemized receipt is required for all transactions unless indicated by policy. In the future, IC credit card transactions may be processed through ExpenseAnywhere. Until then, travelers must continue providing original itemized receipts for IC credit card transactions to the Departmental Coordinator as outlined in the Ithaca College Travel Policy. o All receipts are attached using e-receipts o If no required receipt is attached, check NO and enter required Comments as to why there is no receipt. 5. Charge To prefills and can be changed for each transaction or split a transaction. Use corresponding account number assigned in Parnassus for IC prepaid expenses (IC credit card transactions, VAF, etc.) o Click on the Edit icon to change account number (no subcode) or enter multiple charge to accounts. ExpenseAnywhere will verify the account code combination (including associated subcode from Category 01.06.50.802.7413.000.00000) is valid in Parnassus. o Invalid Account could mean the account code combination is not correct or that the subcode has not been set up in Parnassus. Verify with Business Coordinator or Budget Manager before entering the expense. 6. Save must use to save each transaction before entering a new transaction or changing the type of transaction option. Users can exit EA and return to the ER at any time as long as the transaction(s) is saved. Reset use Reset to delete a transaction or reset an entry that has not yet been saved View Report will return to the selected Expense Report view where users can exit EA, select another type of transaction option, add e-receipts or Submit completed ER. Expense Report User Guide Page 5 of 8
Add E-Receipts and Review/Edit Expense Report before Submitting for workflow and approvals in ExpenseAnywhere. 1. E-Receipts users have several options for attaching receipts to Expense Reports within ExpenseAnywhere. EA also provides Attaching Receipts user guide under Traveler Tools. Note: any ER with Amount Due to IC must be deposited at Cashiering Services and attach the receipt to the Expense Report before Submitting. Travelers must use account #01.00.00.000.1321.000.00000 when depositing any Amount Due to IC at Cashiering Services. Mobile Devices a Mobile App may be available in the future. However, users have the following options: Email picture to EA Traveler provides vendor with their EA email (created in My Profile) for emailing receipts Send picture to desktop, etc. and use Upload Expense Report User Guide Page 6 of 8
A. Email individual receipts can be emailed directly to EA, converted to PDF and available to add to any Expense Report. Click Email link to view or email receipts within an ER. Click Refresh after emailing receipts to view emailed items. This may take several minutes to display Check each receipt to attach to the ER currently opened Click Attach so receipt(s) now display as Attached Receipts(s) Return to Report after attaching or use Upload or Fax options to add more receipts Users or Vendors can email, or forward an email where receipt is in the body of the email, to EA even before an Expense Report has been created. Travelers must create their email username in My Profile (username@eareceipts.com). Emailed receipts will be available to select and attach to any Expense Report before submitting. B. Upload use this process to add scanned receipts(s) from desktop or pictures from mobile devices, etc. Documents/receipts can only be uploaded as TIFF, JPEG, GIF or PDF formats. Select Files browse to select and add file(s) to the Expense Report being viewed Automatically added to the current ER as displayed in Attached Receipts C. Fax documents/receipts can be faxed to EA and uploaded immediately to the ER opened or assigned on the fax cover page. ExpenseAnywhere s Fax Cover Page is required when faxing receipts or documents to EA. Print Fax Cover Page barcode uniquely assigned for Ithaca College including the Expense Report Reference Number. The ending portion of the barcode number represents the ER calendar year and the ER number (i.e. 2014119) Fax document/receipt with Cover Page from EA so the item will be added instantly to the corresponding Expense Report Reminder: be sure to provide departmental coordinators with the original itemized receipt for all expenses paid by IC credit card. 2. Review Expense Report - Verify all transactions for expenses are entered with required receipts attached. Traveler/Proxy has options for viewing and/or editing transactions and receipts (2). o List View - view/edit transactions by clicking on the Transaction Date (1) o Grid View view transactions o Receipt View view/edit transactions, view receipts. Check Show All Transactions box in Details, to include transactions where no receipt required. Users can also view the TA details by clicking PTA icon at top left o Available Receipts view receipts attached to the opened ER. Expense Report User Guide Page 7 of 8
3. Review Expense Summary Deposit any Amount Due IC at Cashiering Services and attach receipt before submitting Expense Report. Travelers will use 01.00.00.000.1321.000.00000 account number when depositing Amount Due at Cashiering Services. Submit Completed Expense Report (item 4) Expense Reports now go through an online notification for Workflow and Approvals designated for the traveler. Workflows determined by specific fields originally entered on the approved Travel Authorization Traveler whether traveler is faculty or staff Travel Type whether an individual, non-student group, or student group Location Type whether local, out of town/domestic, or out of town/ international Workflows and Approvals - traveler receives email status notifications after each Approver or Business Coordinator (who Forwards), completes their review. Faculty Expense Report workflows and approvals for faculty travelers are indicated below: o Business Coordinator selected by traveler and required for all Expense Reports o Supervisor selected by Business Coordinator and required for all Expense Reports o Grant Accountant selected by Business Coordinator. Approval by Grant Accountant is only required for TAs when any Charge To account is a grant account (03 Fund). o Accounting/Travel Services automatically assigned and required for all Expense Reports Staff Expense Report workflows and approvals for staff travelers are indicated below: o Supervisor when the ER is submitted by the traveler, workflows are automatically created and sent to the traveler s supervisor as designated by HR. Required for all Expense Reports. o Budget Manager designated by divisions and/or departments, selected by Supervisor and required approval for all ERs o Grant Accountant selected by Budget Manager. Approval by Grant Accountant is only required for ERs when any Charge To account is a grant account (03 Fund). o Accounting/Travel Services automatically assigned and required for all Expense Reports Amount Due Traveler after the final Expense Report has completed the approval process and Travel Services has verified expenses, any amount due the traveler will be processed after the overnight process has completed. EFT payments are issued Monday, Wednesday, and Friday with checks issued 30 days from the final ER approval date. EFT and check payments include amounts $10 and under. Delete Expense Report users have the option to delete an Expense Report only if never submitted. Use My Reports >Manage >Delete Expense Report then select and Delete. View Status travelers and proxies can view the status of Expense Reports through the following options Message Center >My Messages displays links to submitted Expense Reports My Reports >View Status >Expense Reports o ER with a status of Not Submitted, Disapproved or Held can be viewed, edited and/or submitted o Expense Reports with any other status can only be viewed Expense Report User Guide Page 8 of 8