SUBMIT REIMBURSEMENT FOR NON-TRAVEL RELATED EXPENSES

Transcription

1 SUBMIT REIMBURSEMENT FOR NON-TRAVEL RELATED EXPENSES Description: This process documents how to submit reimbursements for non-travel related expenses. A Shopper is the person who is requesting the purchase. A Requestor is the person who submits the request for approval in Jaggaer. An Organizational Approver is an individual who reviews the request for accuracy and approval. The Executive Approver is the individual designated as the required final sign off for approving purchases at the institution. Dependent on your TCAT, one individual may fulfill multiple roles. Table of Contents Step. TCAT Shopper Creates a Shopping Cart... 2 A. Create a shopping cart using a non-catalog vendor... 2 B. Open the cart... 4 C. Add attachments... 5 D. Assign the cart to a requestor... 6 Step 2. TCAT Requestor Reviews the Requisition... 8 A. Receive notification of new cart assigned... 8 B. Open the assigned cart... 8 C. Review the Request... 0 D. Fill in accounting codes... E. Submit the requisition... 2 Step 3. TCAT Organizational Approver Reviews and Approves Requisition... 2 A. Receive notification of approval needed... 2 B. Go to the list of requisitions to review... 3 C. Open requisitions to approve... 3 D. Review the requisition... 4 E. Approve, forward or return... 4 Step 4. TCAT Executive Approver Reviews Requisition... 5 A. Receive notification of approval needed... 5 B. Go to the list of requisitions to review... 5 C. Open requisitions to approve... 6 D. Review the requisition... 7 E. Approve, forward or return... 7 Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page of 7

2 Step. TCAT Shopper Creates a Shopping Cart For reimbursement of non-travel related expenses, the supplier will be the person who is getting reimbursed. A. Create a shopping cart using a non-catalog vendor. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password Note: All current TCAT employees will receive their user name and password provided by the Service Center Procurement office. New TCAT employees will go through the ERP approval process to get usernames and passwords. 3. At the top of the Jaggaer home page, click Non-Catalog Item, located above the Commonly Used Forms section 3 Note: A Non-Catalog Item box will appear Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 2 of 7

3 4. Enter the name of the vendor/supplier in the box to the right of Enter Supplier, in this case, the name of the person being reimbursed a. If you are unsure of the exact vendor name, enter 3 letters of the name in the Enter Supplier box and Jaggaer will search for all vendors with that 3-letter string b. If the person getting reimbursed does not appear as a non-catalog vendor, then that person needs to be entered into the Jaggaer Total Supplier Management System (TSM). Instructions for new vendors are available on the TBR Website. 5. Type a brief description of the product or service being purchased in the Product Description field 6. Enter in the Catalog No. field 7. Enter in the Quantity field 8. Enter the total price in the Price Estimate field 9. Keep the Packaging field set to EA Each 0. If the commodity code is known, enter it into the Commodity Code field.. If the commodity code is unknown, left click on the magnifying glass located to the right of the Commodity Code box a. Search through all commodity codes, b. Click Select to the right of the commodity code appropriate for this transaction 2. Click Save and Close and you have created a shopping cart for that non-catalog vendor Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 3 of 7

4 B. Open the cart TBR Service Center. Shopper will open the cart containing the cart in one of two ways: a. Option : i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the Home/Showcase page ii. Click View My Cart i. ii. b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top left side of the Home page ii. Click My Carts and Orders iii. Click View Carts i. ii. iii. Note: The Cart Management screen appears 2. Click the Shopping Cart Name to open 2 Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 4 of 7

5 Note: The Shopping Cart screen appears C. Add attachments. Click Proceed to Checkout 2. Click the Summary tab 2 3. Scroll down to the Internal Notes and Attachments section and click Add Attachments 3 Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 5 of 7

