Expense Reporting Application Instructions

Transcription

1 Expense Reporting Application Instructions Overview The Expense Reporting application on intraport was designed to improve the reporting, tracking, and the communication of all expenses, improve expense documentation for audits, and aid Finance in organizing reports. It serves as a centralized point for expense information, and allows you to report different types of expenses using different types of reports. In addition, it provides a way for client-related expenses to be reported separately. With this application, all expenses will now have expense report numbers. Your expense report number will become an invoice number that will appear on your general ledger. This number will be used to track the expenses that have been submitted. Paper has not been eliminated in the process. You will still have to submit a printed form along with your receipts. However, the application will generate the paper form, which will include the details of your report along with the expense report number. Please keep in mind that when you are making entries into the system, there is a 20-minute time limit on data entry. This means that if you begin to make an entry and stop to do something else without saving your work, it will be deleted and the expense reporting session will close. This is done for security reasons to limit the vulnerability of our system to hackers. The save is accomplished by entering at least one itemized item on an expense report. For example, if your trip lasted three days and you are entering information for each day, the data will be saved each time you save one itemized day. It is recommended that you organize all of your receipts and information ahead of time and enter at least one itemized item before pausing. This will save your data if you are working with large amounts of information. Until you click the check box indicating your final submission of data, you may choose to view/edit from the Main menu and modify or add to an expense report. Once it is finally submitted you will not be able to go back and edit the information. SPECIAL NOTE: A save means data is stored in the system but is not considered an active record. No information is submitted to Finance or executive staff. A submission is a record that is closed where the information is now considered active and a print out with receipts will need to be sent to Finance. October 2002 Expense Reporting Application 1

2 Expense Report Types All expenses entered in the Expense Reporting application will be tracked based on the expense type. There are three types of expenses. The procedures for each type are detailed in a separate section. 1. Travel Expenses. Includes all air travel, lodging, car rental, and rail travel expenses. This expense type is linked to Traveler and must have a related travel authorization number confirming that this travel expense had prior-approval. 2. Travel Meals/Entertainment Expenses. Includes meal expenses incurred by the traveler when dining on an out-of-town business trip. Travelers will be reimbursed for actual and reasonable personal meal expenses. Business meal expenses are taken with clients, prospects, or associates during which a specific business discussion takes place. Employees will be reimbursed for actual and reasonable business meal expenses. Employees will be reimbursed for business-related meals taken with other employees only in the following circumstances: When a client is present When at least one company employee is from out of town When, for confidentiality reasons, business must be conducted off company premises Entertainment expenses include expenses incurred at events such as theaters and sporting events, whereby a business discussion takes place during, immediately before, or immediately after the event. 3. General Expenses. Includes all corporate expenses that do not fall within the other expense types. It is required that you separate general expense reports by project and by category as pre-defined by Finance. If you have a cell phone and you have purchased paper for an office under a different project, they should be reported separately with their own expense report number. October 2002 Expense Reporting Application 2

3 Using the Expense Application Since all expenses will be reported based on the type, the process for each type varies slightly. The detailed instructions for each expense report type are listed below. The Expense Reporting Main Menu After the standard intraport login, you will see the Expense Reporting Main Menu. This page allows you to either report on a type of expense or accesses the edit features to add or correct a saved expense report. See Figure 1. The first three choices are the expense types. Choose this to edit previously saved reports. Figure 1 - Expense Reporting Main Menu You may click on the icons or the underlined text to make a choice. We will start with Travel Expenses. Travel Expenses 1. From the intraport Main Menu Bar, select Expense Reporting. The Expense Reporting page appears. Enter your user name and password and click the Logon button. October 2002 Expense Reporting Application 3

4 2. Select Travel Expenses to begin entering expenses related to travel. You will be greeted by the Travel Expense Report Page shown in Figure Please note that the page contains a standing warning text. It is notifying you that you cannot perform a screen print and submit the page as is. There is a special page that is the only valid page for submission to Finance. This indicates the page is not valid for submission. Figure 2 - Travel Expense Page 4. Enter the appropriate information, such as the department charged, period ending (last day of the trip), and department number. This is not the department you are in but the department for which you traveled. The date and time are auto-filled. 5. Enter the travel authorization number (if known) linked to the travel expense or click the View Trip or View All My Trips button to obtain the travel authorization number. NOTE: The travel authorization number is required before adding the itemized travel expenses. 6. Enter the purpose of the travel or the description of the trip. This description can be retrieved from Traveler if necessary. October 2002 Expense Reporting Application 4

5 7. Click the Add Trip Details button to itemize all trip expenses. The information entered here should match the information entered in Traveler when the trip was approved. Once the expenses are added, the totals are automatically calculated. The information associated with Trip Details is in a sub-form. This means that as you add details, one or more of them will appear in this section. Information will be entered in a sub-form that pops up. See Figure 3. Figure 3 - Itemized Trip Expenses 8. You should enter the information into the appropriate fields. When done, click the Save Data button. Only press the button once, do not double click. You will be returned to the original form with the updated information. See Figure 4. October 2002 Expense Reporting Application 5

6 Updated Information Figure 4 - Updated Travel Expense Report: Top of form This determines if you can edit the information later. Leave this unchecked until you are ready to submit a final copy to Finance. Figure 5 - Updated Travel Expense Report: Bottom of form 9. Click the Submit Expense Report button. Only click it once. Please note the question at the bottom asking, Is this your final October 2002 Expense Reporting Application 6

