November 2014 Banner Travel and Expense Module Traveler User Guide Oregon State University Business Affairs FA&A
Table of Contents Banner Travel and Expense Module Overview... 2 Accessing Travel and Expense Module... 2 Expense Manager Overview... 3 Profile Overview... 4 Update Profile... 5 Delegates... 7 Assign Delegate... 7 Remove Delegate... 9 Expense Reports... 10 Create a New Expense Report... 10 Next Steps... 21 Create Expense Report from Authorization Report... 22 Copy an Expense Report... 24 Delete Expense Report... 28 Authorization Reports... 29 Create a New Authorization Report... 29 Next Steps... 40 Copy an Authorization Report... 41 Delete Authorization Report... 45 Advances... 46 Requesting Advances... 46 Settling Advances... 50 Funding... 51 Setup/Change Default Funding... 51 Setup/Change Funding for Authorization or Expense Report... 53 Change Funding for an Individual Expense... 56 Change Funding for Multiple Expenses... 58 Approving Expense/Authorization Reports... 60 Approve TEM Reports for Submission... 60 Make Changes to TEM Reports... 62 1
Banner Travel and Expense Module Overview Accessing Travel and Expense Module Banner Travel and Expense Module (TEM) allows employees traveling on behalf of OSU to estimate, create, and submit travel expense reports online as well as track approvals and payments. The complete travel policy can be found in the Financial Operations (FIS) Manual, section 411 at http://oregonstate.edu/fa/manuals/fis/411 and on the Business Affairs Travel page. To access TEM, log in to MyOSU at http://myosu.oregonstate.edu/ with your ONID username and password: Select Employee then Travel & Expense from the Employee Quick Links list: 2
Expense Manager Overview From the expense manager tab you can view, create, copy, or delete Authorization, Expense, and Advance reports. - Authorizations: used to get pre-authorization for travel expenses prior to the travel occurring. Always required for international travel on grants; may be required for other travel types in your department, check with your supervisor for departmental requirements. - Expense: used to request reimbursements for travel expenses after travel has taken place. - Advances: used when requesting an advance to pay for travel expenses. OSU policy restrictions do apply. See FIS 407-08 Travel Advances (http://oregonstate.edu/fa/manuals/fis/407-08) for more information. A. Expense Manager tab use this tab to view or create expense reports. B. Profile tab use this tab to view or update your profile information and assign delegates to create expense reports on your behalf. See the next page for more details. C. Outstanding Advances view advances that have not been paid back. Advances are settled through an expense report; either the expenses incurred cover the advance received or the employee must pay back the unspent money. See the Settling Advances section for more details. Note: the options below are the same for all report types. a. New create a new report. b. Refresh update report list. c. Open open selected report. d. Save save changes to selected report. e. Copy copy selected report. f. Delete delete selected report only available if the report has not been submitted. g. More Actions additional options depending on where you are within the report. h. Close close selected report. D. Authorization Reports view or create authorizations for travel expenses prior to travel occurring. E. Expense Reports view or create expense reports to request reimbursements for travel expenses after travel has taken place. F. Open Items list of reports recently opened. G. Sign Out sign out of Banner Travel and Expense Module. H. Help information about the page currently being viewed in Banner Travel and Expense Module. 3
Profile Overview From the Profile tab you can update your information and assign delegates to enter expense reports for travel reimbursements on your behalf. A. Expense Manager tab use this tab to view or create expense reports. See the previous page for more details. B. Profile tab - use this tab to view or update your profile information and assign delegates to create expense reports on your behalf. C. Profile a. Address or Direct Deposit current mailing address for reimbursements. Pay source shows if direct deposit is set up or if you will receive a physical check at the address listed. b. E-Mail current Banner preferred email address. All notifications from TEM will be sent to this email address. c. Approver initial approver for all advance, authorization, and expense reports. d. Workflow Login ID ONID id. e. Funding Default default index, fund, org, and program for all expense reimbursements. This is not set up automatically. Note: you can edit Address, Pay Source, Email, and Funding on your Profile. See the Update Profile or Funding sections for more details 4