6 4. Click Select Files, and attach receipts covering the amount of the non-travel reimbursement 5. Click Save Change D. Assign the cart to a requestor. Open the Shopping Cart 2. At the top right of the screen, click Assign Cart 3. In the Assign Cart box that will pop up, select either Select from Profile Values or Search for an Assignee a. If Select from Profile Values is selected, a pull-down menu will show the possible assignees i. If only one assignee is available, select Assign ii. If multiple assignees are available. Click Select to pick a Requestor 2. Click Assign to assign your cart to that Requestor Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 6 of 7

7 b. If Search for an Assignee is selected, an User Search screen pops up i. Enter search criteria based on last name, first name, user name, , or department ii. Click Search Note: The search results appear iii. Click Select next to the desired person to assign your cart ii. c. Click Assign to assign the cart iii. c Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 7 of 7

8 Step 2. TCAT Requestor Reviews the Requisition A. Receive notification of new cart assigned. The Requestor receives an from Jaggaer notifying the requestor that they have been assigned a cart B. Open the assigned cart. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password Note: The Home screen will populate. Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 8 of 7

9 3. The cart can be opened in one of two ways: a. Option : i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the Home/Showcase page ii. Click View My Cart i. ii. b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top left side of the Home page ii. Click My Carts and Orders iii. Click View Carts i. ii. iii. Note: The Cart Management screen appears 4. Click the Shopping Cart Name to open 4 Note: The Shopping Cart screen appears Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 9 of 7

10 5. Click Proceed to Checkout 5 Note: The requisition appears in full detail C. Review the Request. Click the Summary tab 2. Scroll down to the Internal Notes and Attachments section and to review the attachments 2 Note: Pcard purchases must follow the TBR Pcard Policy 3. If the non-catalog requisition is for goods and/services yet to be completed, the Requestor verifies: a. A quote from the vendor is attached to External Attachments b. The quote is in compliance with TBR bid limits c. Neither the Invoice Already Exists or the Pcard Order boxes are checked Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 0 of 7

11 D. Fill in accounting codes. Click the Requisition tab to enter accounting codes 2. Scroll to the Accounting Codes section 3. Enter accounting codes by clicking Edit 3 4a 4. Fill in the accounting codes a. For Fund Codes, click Select from Profile Values and then use the drop-down menu to select a fund b. For Organization Codes, click Select from Profile Values and then either input the desired org code or click Search to search for the desired org code c. For Account Codes, click Select from Profile Values and then either input the desired account code or click Search to search for the desired account code d. For Program Codes click Select from Profile Values and then use drop-down menu to select desired program code 5. Location blank 6. Click Save to finish with Accounting Codes 4d 5 4b 4c 6 Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page of 7

12 E. Submit the requisition TBR Service Center. Click Submit Requisition at the top right of the screen and the requisition has been submitted into the requisition approval workflow Step 3. TCAT Organizational Approver Reviews and Approves Requisition A. Receive notification of approval needed. The Organizational Approver will receive an from Jaggaer notifying the approver that they have a requisition to review and approve Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 2 of 7

13 B. Go to the list of requisitions to review. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open requisitions to approve. Click the requisition number that needs to approval Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 3 of 7

14 Note: The full requisition detail appears on the screen D. Review the requisition. On the Summary tab, scroll down to the Internal Notes and Attachments section and to review the attachments E. Approve, forward or return. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward or Return Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 4 of 7

15 Step 4. TCAT Executive Approver Reviews Requisition The TCAT Executive Approver accesses the requisition and either approves, forwards, or returns it after review. A. Receive notification of approval needed. The Executive Approver will receive an from Jaggaer notifying the approver that they have a requisition to review and approve B. Go to the list of requisitions to review. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 5 of 7

16 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open requisitions to approve. Click the requisition number that needs approval Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 6 of 7

17 Note: The full requisition detail appears on the screen D. Review the requisition. On the Summary tab, scroll down to the Internal Notes and Attachments section and to review the attachments E. Approve, forward or return. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward or Return Note: Once the Executive Approver has approved the request, the approval workflow will send the information to the Service Center for final review and approval. The TCAT requestor will receive a Jaggaer notification when the request has been completed. Service Center Training Submit Reimbursement for Non-Travel Related Expenses Process Manual Page 7 of 7