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Slide 1
FastFactsFeature Presentation
August 21st, 2008
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-322-9648 Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…Tips and tricks for travel and expense reimbursement
Slide 3
Today’s PresenterBob SicoliSAP Trainer for the Johns Hopkins Health System
Slide 4
Session Segments
PresentationBob will show you some tips and tricks for travel and expense reimbursementDuring Bob’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Bob will answer as many of your questions as time allows.
Slide 5
Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
Slide 6
Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
Slide 7
Tips and Tricks for Travel and Expense Reimbursement
Slide 8
Session Introduction
About this session:
Today’s session is a collection of solutions to problems we have collected from users.
The session will also cover some of the best practices we have learned from 18+ months of using the system.
This session was created to help people use the Travel and Expense Reimbursement module more efficiently.
Slide 9
Agenda
Today we will cover …1. Settings for displaying all trips2. Infocenter to get per diem rates3. Personnel number search using TRIP4. Locating a personnel number with the trip number5. Locating a personnel number if your hindered by an HR role
restriction6. List of all trips7. Open trips – displaying, deleting, accessing, editing,
services for object icon, and history 8. Paid trips – interpreting, accessing, adding receipts, saving
Slide 10
1. Settings
Slide 11
Settings
To access the settings:WinGUI
WebGUI
Slide 12
Settings
Display All Trips – will display all trips. You can view paid trips from prior periods.
Display all Subsequent Activities – Displays the “Suggested Activities” on the first page of the Travel Manager. Also will enable to access the expense report quickly.
Slide 13
Settings – Display All Trips
Slide 14
Settings – Display Subsequent Activities
Slide 15
2. The Infocenter
Slide 16
InfocenterUse the Infocenter to look up per diem rates by date.To access the Infocenter:WinGUI
WebGUI
Slide 17
Information Center
1. Click the “PDs/FRs” tab, then click in the “Region” field.
Slide 18
Information Center
2. Click the search button next to the field.
Slide 19
Information Center
3. WinGUI - Click the arrow in the middle of the screen.
Slide 20
Information Center
3. WebGUI -Click the arrow next to “Search Criteria.”
Slide 21
Information Center
4. WinGUI- Use the “Name of Trip Country” to search for the city or region.
Then click the green check.
Slide 22
Information Center
4. WebGUI - Use the “Name of Trip Country” to search for the city or region.
Then click “Start search.”
Slide 23
Information Center
5. When you locate the region, double click it.
Slide 24
Information Center6. Put in the
first date of the trip, click on the green check; that will display the per diem rates.
Slide 25
3. Personnel Number Search Using TRIP
Slide 26
Personnel Number Search Using TRIP
WinGUI- Access the “Personnel Number” search screen as you would normally. Click the “category” icon on the far right.
Slide 27
Personnel Number Search Using TRIP
WinGUI - A list of search categories will open. Select “TRIP” from the category list.
Slide 28
Personnel Number Search Using TRIP
WebGUI- Access the “Personnel Number” search screen as you would normally. Click the “Category” dropdown.
Slide 29
Personnel Number Search Using TRIP
WebGUI - A list of search categories will open. Select the “TRIP” category.
Slide 30
Personnel Number Search Using TRIP
After you complete the search, the results will appear. The results of the TRIP search include: name, work address, organizational unit, and position.
Slide 31
4. Locating a Personnel Number With a Trip Number
Slide 32
Locating a Personnel Number With a Trip Number
The transaction is ZMAPR_MD_PERS_TRI - Query: Personnel/Trip Number.
Use this transaction when you have a trip number and want to find the personnel number of the person who was reimbursed.
Use that personnel number to go back into the Travel Manger to research the trip.
You can use this transaction from the WinGUI and WebGUI.
Slide 33
WinGUI - At the main menu, scroll down and open the “Enduser Role” folder. Double click on “Query: Personnel/Trip Number.”
Locating a Personnel Number With a Trip Number
Slide 34
WebGUI –• Open the Travel Manager• Open the command bar by selecting the arrow next to the menu button• Type in /nsmen • Press the enter key
Locating a Personnel Number With a Trip Number
Slide 35
WebGUI – Access the “Enduser Role” folder at the end of the menu, then select transaction “Query: Personnel/Trip Number.” Double click to open the transaction.
Locating a Personnel Number With a Trip Number
Slide 36
WinGUI - Enter the trip number and execute the report.
Locating a Personnel Number With a Trip Number
Slide 37
WebGUI - Enter the trip number and execute the report.
Locating a Personnel Number With a Trip Number
Slide 38
The report will display a trip number with a personnel number that you can use in the Travel Manager to further research the trip.
Locating a Personnel Number With a Trip Number
Slide 39
5. Locating a Personnel Number if You’re Hindered by
an HR Role Restriction
Slide 40
Locating a Personnel Number
Use this transaction if you are a person with HR roles and cannot find personnel number through the TRIP search due to access issues.