D. Assign Delegate a. Add Delegate add a delegate to enter expense reports on your behalf. Note: the user entered must have the delegate role in TEM. Contact your business center if you do not find the person listed. b. Remove All remove all delegates you have assigned. c. Save save any changes. E. Sign Out sign out of Banner Travel and Expense Module. F. Help - information about the page currently being viewed in Banner Travel and Expense Module. Update Profile You can change the Address, Pay Source and Email of your profile in TEM if additional options are already set up for you in FIS Banner (e.g., additional mailing addresses or emails). If you do not see the option you want listed, you will need to update your profile through MyOSU. Update Address is found on the Welcome page, Direct Deposit and Update Email are found on the Employee page. To change the default funding see the Update Funding Source section for details. 1. On the Profile tab select Profile from the list on the left, then click the Edit ( ) button next to the field you would like to change: 5
2. Choose the option you would like to change the field to from the pop up window then click Select: Note: you will only see options that are already in FIS Banner; if you need to add options you will need to make changes through MyOSU. 3. Your profile will be updated with the selection made: 6
Delegates Delegates can enter advance, authorization, and expense reports on your behalf. Delegates are typically assigned by the business center, but you can add delegates to your profile. However, the employee must be set up with delegate access in TEM. Assign Delegate 1. On the Profile tab select Assign Delegate from the list on the left then click Add Delegate at the bottom of the page: 2. Enter the last name of the person you would like to assign as a delegate: a. To search for an employee using their first name, Banner id (employee id) or a combination of fields, click Advance Search: i. Select an attribute (Banner id, first name, or last name) from the drop down list: Note: you can add additional attributes as needed. 7
ii. Enter search criteria: Note: you can use * as a wildcard in any search field. 3. Click on the arrow in the search field or Go in the Advance Search box to see the results: 4. Highlight the name of the person you would like to set up as a delegate then click Select: Note: you can click Cancel at the bottom of the Search box at any time to cancel the process. 8
Remove Delegate 1. To remove an individual delegate, check the Remove box next to their name then click Save: 2. To remove all delegates listed click on Remove All (this will check the Remove box for all delegates in the list) then click Save: 9
Expense Reports Once travel is completed, you will need to create an expense report to be reimbursed for allowable costs. For more details on allowable costs see the FIS Policy Manual at http://oregonstate.edu/fa/manuals/fis/411. Create a New Expense Report 1. On the Expense Manager tab select Expense Reports from the list on the left: 2. Click New to create a new report: 10
3. Enter the General Information: a. Report Name Enter the travel destination city and initial date of travel (e.g., San Diego 8/08/14). b. Purpose select the purpose for the travel from the drop down list. i. Attend Training travel related to employee training, including any workshop, seminar, or formal program of learning that contributes directly to the professional competence of the employee. ii. Conference an event externally sponsored by an organization other than OSU and at a location beyond the control of OSU. iii. Other general travel on behalf of OSU. iv. Professional Development travel to an event to acquire skills and knowledge for career advancement. v. Recruiting travel to identify potential students; this may include traveling to meet, observe, and inform of opportunities at OSU. c. Description enter as much detail as possible to support the purpose for business travel and to assist in identifying expenses for auditing purposes. Include the nature of travel, name of the conference, training, research site, or other special circumstances. Think the 5 W s: Who, What, When, Where, and Why. 11
d. Report Type select the travel type (Domestic or Foreign) from the drop down list. e. Report Date will default to today s date. f. Affiliation select your affiliation (Athletic Team Travel, Group Travel, or OSU Employee/Student) from the drop down list. Note: use OSU Employee/Student for non-osu employees that are affiliated with the university. For all other non-osu employees, you will use the vendor payment process. g. Relocation check this box if entering expenses related to a move that is being reimbursed by OSU. h. Funding if using the default funding, leave as is; if you need to change the default funding for this expense report only click on the Edit ( ) icon. See the Change Funding section for more details. i. Click Save and Continue. 4. Add Itinerary details: 12
