Expense Report Module v4.11.1

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1 1 Expense Report Module v Page 1

2 2 Expense Report Module v Contents Frequently Asked Questions... 4 Q: We have a user who sent in their expense report, but their manager is out on vacation. It needs to get approved! How can we fix this?... 4 Q: We have a receipt required for all purchases over $x.00. Can we exclude Mileage items from this requirement??... 4 Q: What is a Regular Expression and how do I create one?... 4 Q: Is it possible to have two tiers of approval for Expense reports?... 4 Introduction... 5 Core Expense Report Module Concepts... 5 Key Items... 5 Item Type... 5 GL Account... 5 Account Number... 5 Cost Area... 5 Miles... 5 Description... 5 Expense Item Types... 6 Regular... 6 Mileage... 6 Pre-Paid... 6 Corp Card... 6 Cash Advance... 6 Key People... 7 Expense Report Submitter... 7 Expense Report Approver... 7 Expense Report Payer... 7 Islands... 7 My Expense Reports Island... 7 Approve Expense Reports Island... 7 Pay Expense Reports Island... 7 Working with the My Expense Reports Island... 8 Creating an Expense Report... 8 Page 2

3 3 Expense Report Module v Adding a Regular Item... 9 Adding a Mileage Item... 9 Adding a Pre-Paid Item Adding a Corp Card Item Adding a Cash Advance Item Editing Report Details Viewing Old Expense Reports Working with the Approve Expense Reports Island Viewing Expense Reports Approving, Declining, or Forwarding Expense Reports Approving the Report Declining the Report Forwarding the Report Working with the Pay Expense Reports Island Viewing Paid or Unpaid Expense Reports Marking and Expense Report as Paid or Declined Paying an Expense Report Declining an Expense Report Exporting Expense Reports Managing Expense Reports Approvers Forwarding an Expense Report Approval Expense Reports Alerts Setting Expense Reports Module Properties Page 3

4 4 Expense Report Module v Frequently Asked Questions Q: We have a user who sent in their expense report, but their manager is out on vacation. It needs to get approved! How can we fix this? A: An administrator with access to the Forward Expense Reports tool can send the pending expense report to another individual for approval. See the Forwarding an Expense Report Approval section of this guide for more details. Q: We have a receipt required for all purchases over $x.00. Can we exclude Mileage items from this requirement?? A: Unfortunately, this is not currently possible in the Expense Reports Module. As a workaround, we suggest that users select the I have a receipt for this expense but sending it physically option. Q: What is a Regular Expression and how do I create one? A: A Regular Expression is string of characters that set the requirements for what is allowed to be entered into the Center Number field. Here is a RegEx Cheat Sheet for more information: Q: Is it possible to have two tiers of approval for Expense reports? A: Unfortunately, only one user may approve an expense report in the expense reports module. There is a way for multiple individuals to review an expense report however. If an approver receives an expense report, reviews it, and deems that is good to proceed on to the next level, the approver can then choose to forward the expense report rather than mark it as approved. This will give the second recipient an opportunity to review the report and then allow them to approve or decline the report. See the Forwarding the Report section of this guide for more details. Page 4

5 5 Expense Report Module v Introduction Welcome to the Expense Reports Module User s Guide! The Expense Report Module is a useful tool for quickly tracking and routing expense reports throughout your organization. Reports are automatically submitted to an employee s supervisor and routed to the accounting department for payment. This guide will familiarize you with the essential knowledge of how the product works. Core Expense Report Module Concepts There are some core concepts and terms that you should be familiar with when dealing with the Expense Report Module. These terms will supply you with a fundamental understanding of the language used within the module. They will also assist in your understanding of how they impact the functionality of the request management system within the Expense Report Module. Key Items The terms below cover the important terms in the Expense Report Module. It is important to familiarize yourself with these terms and items when working with the Expense Report Module. Item Type The Item Type describes the manner in which an incurred business expense was paid. See Expense Item Types for details on each category. GL Account A GL (General Ledger) Account is a chronological accounting record that a business uses to keep track of financial transactions. Transactions are categorized and summarized into general ledger accounts. Account Number Reimbursement for submitted Expense Reports will be directed to the account number provided within this field. Cost Area The Cost Area is the unique numerical name for each business location within a company. Miles In the case of entering a Mileage Item into an expense report, Miles depict the distance traveled for business purposes. Description The Description should provide details on what/where money was spent. Page 5