1. Access the assistant role in the main menu. Double click on the “Travel Work List” role.
Slide 41
Locating a Personnel Number
2. Search for the person by last name and/or first name.
Slide 42
Locating a Personnel Number
3. You will be given a list of personnel numbers for use in the Travel Manager.
Slide 43
6. List of All Trips
Slide 44
List of All Trips
Use list of all trips to:
Locate open and paid trips
Display open and paid trips
Access open and paid trips
Delete open trips
Slide 45
List of All Trips
Click on the “List of All Trips” link.
Slide 46
List of All Trips
The “List of All Trips” screen will open with the “Open Trips” folder expanded and the “Paid Trips” folder closed.
Slide 47
List of All Trips
Notes about the “List of All Trips” screen:
1. You may need to expand and collapse columns to see the data.
2. Statuses – “Trip Completed/to be Settled” - Could be anywhere from just saved, up to in the approvers inbox in Workflow. Check Workflow for the details.“Trip On Hold” – Has been approved by a department approver(s) and awaiting review in Accounts Payable Shared Services.
Slide 48
List of All Trips
1. To expand columns, click next to them and drag.2. Status will help you see where the expense report is in the process.
Slide 49
7. The Open Trips Folder
Slide 50
The Open Trips FolderTo change an open trip, highlight “Travel Expenses” of the trip; click the “Change” button.
Slide 51
The Open Trips FolderYou can now change the trip data. Make sure you save after making your updates. You can also use the “Services for Objects” icon to store business documents (aka Attaching), view workflow, and view attachments.
Slide 52
The Open Trips FolderYou can also use the “Account Assignment” button to quickly view the budget assignments.
Slide 53
The Open Trips FolderThe budget assignments will display.
Slide 54
The Open Trips FolderYou can also view the history of the changes or updates saved to a document by clicking the “History” button.
Slide 55
The Open Trips FolderThis window will show the JHED ID, date, and time of persons who have saved changes to an expense report.
Slide 56
The Open Trips FolderTo display the results of an open trip, highlight the “Travel Expenses” of a trip, click the “Display” button.
Slide 57
The Open Trips FolderYou can now view the trip data without saving again. Use the back button to go back to “List of All Trips.”
Slide 58
The Open Trips FolderTo delete an open trip, highlight the date of the trip, click the “Delete” button.
NEVER DELETE A PAID TRIP!
Slide 59
The Open Trips FolderAnswer “Yes” to delete the trip. The trip will be gone from the Travel Manager.
Slide 60
8. The Paid Trips Folder
Slide 61
The Paid Trips FolderTo view paid trips, expand the “Paid Trips” folder by clicking the arrow to the left.
Slide 62
The Paid Trips Folder
Slide 63
The Paid Trips FolderTo view a paid trip, expand the folder by clicking the arrow to the left.
Slide 64
The Paid Trips FolderThis will show data about the trip. To see the date the funds were released use the scroll at the bottom of the page.
Slide 65
The Paid Trips FolderThis will show when the funds were released in the “Travel Expense Statement Is …” column (You may have to expand this column). Be advised that this is NOT an actual payment date. The person being reimbursed must check with their bank for actual dates.
Slide 66
The Paid Trips FolderTo display the results of a paid trip, highlight the “Travel Expenses” of a trip, click the “Display” button.
Slide 67
The Paid Trips Folder
Slide 68
The Paid Trips FolderTo access a paid trip to add receipts, highlight “Travel Expenses” of a trip, click the “Change” button.
Slide 69
The Paid Trips FolderYou will be asked if you want to “change the trip data” – Click “Yes.”
You are NOT obligated to change the data. You will be given access to the expense report.
Slide 70
The Paid Trips Folder
Notes on adding receipts to paid expense reports:
• Do NOT change any data on a paid expense report.• You can also use the “Services for Objects” icon to store
business documents (aka Attaching), view workflow and view attachments.
• You can also use the “History” button to view saving history.• You can use the “Back” button or arrow to leave the report
without making changes.• If you add receipts, save and click “Yes.” The report will
need to be approved again.• Accounts Payable Shared Services will only pay the added
expenses.
Slide 71
The Paid Trips FolderYou can now add receipts to the trip data.
Slide 72
Conclusion
Today we covered …1. Settings for displaying all trips2. Infocenter to get per diem rates3. Personnel number search using TRIP4. Locating a personnel number with the trip number5. Locating a personnel number if your hindered by an HR role
restriction6. List of all trips7. Open trips – displaying, deleting, accessing, editing,
services for object icon, and history 8. Paid trips – interpreting, accessing, adding receipts, saving
Slide 73
Additional Resources
Training:Health System – OD&T – Anna – 410-735-7065http://www.hopkinsmedicine.org/jhhr/Organization/sapUniversity – Learning Solutions – Kathy - 443-997-6453http://training.jhu.edu/html/Main/default.asp
Support:Shared Services – www.ssc.jhmi.eduAccounts Payable Shared Services - 443-997-6688SAP Support – www.jhu.edu/hopkinsone
Slide 74
Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Slide 75
Thank You!Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
Slide 76
Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!