a. From: i. Date and Time the date and time you started travel. ii. Location: the city you traveled from. You can search for the location, enter the zip code, or enter the city name. Note: you only need to use one of the options listed below, not all three. 1. Search Location click on the link, enter the city name or a portion of the city name then click the arrow to search. Highlight the city you traveled from and click Select. Note: you can also search for the city using the advanced search feature. Select an attribute and enter the details then click Go. 2. Enter Zip/Postal Code enter the zip code for the city you traveled from. 3. City enter the name of the city you traveled from. iii. Nation this is only required if the Foreign Travel Report Type was selected. Enter the nation traveled from. b. To i. Date and Time the date and time you completed travel or completed the leg of the itinerary. ii. Location: the city you traveled to. You can search for the location, enter the zip code, or enter the city name. Note: you only need to use one of the options listed below, not all three. 1. Search Location click on the link, enter the city name or a portion of the city name then click the arrow to search. Highlight the city you traveled to and click Select. Note: you can also search for the city using the advanced search feature. Select an attribute and enter the details then click Go. 2. Enter Zip/Postal Code enter the zip code for the city you traveled to. 3. City enter the name of the city you traveled to. TEM will validate against something. iii. Nation this is only required if the Foreign Travel Report Type was selected. Enter the nation traveled to. c. Click Add to add the itinerary details to the expense report. d. If needed, follow steps a-c to add additional itinerary legs if your trip included multiple destinations. e. After entering all itinerary lines needed, click Save to continue. 13
5. Confirm Per Diem if the expense report includes per diem expenses for meals and lodging select Yes, otherwise select No and move to step 6. If you select yes, you will need to select the payment method and uncheck any meals that you are not requesting reimbursement for (e.g., meals that were provided as part of the conference are not reimbursable). a. Select default Payment Method use this drop down if all the expenses listed were paid by the same source. i. Paid by Individual use this option when you paid the expense. ii. Paid by OSU or External Agency use this option when OSU or an outside agency paid the expense. Note: if most of the expenses were paid by the same method, you can still use this option; simply change the Paid By option as shown in (b) for the expenses paid by another method. b. Paid By use the drop down menu to select who paid for each individual expense. c. Uncheck to exclude from per diem if a meal was provided, uncheck the box ( ) to the left of the meal to exclude it from the per diem payment. Note: if you need to remove an entire row, use the delete ( ) button on the right. d. Click Save and Continue to move to the next step. 14
6. Add Expenses add any additional expenses for reimbursement including lodging tax, ground transportation, and baggage fees. a. Enter the Date, type, and amount for each expense: b. Select Paid By from the drop down menu. c. If more detail about the expense is needed, enter the information in the Description box. d. If needed, change the funding for the expense by clicking on the Funding link. See the Funding section for more details. e. Click Save to add the expense to the report. f. Repeat a-e for each additional Expense. 7. Edit Expense (if needed) edit an expense by clicking on the row for the expense. You can change any of the information in the Add Expense box at the top. Be sure to click Save to save your changes. 15
8. Delete Expense (if needed) delete an expense by clicking on the delete ( ) button to the right of the expense. 9. Attachments when you have finished entering all expenses, click Attachments on the left to add scanned copies of your receipts and other supporting documentation. a. Click New to add a new document. b. Click Browse to find the file on your computer. 16
c. Once you have selected the file, click Open in the file upload window to upload to TEM: d. Click Attach to save the file to the expense report. e. Click OK on the information window: f. Repeat steps a-e to add more documents if needed. 17
10. Comments if additional information is needed for the report, click on Comments on the left: Note: if no additional information is needed, go to step 11. a. Click on the Edit ( ) icon to open the Add Comment window. b. Enter comments then click Save. 18
11. Related Documents the expense report and any related documents such as an advance or authorization report will be listed here. You cannot make any changes to this page. 12. Status History, Expense Report tab view the status of your expense report. Status types: - In Process document has been created but not submitted. - Submitted document has been submitted for approval - Approved has been approved by the initial approver, budget authority, or final approver. Once final approval has been received, the report will be moved to the payment process. - Ready to Pay the invoice has been created and will be paid (check to traveler or direct deposit) on the next check run date. - Paid invoice has been paid and a check was sent to the traveler s mailing address on file or direct deposited into the bank account on file. Note: the Workflow Approvals tab will display approval status and any comments added by approvers once the report is submitted. 19