6 6 Expense Report Module v Expense Item Types Fees, purchases, and costs related to business conducted on the behalf of the company are considered Expense Items. Different types of Expense Items can be found within the black panel at the top of the page when creating a new expense report. The display of Expense Item Types on this page can be edited as desired by the Onsemble Administrator by following the Recommended Implementation Steps. Expense Item Panel Regular A Regular item is a company expense that an employee has paid for up-front. For instance, paying for a hotel or rental car for a corporate training out-of-pocket could be considered a Regular Item for which an employee could be reimbursed. Add Regular Item should be selected in order to submit expense reports for said purchases. Mileage A Mileage item is submitted if you have used your personal vehicle to travel on the behalf of your employer. Pre-Paid A Pre-Paid item is an expense that has been paid for in advance by the company. For example, if the company pays for an employee to attend a company outing in advance, that is a Pre-Paid Item. Documenting such items allows both the employer and employee to track the details of these expenses. Recording a Pre-Paid item within an expense report will not affect the balance of the Amount to be paid. Corp Card A Corp Card (Corporate Card) expense item should be submitted if a company card is used to cover business related expenses. Submitting a Corp Card expense item allows both the employer and employee to track the details of these expenses. Recording a Corp Card item within an expense report will not affect the balance of the Amount to be paid. Cash Advance Cash that the employer has given to an employee for business spending purposes in advance is considered a Cash Advance item. Entering a Cash Advance item into an expense report will deduct the total of the cash advance from any previous balance meant to be reimbursed. If the employee has used the cash advance for intended spending Page 6

7 7 Expense Report Module v purposes, each item or cost incurred must be itemized as a Regular item within the expense report. After itemizing each cost, the deduction total of the Cash Advance will no longer affect the Amount to be Paid balance. Key People There are three important types of users in the Expense Reports Module. Submitters, Approvers, and Payers. Expense Report Submitter An Expense Report Submitter is a person that submits an expense report for approval and is paid for any out-ofpocket expenses. Expense Report Approver An Expense Report Approver is a person or role that has been given permissions to approve expense reports. Expense Report Payer An Expense Report Payer is the person or role that has the permission to mark expense reports as paid. These individuals are members of a role that have been entered into the PayrollRoleID module property. (See the Working with the Pay Expense Reports Island and the Setting Expense Reports Module Properties sections of this guide for more details. Islands There are three islands that are used in the Expense reports module. The My Expense Reports Island, the Approve Expense Reports Island, and the Pay Expense Reports Island. My Expense Reports Island The My Expense Reports Island provides a detailed summary of expense reports submitted by the end-user. This is also the island that should be accessed to create new expense reports. Interacting with previously submitted expense reports is an option within this island as well. Approve Expense Reports Island The Approve Expense Report Island is used to approve, forward, or decline a Sent expense report. Pay Expense Reports Island The Pay Expense Report Island is used to mark expense reports as paid, decline expense reports, or to export data into a CSV format. Page 7

8 8 Expense Report Module v Working with the My Expense Reports Island An Expense report can be created by any Onsemble user using the My Expense Report Island. This island is used to create, edit, submit, and review your expense reports. Creating an Expense Report When a user needs to submit an Expense Report, they should visit the My Expense Reports Island. Select the Actions from the upper right corner of the My Expense Reports island. After being directed to the submission page, select Create a New Expense Report. Within the Create New Expense Report screen, there are multiple fields that must be completed. Once all necessary information has been entered, the user must click the Next button at the bottom of the island as shown below. 1. Enter Purpose of Report 2. Enter Account Number 3. Enter Time Frame of Expenses 4. Click Next to Proceed Page 8

9 9 Adding a Regular Item Expense Report Module v After creating an Expense Report, the user can then add a Regular Item as an Expense. Selecting Add Regular Item from the black panel at the top of the Expense Report page will direct the user to the Regular Item submission page. The user must then fill in the form fields on the island making sure to complete any required fields. Once all necessary information has been entered, the user must click the OK button at the bottom of the island as shown below. 1. Enter Date 4. Select GL Account 2. Enter Vendor Paid 3. Enter Expense Amount 5. Enter Cost Area 6. Select Receipt Type 7. Enter Expense Description Adding a Mileage Item 8. Click OK to Complete A Mileage Item is used anytime a person will be reimbursed for driving. The rate is calculated by dollars per mile rate property set by the Onsemble Administrator in Module Tools. 1. Enter Date 2. Enter Mileage 4. Enter Cost Area 3. Select GL Account 5. Select Receipt Type 6. Enter Mileage Description 7. Click OK to Complete Page 9