7 submission. If you leave this unchecked, your data is saved and you can come back at a later time to edit and add more information. 10. If you do not submit as Final, you will see a page such as the one in Figure 6. An Expense Invoice Number is generated for you. You can now close the process or submit another expense. Remember, only press buttons once, do not double click. Figure 6 - Expense Report Submission 11. If you submit a report as final, you will see the screen shown in Figure 7. Now that you have submitted a final report, you cannot go back and edit it. You can only go back and reprint. Notice that this page has a button labeled Print Friendly Version. This will generate the authorized paper version to be handed into Finance. If you click the Print Friendly Version button (remember, click the button only once), a new browser window will be opened and your report will appear. At this point you will have two sessions going in your browser windows. After printing, close the browser window with the print out and you will see the form from Figure 7 again. October 2002 Expense Reporting Application 7

8 Figure 7 - Final Expense Submission 12. See Figure 8 for an example of the final print version. Notice, the warning label is absent. You should print this page. You will then have to sign it and then take it to your Director or VP for signature. Once it is signed, you must attach the receipts and send the package to Finance. If you depend on your Director or VP to send in the information, make sure to check with them first before calling Finance to check on the status. SPECIAL NOTE: Finance must receive the original signed report and receipts. If your director or VP is not at the same location as you, submit your report directly to Finance. Finance will record your report and forward it for approval. October 2002 Expense Reporting Application 8

9 Figure 8 - Print Friendly Page for Submission Remember to attach receipts after printing. Editing Non-Final Previous Expense Reports As was stated before, you may stop in the middle of entering expenses and go back to edit at a later time. Submitting to the server without checking the Final Submission box creates an editable saved version. This section will describe how you may edit and add data to saved reports. 1. Login to the system. 2. Click View/Edit Previous Expense Reports. 3. You will see a form such as the one in Figure 9. This form shows who the requestor was (the name under which you logged in), the expense report number, the date of the report, and the total amount. On the right is a special listing. This shows the options available to you. Under the view column, the View button allows you to click and view the information. Use this to print a copy of an expense report you submitted as final submission. Under Edit, you will see one of two things. If the Edit button appears, the data was not submitted as final and it can be changed. If the Final Submission box was checked, you cannot edit the report and this is indicated with the word CLOSED being displayed under the Edit column. Under the Cancel October 2002 Expense Reporting Application 9

10 column, if the Cancel button is available, you may press it to cancel an expense report that was not submitted as final or previously cancelled. If the word CLOSED is displayed, the report was already cancelled. You can cancel reports to indicate that information in it should be ignored. This is as close as you can come to a deletion. The information is archived but not used in the system. Figure 9 - Listing of Previous Expense Reports 4. To edit, find the previous non-final expense report and click the Edit button on the line corresponding to your choice. You will see an expense report entry screen similar to Figure 10. From this point the process is normal. October 2002 Expense Reporting Application 10

11 Figure 10 - Expense entry form selected from the View/Edit Form 5. Data entry can continue normally from this point. New Travel Meals/Entertainment Expenses Data entry is very much like travel expenses. Remember, these expenses include meal expenses incurred by the traveler when dining on an out-of-town business trip. Travelers will be reimbursed for actual and reasonable personal meal expenses. Business meal expenses are taken with clients, prospects, or associates during which a specific business discussion takes place. 1. Login into the system. 2. Choose New Travel Meals/Entertainment Expenses. 3. You will see the form shown in Figure 11. It is very similar to the Travel Expense Form except you are indicating information about meals and entertainment. Follow the instructions for Travel expenses to enter the basic information. October 2002 Expense Reporting Application 11

12 Figure 11 - Travel Meals/Entertainment Expenses October 2002 Expense Reporting Application 12

13 4. The expense details are different. When you click on Add Expense Detail you will see a long form similar to Figure 12. Don t worry; you do not have to fill out the entire form. The top part is where you will enter the total amount spent for breakfast, lunch, dinner, and entertainment on a particular day. You will complete an itemized form for every day of the trip where you are turning in a related expense. Figure 12 - Expense Detail for Travel Meals and Entertainment: Top Portion October 2002 Expense Reporting Application 13

14 5. The bottom part is where you will enter details about the totals completed in Figure 13. There is a box for each expense where you will enter information such as the person(s) entertained, company, title, time, place, nature and purpose, as well as the % or dollar amount allocated to business. Figure 13 - Expense Detail for Travel Meals and Entertainment: Bottom Portion October 2002 Expense Reporting Application 14

15 6. When you have completed all information, click the Save Data button. Only click the button once. 7. This returns you to the main report and the data is updated. See Figure 14. Similar to Travel Expenses, you may save the data to be edited later, or check Final Submission to lock the information and print a report for Finance. 8. Follow the instructions for Travel Expenses starting from instruction 9. Figure 14 - Updated Meal/Expense Page New General Expenses Remember, these include all corporate expenses that do not fall within the other expense types. It is required that you separate general expense reports by project and by category as pre-defined by Finance. If you have a cell phone and you have purchased paper for an office under a different project, they should be reported separately with their own expense report number. 1. Login into the system. 2. Choose New General Expenses by clicking it once. October 2002 Expense Reporting Application 15

16 3. You will see a screen similar to Figure 15. As with Travel expenses you will complete basic information such as the department to be charged and the last day of the expense. If the expense is not related to travel, you do not have to enter a travel number. For documentation and auditing requirements, if the expenses were incurred while traveling, it is strongly recommended you enter the travel number. Enter a detailed description for the expenses. Figure 15 - General Expense Reporting: Top of Page October 2002 Expense Reporting Application 16

17 Figure 16 - General Expense Reporting: Bottom of Page 4. For the bottom of the form, select the appropriate expense type as shown in Figure 16. If you are unsure where something should be allocated, please contact Finance for advice. You must make sure to check the box next to the expense type you enter an amount for. 5. From this point, follow the instructions for Travel Expenses starting from instruction 9. October 2002 Expense Reporting Application 17