13. Once you have entered all needed details for the report, click View or Submit Report at the bottom of the page: 14. Click Submit at the bottom of the page to submit the report for initial approval: Note: from this view, you can review all of the details of the expense report and edit any information that needs to be changed before submitting the report. 15. Click OK on the information window. 20
Next Steps After you have submitted your expense report, it goes through several approvals initial approval, budget authority, and final approval. You will receive an email with every approval so you can track the progress of your report. In addition, if any approval level requests changes, you will receive an email notifying you of the changes they would like you to make to the expense report. You can also view the approval status of your report on the Workflow Approvals tab of the Status History page on the expense report. As each level approves the report the status will change from pending approval to approved: Note: if a delegate creates an expense report on your behalf, you will receive an email to approve the report before it is sent for further approval and payment. See the Approving Expense/Authorization Reports section for more details. 21
Create Expense Report from Authorization Report If you created an Authorization report for your travel, you can use that report to quickly create an Expense report for reimbursement. 1. From the Expense Manager tab, select Authorization Reports and highlight the report in the list the report must have a status of Approved to be used to generate an expense report: Note: if needed, you can search for the report using the search feature: 2. Click Generate Expense Report: 3. The Report Name and Affiliation will default from the Authorization Report; if needed, make any changes then click Save: Note: the Report Date will default to the current date. 22
4. From the Expense Report list, select the report you just created and click Open: Note: the report should be listed at the top; if not, sort by report date or search for the report. 5. Use the links on the left to navigate to each section and make any needed changes to the report don t forget to add any additional expenses incurred and scanned copies of your receipts: 6. Once you have verified the report details, added any additional expenses, and uploaded scanned copies of your receipts, click Submit at the bottom of the page: 7. Click OK on the information box: 23
Copy an Expense Report If you frequently travel to the same location and/or have similar expenses with each trip, you can easily create a new expense report using the details in an already completed report. 1. From the Expense Manager tab, select Expense Reports then highlight the report you would like to copy from the list: Note: if needed, you can search for the report using the search feature: 2. Click Copy: 24
3. Update the General Information for the new report then click Save: Remember, report name should be unique to each expense report and the Report Date will default to the current date. 4. From the Expense Report list, select the report you just created and click Open: Note: the report should be listed at the top; if not, sort by report date or search for the report. 25
5. Copying a report copies all of the information from the previous report. You will need to update all of the sections (itinerary, expenses, attachments, etc.) to match the current trip. To update the details of the report, use the links on the left or the Edit icons ( ) on the right to navigate to each section and make the necessary changes: 6. Once you have made all the necessary changes, added any additional expenses, and uploaded scanned copies of your receipts, click View or Submit Report: 26
7. Click Submit to send the report for approval: 8. Click OK on the information box. 27
Delete Expense Report If you entered an expense report in error, you can delete it before you have submitted the report. 1. From the Expense Manager tab, select Expense Reports then highlight the report you would like to delete from the list the report Status must be In Process: Note: if needed, you can search for the report using the search feature: 2. Click Delete: 3. Click Yes on the Confirm Delete window: 28
Authorization Reports Foreign travel on grant funds ALWAYS requires an Authorization report. For all other travel, your department may or may not require an Authorization report. Please check with your supervisor for details. For information on allowable costs see the FIS Policy Manual at http://oregonstate.edu/fa/manuals/fis/411. Create a New Authorization Report 1. On the Expense Manager tab select Authorization Reports from the list on the left: 2. Click New to create a new report: 29
3. Enter the General Information: a. Report Name Enter the travel destination city and initial date of travel (e.g., Orlando 11/08/14). b. Purpose select the purpose for the travel from the drop down list. i. Attend Training travel related to employee training, including any workshop, seminar, or formal program of learning that contributes directly to the professional competence of the employee. ii. Conference an event externally sponsored by an organization other than OSU and at a location beyond the control of OSU. iii. Other general travel on behalf of OSU. iv. Professional Development travel to an event to acquire skills and knowledge for career advancement. v. Recruiting travel to identify potential students; this may include traveling to meet, observe, and inform of opportunities at OSU. c. Description enter as much detail as possible to support the purpose for business travel and to assist in identifying expenses for auditing purposes. Include the nature of travel, name of the conference, training, research site, or other special circumstances. Think the 5 W s: Who, What, When, Where, and Why. 30