10 10 Expense Report Module v Adding a Pre-Paid Item A Pre-Paid Item is used when money is issued and then subtracted from the expense reimbursement. 1. Enter Date 2. Enter Vendor Paid 5. Enter Cost Area 3. Enter Amount Pre-Paid 6. Select Receipt Type 4. Enter GL Account 7. Enter Description 8. Click OK to Complete Adding a Corp Card Item A user should submit Corp Card Items after using a corporate card for business expenses such as client meals, office purchases, hotels, travel costs, etc. 1. Enter Date 2. Enter Corp Card No. 3. Enter Vendor Paid 5. Select GL Account 4. Enter Amount Paid 6. Enter Cost Area 7. Enter Description Page Click OK to Complete

11 11 Adding a Cash Advance Item Expense Report Module v A Cash Advance item is used anytime a person wants to show an expense that was paid for using a cash advance that will not be reimbursed. 1. Enter Date 2. Enter Vendor Paid 3. Enter Cash Amount 5. Enter Cost Area 4. Select GL Account 6. Enter Description 7. Click OK to Complete Editing Report Details A person can edit the Purpose of the Report, Account Number, and the date range that was entered during the report s creation before the report is submitted for approval. Page 11

12 12 Expense Report Module v Viewing Old Expense Reports You can find old expense reports from the My Expense Reports Island by using the filters that can be found at the top of the island. 1. Select Date 2. Run Filter Page 12

13 13 Expense Report Module v Working with the Approve Expense Reports Island The Approve Expense Reports Island is the island used by supervisors and other expense reports approvers to view and approve expense reports that have been submitted to them. Viewing Expense Reports The Approve Expense Reports Island displays only those expense reports that are pending approval by you. In order to view an expense report click the dropdown next to the Expense Report s ID number. This will open several options and select the View Details option to see an itemized list of the expense report items. Dropdown Report Details Page 13

14 14 Expense Report Module v Approving, Declining, or Forwarding Expense Reports Once you have reviewed the expense report details for accuracy you can then use the dropdown to approve the report for payment, decline the report, or forward it to a different approver for review. Dropdown Approving the Report Approving the expense report will alert the submitter of the approval and send the expense report to the Pay Expense Reports Island for payment. Approvers have an opportunity to add comments to the report if they would like. 1. Enter Approval Comments 2. Confirm and Save Page 14

15 15 Expense Report Module v Declining the Report Declining the expense report will alert the submitter and will send the report back to the submitter s My Expense Reports Island. Approvers have an opportunity to add comments as to why the report was declined. 1. Enter Decline Comments 2. Confirm and Save Forwarding the Report Forwarding the expense report will alert the submitter and will open a screen that allows the approver to select a recipient for the forwarded report and a spot for comments as to why the report is being forwarded. 1. Select Recipient 2. Enter Approval Comments 3. Confirm and Save Page 15

16 16 Expense Report Module v Working with the Pay Expense Reports Island The Pay Expense Reports Island is where members of the role(s) that was entered in the PayrollRoleID module property can go to see Expense Reports that need to be marked as paid. Important note: the Expense Reports module does not interact with any other software that is used to generate checks or modify payroll. The Expense Reports module is simply used as a process and a historical record. You will need to use your organization s system to generate checks and payments to employees. Viewing Paid or Unpaid Expense Reports The Pay Expense Reports Island shows unpaid expense reports by default. You can always access paid expense reports by clicking the View Paid button. This will open up an option to select the date range to look for the paid expense reports. In order to view an expense report simply click the dropdown next to the expense report s ID and select the view option. View Paid or Unpaid Dropdown Page 16

17 17 Expense Report Module v Marking and Expense Report as Paid or Declined In order to view an expense report s details click the dropdown next to the expense report s ID and select the view option. This will open up the report s details included the audit trail for the report. After you have reviewed the report you can now mark it as paid or decline it by using the dropdown. Dropdown Paying an Expense Report Selecting the Pay option will allow you to enter comments for the expense report and once finished click the OK button. This will alert the submitter and mark the expense report as paid. 1. Enter Comments 2. Confirm and Save Declining an Expense Report Selecting the Decline option will allow you to enter comments as to why the expense report was declined and once finished click the OK button. This will alert the submitter that the expense report has been declined and send it back the that user s My Expense Reports Island. 1. Enter Comments 2. Confirm and Save Page 17

18 18 Expense Report Module v Exporting Expense Reports Expense reports payers can also export expense reports from the Pay Expense Reports Island by clicking the export option. This will pull up a date range selector and dropdown that allows you to pick the status of the reports and the date range you want to export from. Export Page 18

