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10-19-2009
Agenda
Review of the Expense System and the Expense System Home Page
Travel Authorization Request
Employee Reimbursements
Allocation & Itemization, Attaching Receipts, Certification, Submission, Approval
Procurement Card
Wrap-up
Expense System
The Expense System is a hosted website used to process Travel Authorization Requests, and to prepare and store Procurement Card transactions and employee reimbursements.
For more information, visit https://www.cu.edu/psc/expensesystem/.
Better documentation
Electronic access, processing and approval
Automatic download of Procurement Card and Travel Card transactions
Built-in system audits and edits to reduce manual errors and re-work
Single point of data entry
Faster reimbursements
Digital storage
Why use the Expense System?
How do you access the Expense System?
How do you access the Expense System?
List of Procurement Card transactions for a month. (Replaces the ACARD System Monthly Statement.) List of personal purchases – travel and non-travel – made by employees or Regents and submitted for reimbursement. (Replaces Payment Voucher and Travel Voucher forms for employee and Regent reimbursements.)
Travel Authorization Requests are used to obtain approval for employee, Regent, and non-employee travel when a Travel Authorization (TA) is required – i.e., for travel outside Colorado or for travel involving an airline or other common carrier. (Replaces the Travel Authorization Program, or TAP.)
Profile – Expense Information
Profile – Expense Delegates
Profile – Expense Preferences
Profile – Expense Approvers
Profile – Favorite Attendees
Delegates
Individual authorized to act, in the Expense System, on behalf of another person.
Note: Delegates are not policy specific – that is, a delegate can process both Procurement Card reports and Employee Reimbursement reports for the individual for whom s/he is a delegate. It is up to that individual and the delegate to identify which types of reports should actually be processed by the delegate.
Two Types of Delegates
A Prepare Delegate can prepare expense reports (Procurement Card and Employee Reimbursement) for another individual.
An Approver Delegate can approve expense reports on behalf of another individual. (To be an Approver Delegate, the individual must already have approver authority.)
You should NOT act as a delegate in order to create a Travel Authorization Request for another person.
Self Try-It: Setting Delegates
Acting as a Delegate
FormsWith the Expense System, there will be some changes in the use of the following forms:
Travel Authorization Program (TAP)
Travel Voucher (TV)
Payment Voucher (PV)
Official Function (OF)
Alcohol Purchase Authorization (APA)
Unavailable Documentation (UD)
Procurement Card Program forms
How does your work change for travel?
TA # from TAP
Per diems from website
Receipts from trip
Travel Voucher (TV)
File
Expense System
Expense System
Expense System
Expense System
Itineraries show a schedule of departure and arrival times/dates, with destinations, for a business trip. Used to identify meal and incidental expense per diem allowances.
Travel Authorization Request – Try It
Group
• Creating Travel Authorization Requests for Employees
• Creating Itineraries
Self
• Creating Travel Authorization Requests for Employees
– OR -
• Creating Travel Authorization Requests for Non-employees
• Creating Itineraries
Building Your Report Report Header
Adding Expenses
Out of Pocket
Company Card Transactions
Attaching Receipts
Allocating and Itemizing
Set/Review Approval Flow
Certify/Submit
Approval
Employee Reimbursement with TA – Try It
Group
• Employee Reimbursement with a TA – Completing the Report Header
Self
• Adding Company Card Transactions
• Adding Out-of-Pocket Transactions
• Entering Lodging Transactions
Employee Reimbursement (No TA) – Try It
Self
• Employee Reimbursement without a TA – Completing the Report Header
• Entering Mileage Transactions
Employee Reimbursements and the General Ledger
1 – Journal ID = APES + 6 digits assigned by Finance System
2 – Journal Date = Date that reimbursement received final approval by PSC
3 – Journal Source Code = ESE
4 – Journal Line Description = Expense Report Name
Employee Reimbursements and the General Ledger
5 – Vendor = Employee Name
6 – Journal Line Reference = Voucher #
7 – Invoice # = CUES + Report Key (No TA) or CUES + TA# (With TA)
8 – Invoice Date = Report Creation Date
How does your work change for receipts,
signing and approval? Paper Documentation
Sign TV/PV/monthly statement
Approver signs TV/PV/monthly statement
Retain paper copy
Expense System
Expense System
Expense System
Expense System
Expense System – Try It
Self
• Allocating and Itemizing Transactions
• Attaching Receipts by Fax
- OR -
• Attaching Receipts by Scan
• Certifying and Submitting Expense Reports
- OR -
• Approving Expense Reports
Tracking Reports – Active Work
Tracking Reports – View & Edit
Tracking Reports – Expense Report List
How does your work change for Procurement
Card? Reallocate in ACARD System
Monthly statement from ACARD
Receipts from purchases
File Expense System
Expense System
Building Your Report
Report Header
Adding Expenses
Company Card Transactions Attaching Receipts
Allocating and Itemizing
Set/Review Approval Flow
Certify/Submit
Approval
Procurement Card – Try It
Self
• Procurement Card – Completing the Report Header
• Adding Company Card Transactions
• Entering Official Function Transactions
Procurement Card and the General Ledger
1 – Journal ID = ESP + 7 digits assigned by Finance System
2 – Journal Date = Date that procurement card report was fully approved by the campus
3 – Journal Source Code = ESP
4 – Journal Line Description = Business Purpose of transaction
5 – Journal Line Reference = Empl ID of Cardholder
Wrapping Up
Do you have questions?
Remember your resources
https://www.cu.edu/psc/expensesystem
Finance & Procurement Help Desk 303-837-2161
Online Assessment
Welcome to the Expense System!