d. Report Type select the travel type (Domestic or Foreign) from the drop down list. e. Report Date will default with today s date. f. Affiliation select your affiliation (Athletic Team Travel, Group Travel, or OSU Employee/Student) from the drop down list. Note: use OSU Employee/Student for non-osu employees that are affiliated with the university. For all other non-osu employees, you will use the vendor payment process. g. Relocation check this box if entering expenses related to a move that is being reimbursed by OSU. h. Funding if using the default funding, leave as is; if you need to change the default funding for this expense report only click on the Edit ( i. Click Save and Continue. 4. Add Itinerary details: ) icon. See the Funding section for more details. 31
a. From: i. Date and Time the date and time you will begin travel. ii. Location: the city you will be traveling from. You can search for the location, enter the zip code, or enter the city name. Note: you only need to use one of the options listed below, not all three. 1. Search Location click on the link, enter the city name or a portion of the city name then click the arrow to search. Highlight the city you are traveling from and click Select. Note: you can also search for the city using the advanced search feature. Select an attribute and enter the details then click Go. 2. Enter Zip/Postal Code enter the zip code for the city you are traveling from. 3. City enter the name of the city you are traveling from. iii. Nation this is only required if the Foreign Travel Report Type was selected. Enter the nation you will be travelling from. b. To i. Date and Time the date and time you will complete travel or complete the leg of the itinerary. ii. Location: the city you will be traveling to. You can search for the location, enter the zip code, or enter the city name. Note: you only need to use one of the options listed below, not all three. 1. Search Location click on the link, enter the city name or a portion of the city name then click the arrow to search. Highlight the city you are traveling to and click Select. Note: you can also search for the city using the advanced search feature. Select an attribute and enter the details then click Go. 2. Enter Zip/Postal Code enter the zip code for the city you are traveling to. 3. City enter the name of the city you are traveling to. TEM will validate against something. iii. Nation this is only required if the Foreign Travel Report Type was selected. Enter the nation you will be travelling to. c. Click Add to add the itinerary details to the expense report. d. If needed, follow steps a-c to add additional itinerary legs if your trip will include multiple destinations. e. After entering all itinerary lines needed, click Save to continue. 32
5. Confirm Per Diem if the report will include per diem expenses for meals and lodging select Yes, otherwise select No and move to step 6. If you select yes, you will need to select the payment method and uncheck any meals that you are will not be requesting reimbursement for (e.g., meals that will be provided as part of the conference are not reimbursable). a. Select default Payment Method use this drop down if all the expenses listed were paid by the same source. i. Paid by Individual use this option when you paid the expense. ii. Paid by OSU or External Agency use this option when OSU or an outside agency paid the expense. Note: if most of the expenses were paid by the same method, you can still use this option; simply change the Paid By option as shown in (b) for the expenses paid by another method. b. Paid By use the drop down menu to select who paid for each individual expense. c. Uncheck to exclude from per diem if a meal was provided, uncheck the box ( ) to the left of the meal to exclude it from the per diem payment. Note: if you need to remove an entire row, use the delete ( ) button on the right. d. Click Save and Continue to move to the next step. 33
6. Add Expenses add any additional expenses you anticipate having during the trip including lodging tax, ground transportation, and baggage fees. Note: you will be able to enter additional expenses when you submit the report for reimbursement. a. Enter the Date, type, and amount for each expense. b. Select Paid By from the drop down menu. c. If needed, change the funding for the expense by clicking on the Funding link. See the Funding section for more details. d. Click Save to add the expense to the report. e. Repeat a-d for each additional Expense. 7. Edit Expense (if needed) edit an expense by clicking on the row for the expense. You can change amounts, paid by, and funding if needed. 34
