Embed Size (px)
Citation preview
Sampler Expense Report
Step – By – Step Instructions
October 2014
� Expense reimbursements are paid only with approval from your Event Manager.
� Expense Reports are emailed to [email protected] bi-monthly and are due at the same time as your Ceridian Time Card. � Expense Reports (including original receipts) submitted after
two expense cycles WILL NOT be tolerated. You will receive an infraction each time a report is submitted outside of our policy.
� Checks are mailed out approximately 30 days after submission.
� Electronically Signed Expense Reports must be emailed to: [email protected]
� Job codes vary by program; to find the accurate job code for the event you worked, look at the road check and record it. You can also refer to the job code sheet on mktg-chicago.com.
Sampler Expense Report About:
• If you drove over 30 miles round trip to an event, you may be reimbursed for mileage.
• If you paid for parking or took a taxi, you may be reimbursed a maximum of $10 per event worked.
• If you paid out of pocket for any product (liquor, mixers, ice, drinks) due to Road Check issues, you may be reimbursed the full amount.
• Note: If you drove over 30 miles round trip AND paid for parking you cannot expense both for one event worked. Choose one to list on your report.
When to fill out an Expense Report:
Things you’ll need: • Computer/laptop with an updated version of Microsoft Excel
• Creating expense reports using Google docs, cell phones, tablets, etc. will not work!
• Internet access • All reports are emailed to [email protected].
• If you are expensing mileage, Google Maps must be used.
• Original receipts (only if you’re expensing parking or taxi).
Things you’ll need to know: • Correct job codes for each event worked
• The easiest place to find the ACCURATE job code is on the road check for the event. Whether you’re LPM or PM, look at the check and write down the job code.
• Job codes can also be found on mktg-chicago.com on the Job Code Sheet.
• Date of each event worked
• Program name of each event worked • Account name of each event worked • Account address (only if you’re expensing mileage).
Step 1:
� Download the samplerexpensereport.xlsx attachment in Erin’s Timecards & Expenses email or from mktg-chicago.com.
� Skip to Step 4 if you did not drive over 30 miles round trip to an event. Continue to Step 2 if you did.
Step 2:
� Click on the 1st tab called “Proof of Mileage.” � Enter your name and ending period date (ie: 4/15/14 or 4/30/14) � Enter the date of the event � Enter the name of the account � Enter the account’s address next to To: � Enter your home address next to From:
� Note: Our policy is “From:” will ALWAYS be your home address, no matter if you were at a relatives house, day job, etc. prior to driving to an event.
� Go to google.com/maps � In Google Maps, enter your home address as the starting point. Enter the
account address as destination 1. Enter your home address again as destination 2. This will give you round trip ‘Total Estimated Distance’ and ‘Total Estimated Time’ to your event.
� Go back to the proof of mileage tab on your expense report and enter the total estimated distance and total estimated time from Google Maps.
� REPEAT Step 2 for each event you drove over 30 miles round trip to. � Example on next page.
Driving to one account example:
*I drove from home to an event at Binny’s in Arlington Heights, IL then back home.
� NOTE: If you worked 2 events in a row and drove over 30 miles round trip, you must write each account name and address. To find Total Estimated Distance and Total Estimated Time in Google Maps, enter your home address as the starting point. Enter account 1’s address as destination 1. Enter account 2’s address as destination 2. Enter your home address again as destination 3.
� Example on next slide
Driving to two accounts example:
*I drove from home to an event at Jewel in Woodridge, IL then to an event at Studio 63 in Summit,IL and back home.
• If you drove to 3 events in a row, add a third “To:” with
account 3’s address and add an additional destination in Google Maps to find Total
Estimated Distance and Total Estimated Time.
2 accounts
Step 3:
� Click on tab 2 “Mileage Log.”
� Write your name and period ending date at the top.
� Begin filling in all necessary information based on what you inputted from the 1st tab. � Date of event � Brand sampled � Program name (This can be found on the road check or under your
event on Shiftboard) � Activity (enter as “Driving to ‘Account Name’ ”)
� If you work an account with multiple locations (I.e. Jewel, Binny’s, Mariano’s), write the town the account is located in.
� Round trip miles (enter Total Estimated Distance found from Google Maps)
� Repeat Step 3 for each date listed on Proof of Mileage tab.
� This information will automatically populate in the 3rd tab “Expense Report”
� Example on next slide
*Note: When driving to multiple events in a single day, choose ONE brand/program to list on your report, even if each event was a different brand/program.
Mileage Log Tab
Step 4:
� Click on tab 3, “Expense Report.”
� Fill out your name and correct Period date on the top left side.
� Fill out your mailing address (this is where your check is sent to) on the top right side.
� If you are expensing mileage, information from tab 2 will automatically populate.
� Enter each event’s date and correct Job Code Number (7 digits)/
� Division code will always be 15, Prog Type will always be 30 and Market will always be 14.
� Cost code: � 810 for mileage or parking. � 790 for out of pocket product purchase.
� Step 4 continued on next slide.
Step 4 (cont’d): • Enter the program name (this can be found on the road check or listed under your
event on Shiftboard)
• Enter the description (include account name) • Ie: Parking at Marianos- Greektown • Ie: Taxi to Brixton • Ie: Paid out of pocket for product at Binny’s-South Loop
• Enter the total $ you spent on a parking meter or taxi under Line Totals • You cannot claim more than $10. If you paid $12 at the parking meter, only write
$10 under Line Totals. • Remember: you may expense parking/taxi OR mileage. NOT both for the same
event.
• Write your name next to Submitted by:
• Write your name again and / E.S. next to Signature: • Ie: Ashley Redding/ E.S.
• (E.S. stands for electronic signature)
• Write today’s date under your name.
• Example on next slide.
Expense Report Tab
Step 5:
� Click on tab 4, “Cost Breakout.”
� You will simply Right Click on top of the table and it will accumulate expenses by job code.
� See below for how it looks before refreshing
How to “Refresh”:
COMPLETE:
Step 5 (cont’d):
Step 6:
Save your report as: Last Name, First Name Date of payroll � Example: Redding, Ashley 4.15.14
� Now you can email your fancy report to [email protected]
� ALWAYS ask questions if you are unsure!
� Continue to Step 7 if you have receipts for parking/taxi/out of pocket product expenses
� If you only have mileage, You’re Done!
Step 7:
� Tape all original receipts (cab, parking, product expense) to a sheet of
paper.
� Number each receipt to the corresponding line number on your Expense Report (tab 3)
� Be sure to write your name at the top of this sheet with receipts and include which payroll cycle the receipts are for ( i.e. 4/15/14)
� Place the receipts in the white folder on the wall in the office OR mail it to my attention:
Ashley Redding/ MKTG INC. 1040 W. Huron, 3rd Floor Chicago, IL 60642
� Hooray, you did it!!