19 19 Expense Report Module v Managing Expense Reports Approvers The Expense Reports module allows for either supervisors or other assigned roles to be able to approve submitted expense reports. The Manage Approvers module tool is where the roles that are selected that can approve expense reports. Page 19

20 20 Expense Report Module v Forwarding an Expense Report Approval The expense reports module allows administrators to forward expense reports that have been sent to an approver to a different approver. This can be useful for when a user s supervisor is on vacation and an expense report needs to be approved in order to pay the user on time. The Forward Expense Reports module tool is used to forward submitted expense reports to a different approver. Use the filters at the top of the page to find the expense report(s) you want to forward. Then click the dropdown next the expense reports ID you want forward and select the Forward option. 1. Filter by Submitter or Approver 2. Click dropdown This will then take you to a screen where you can select the person you want to forward the report to and also allow you to make comments on the report. Once finished click the OK button. This will then send the report to the newly selected approver s Approve Expense Reports Island. 3. Choose Recipient 4. Enter Comments 5. Confirm and Save Page 20

21 21 Expense Report Module v Expense Reports Alerts The Expense Reports module has three alerts that are generated when expense reports are modified. In order to ensure that these alerts are enabled users will need to go to My Settings>My Preferences> My Alerts. Page 21

22 22 Expense Report Module v Setting Expense Reports Module Properties The Expense Reports Module had several module properties that are used to configure the module to meet your organization s specific needs. Module properties are modified by selecting the property from the dropdown and then entering a new value for the property. Each property is listed below Select Module Property Module Property CenterNumberFormatMessage CenterNumberLabel CenterRegularExpression ConnectionString DollarsPerMileRate GLFormatMessage GLRegularExpression IsCorpCardNumberRequired MileageDecimalPlaces OrganizationalGLList Description Displays this message when an invalid Center number value is inserted while creating an expense report. Allows Portal Admin to change the CenterNumberLabel. Uses Regular Expressions to enforce the format of a Center Number and validates user input. Connection String used to connect and retrieve information from the Expense Report database. Indicates the mileage conversion rate to be used when calculating mileage items. Entered values should come in the format mm/dd/yyyy-mileage rate separate multiple entries with a comma ie. 01/01/ ,02/01/ , Displays this message when an invalid GL value is inserted while creating an expense report. Uses Regular Expressions to enforce the format of a GL and validates user input. Set to true if the Corp Card number is required. The number of decimal places to use for mileage reports (0 = whole numbers only) A list of GLs for the organization. The list must be in the following format. GL Number~Description, GL Number~Description,... The description is optional and the tilde may be left off if no description is used. Each GL~Description needs to be separated by a comma. Page 22

23 23 Expense Report Module v Module Property PayrollRoleID ReceiptAttachmentsPath ReceiptRequiredAmount RequireCenterNumber RequireGL RequireSendToDirectSupervisor ShowCashAdvance ShowCenterNumber ShowCreateOnHeadquarters ShowCustomGL ShowFrequentlyUsedGLList ShowGL ShowOrganizationalGLList ShowPrePaid CenterNumberFormatMessage CenterNumberLabel Description Role ID of Payroll. Alerts will be sent to this role once an expense report has been approved and is ready for payment. Use comma to seperate multiple Role IDs. The directory that all receipt attachments will be saved to. Receipt will be required if expense item amount is greater than this value. If this value is set to 0, a receipt will not be required. Set to true if the module should require end users to enter a center or cost number for each report submitted. Set to true if the module should require the user to indicate a GL number for all reports submitted. NOTE: must set the ShowGL property to true as well. Specify true or false to enforce a direct path to a user's supervisor during an Expense Report submission. Set to true if the Cash Advance Expense Item type should be allowed Set to true if the module should display a box to allow users to enter a center or cost number for each report submitted. Display a link for everyone on the Headquarters page to create a new expense report Set to true if you would like to allow end users to enter in Custom GLs. Custom GLs are validated using the regular expression in the GLRegularExpression property. Set to true if the module should display a list of frequently used GLs for the end user. Set to true if the module should show a list of GLs in a drop down for each type of item. NOTE: RequireGL should be set to true as well. Set to true if the module should display a list of GLs to the user that are entered in the Organizational GL List Property. Set to true if the Pre Paid Expense Item type should be allowed. Displays this message when an invalid Center number value is inserted while creating an expense report. Allows Portal Admin to change the CenterNumberLabel. Page 23

24 24 Expense Report Module v Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated March 22, 2016 Page 24