8. Delete Expense (if needed) delete an expense by clicking on the delete ( ) button to the right of the expense. 9. Attachments when you have finished entering all anticipated expenses, click Attachments on the left to add any necessary documentation for the authorization. If no attachments are needed, go to step 10. a. Click New to add a new document. b. Click Browse to find the file on your computer. 35
c. Once you have selected the file, click Open in the file upload window to upload to TEM: d. Click Attach to save the file to the expense report: e. Click OK on the information window: f. Repeat steps a-e to add more documents if needed. 36
10. Comments if additional information is needed for the report, click on Comments on the left: Note: if no additional information is needed, go to step 11. a. Click on the Edit ( ) icon to open the Add Comment window: b. Enter comments then click Save. 37
11. Related Documents the authorization report and any related documents such as an advance will be listed here. You cannot make any changes to this page. 12. Status History, Authorization and Advance Report tab view the status of your report: Status types: - In Process document has been created but not submitted. - Submitted document has been submitted for approval - Approved has been approved by the initial approver, budget authority, or final approver. Once final approval has been received, the report will be moved to the payment process (if an advance was requested). - Ready to Pay the invoice has been created and will be paid (check to traveler or direct deposit) on the next check run date if an advance was requested. - Paid invoice has been paid and a check was sent to the traveler s mailing address on file or direct deposited into the bank account on file if an advance was requested. Note: the Workflow Approvals tab will display approval status and any comments added by approvers once the report is submitted. 38
13. Once you have entered all needed details for the report, click View or Submit Report. 14. Click Submit at the bottom of the page to submit the report for initial approval if you are not requesting an advance: Note: from this view, you can review all of the details of the report and edit any information that needs to be changed. You can also request an advance to help pay for your travel expenses. See the Requesting Advances section for more details. 15. Click OK on the information window: 39
Next Steps After you have submitted your authorization report, it goes through several approvals initial approval, budget authority, and OPAA approval (if foreign travel on grant funds). You will receive an email with every approval so you can track the progress of your report. In addition, if any approval level requests changes, you will receive an email notifying you of the changes they would like you to make to the expense report. You can also view the approval status of your report on the Workflow Approvals tab of the Status History page on the authorization report. As each level approves the report the status will change from pending approval to approved: If you requested an advance, you will also see the approval history for the advance on this tab. See the Requesting Advances section for more details. Note: if a delegate creates an authorization report on your behalf, you will receive an email to approve the report before it is sent for further approval and payment. See the Approving Expense/Authorization Reports section for more details. 40
Copy an Authorization Report If you frequently travel to the same location and/or have similar expenses with each trip, you can easily create a new authorization report using the details in an already completed report. 1. From the Expense Manager tab, select Authorization Reports then highlight the report you would like to copy from the list: Note: if needed, you can search for the report using the search feature: 2. Click Copy: 41
3. Update the General Information for the new report then click Save: Remember, report name should be unique to each authorization report and the Report Date will default to the current date. 4. From the Authorization Report list, select the report you just created and click Open: Note: the report should be listed at the top; if not, sort by report date or search for the report. 42
5. Copying a report copies all of the information from the previous report. You will need to update all of the sections (itinerary, expenses, attachments, etc.) to match the current trip. To update the details of the report, use the links on the left or the Edit icons ( ) on the right to navigate to each section and make the necessary changes: 6. Once you have made all the necessary changes and added any additional expenses or documentation, click View or Submit Report: 43
7. Click Submit to send the report for approval: 8. Click OK on the information box: 44
Delete Authorization Report If you entered an Authorization report in error, you can delete it before you have submitted the report. 1. From the Expense Manager tab, select Authorization Reports, then highlight the report you would like to delete from the list the report Status must be In Process: Note: if needed, you can search for the report using the search feature; if needed you can use the * as a wildcard: 2. Click Delete: 3. Click Yes on the Confirm Delete window: 45
Advances Advances are typically only allowed to pay for items that cannot be pre-paid or paid by other means (e.g., using a PCard or direct bill). For more details on advance eligibility, see the FIS policy manual Travel Advance section at http://oregonstate.edu/fa/manuals/fis/407-08. Requesting Advances Advances can only be requested when an Authorization Report is created for the travel. You can request the advance either while creating the report or after you have submitted the report. If you have already submitted the Authorization, first open the report by selecting it from the Authorization request list and clicking Open: 1. After opening the Authorization report or before submitting the report you just created (up to step 14 in the Create New Authorization Report section), click on Request Advance: Note: in the above example the Authorization report has not been submitted yet; if the report has already been submitted you will not see the Submit button on this screen and the title will reflect Submitted or Approved. 46
2. Select the Advance Rule Name from the drop down list. The rule name is a combination of your business center and the advance type: - Travel Advance used by employees and delegates requesting advances. - Internal Use Only only used by business center employees. Remember, you will need to select the rule that is a combination of your business center and the appropriate advance type, such as ASBC Travel Advance. If you don t know your business center, consult your supervisor for help. 3. Click Continue: 47
4. On the Advance Request window you will see the expenses from the Authorization report. Enter and/or edit (if needed) the following information: a. Description a valid business purpose for why you need the advance. b. Requested Amount amount of the estimated expenses you are requesting as an advance. The amount that can be requested depends on your department rules and TEM is programmed to only allow the advance requests based on the rules. Consult your business center for more details. c. Remittance Address use the Edit Icon ( ) to edit if needed this is where the check for the advance will be sent if approved. d. Comments use the Edit Icon ( ) to edit if needed add any additional information to help the business center advance approver understand the need for the advance. 48
5. After entering the description and requested amount, click Submit to submit the Advance request (and, if not already submitted, the Authorization report): 6. Click OK on the information window: Note: if the Authorization report was already submitted the information window will only list the Advance request. The advance will go through the same approval process as the authorization report. You will receive emails at each approval level and you can track the approval process on the Status History, Workflow Approvals tab: 49
Settling Advances When you receive an advance, it will be listed on the Outstanding Advances page of the Expense Manager tab until the advance is settled: After the trip end date, the advance will move to recovery status. You will need to generate an expense report from the authorization report to settle the advance. See the Creating an Expense Report from an Authorization Report section for more details on generating the report and entering your expenses. Once the expense report is created, there are three possible outcomes base on the amounts: 1. Expense Report total greater than Advance Amount No Further Action Required If the total expenses incurred and reported on the expense report are more than the advance amount, you will receive payment for the difference above the advance amount once the report is approved. There are no additional steps, the payment will go through the normal reimbursement process and you will receive a check or direct deposit as noted in the General Information section of the Expense Report and the advance will be considered settled. 2. Expense Report total equal to Advance Amount No Further Action Required If the total expenses incurred and reported on the expense report are equal to the advance amount, no further action is required. Once the report is approved, the advance will be considered settled. 3. Expense Report total less than Advance Amount Payment Required If the total expenses incurred and reported on the expense report are less than the advance amount, you must pay back the overpayment. Once the expense report has been approved, you will receive notification from the business center as to the exact amount you owe. You will need to bring a check or cash to the Cashiers Office in the Kerr Administration Building to settle the advance. Please note outstanding advances can prevent you from receiving advances on future trips. 50
Funding A funding source is required for each Authorization or Expense report created. You can either setup a default funding on your profile to use for all travel or setup the funding for each report as it is created. You can also change the funding for an individual authorization/expense report or change funding for an individual expense or multiple expense lines. You will not be able to submit a report without a funding source. If you need help determining your funding source or index, see your supervisor or business center for assistance. Note: you can only add an activity code and/or change an account code when changing the funding for an individual expense. Setup/Change Default Funding 1. From the Profile tab select Profile then click on the Edit ( ) icon in the Funding Default section: 2. If there is no funding default, go to step 3. If funding was already setup, you will need to first remove the current funding default or change the percentage: a. To remove the funding click on the delete ( ) icon to the right of the funding: 51
b. To change the percentage of the default funding, highlight the row, change the number in the Percent field, then click Add: 3. Enter the funding details: a. If needed, change the Percent. b. Enter C in the Chart field. c. Enter the Index. 4. Click Add to add the funding details to the list: 52
5. Repeat steps 3 and 4 if additional funding sources need to be added, then click Save Note: the funding sources must add up to 100% Setup/Change Funding for Authorization or Expense Report You can setup or change the funding for an authorization or expense report when it is first created or before you submit a report that is In Process. 1. After creating the new Authorization or Expense report, select the Edit icon ( ) in the Funding Default field: For an in process report, select General Information then click the Edit icon ( window you see above: ) to open the 53
2. If there is no funding default, go to step 3. If funding was already setup, you will need to first remove the current funding default or change the percentage: a. To remove the funding click on the delete ( ) icon to the right of the funding: b. To change the percentage of the default funding, highlight the row, change the number in the Percent field, then click Add: 54
3. Enter the funding details: a. If needed, change the Percent. b. Enter C in the Chart field. c. Enter the Index. 4. Click Add to add the funding details to the list: 5. Repeat steps 3 and 4 if additional funding sources need to be added, then click Save Note: the funding sources must add up to 100% 6. Continue with the steps to create the Authorization or Expense report as outlined in the appropriate section. 55
Change Funding for an Individual Expense 1. In the Add Expenses window select the Funding link: 2. You will need to either remove the current funding default or change the percentage/amount: a. To remove the funding click on the delete ( ) icon to the right of the funding: b. To change the percentage or amount of the default funding, highlight the row, change the number in the Enter Amount or Percent field, then click Add: 56
3. To add new funding, enter the details then Click Add: a. If needed, change the Amount or Percent. b. Enter C in the Chart field. c. Enter the Index. d. If needed, enter the Activity and Location. Note: this is the only place you can add an activity code or change the account code. 4. Repeat step 3 if additional funding sources need to be added, once all funding has been added click Save Note: the funding sources must add up to 100% 5. Continue with the steps to create the Authorization or Expense report as outlined in the appropriate section. 57
Change Funding for Multiple Expenses 1. Check the box to the left of the expenses you would like to change funding for: Note: if you need to change funding for all of the expenses listed, check the box at the top of the column to select all expense lines. 2. Click on the More Actions Menu at the top of the page then select Change Expense Funding: 58
3. To add new funding, enter the details then Click Add: a. If needed, change the Percent. b. Enter C in the Chart field. c. Enter the Index. d. If needed, enter the Activity and Location. Note: this is the only place you can add an activity code or change the account code. 4. Repeat step 3 if additional funding sources need to be added; once all funding has been added click Save: Note: the funding sources must add up to 100% 5. Continue with the steps to create the Authorization or Expense report as outlined in the appropriate section. 59
Approving Expense/Authorization Reports If a delegate creates an Authorization or Expense report on your behalf, you will receive an email requiring action on your part to move the process forward. You can, if needed, make adjustments to the report before submitting. Approve TEM Reports for Submission 1. Click on the Travel & Expense Page link in the email to open the report: Note: If you are not logged in you will need to log in with your ONID username and password: 60
2. Navigate through all of the options on the left to verify the information is correct; if the report is correct, click Submit to send the report for approval: 3. Click OK on the Information window: 61
Make Changes to TEM Reports 1. After accessing the report, select the section that needs to be updated by clicking on the link on the left then click the Edit ( ) icon to update the information in any section: 2. Once you ve made all the necessary changes, click View or Submit Report: 3. Click Submit to send the report for approval: 4. Click OK on the Information window: 62