Directions for Submitting an Employee Expense Reimbursement

Transcription

1 Directions for Submitting an Employee Expense Reimbursement Skyward Finance allows for automated submission, approval, and payment of expense reports. To log on Employee Access using Skyward-Finance: 1. Go to the District Website at 2. Click on: For staff 3. Click on: Staff tools 4. Click on: Skyward 5. Click on: Skyward Finance 6. Log in. If this is your first time logging in: 1. Enter: Login ID = full last name and the first initial of your first name (e.g., TENUTAF) 2. Enter: Password = your birthdate mmddyy (e.g., ) 3. The system will prompt you to change your password. Attachments Requests for reimbursement must include attachments (e.g., mileage records, dining receipts, hotel charges, etc.) as a record of the expenditure. Reimbursements will be denied if these records are not attached. Please note that supply purchases require a Purchase Order and will NOT be a reimbursed through Skyward. Employees should see the school secretary for reimbursement. 1

2 Mileage Attachments Mileage Reimbursement for Intra-District Miles: The request form is available on the Intranet website. Go to intranet.wawm.k12.wi.us > Departments > Business Services > Forms. Include the form as an Attachment. Mileage Reimbursement for Out-of-District Miles: If traveling outside of the district, please attach a Google map. The starting location must be your primary work facility. The map must be included as an Attachment. Approved Request to Attend Workshop, Clinic or Conference Attachment The Approved Request to Attend Workshop, Clinic or Conference Form must be attached for all conferences/trainings. The current reimbursement rates are available on the form. Go to intranet.wawm.k12.wi.us > Departments > Human Resources > Forms. Receipt Attachments Employees must attach a scan of all receipts being claimed for reimbursement. Tax will NOT be reimbursed. Selecting an Approver Employees may have multiple approvers to select when submitting an expense reimbursement. Please choose: o o o Terri Meehan: Traveling teachers (mileage) and district-paid conferences Cari Krueger: Any SPED-related reimbursement Principal/Supervisor: Building-related reimbursements. Payments Requests are due on the 10th of the month following the expenditure. Payments to employees will be direct deposited into the bank account on file with Payroll. 2

3 Employees will receive notification of when the request has been approved and when payment will be deposited. Entering an Expense Reimbursement Request 1. Go to > Employee Access. 2. Click on > Expense Reimbursement. 3. Click on > Submit Request. (If an employee has not previously received an expense reimbursement, an error message will display. If this occurs, please contact Jessica Spencer, Accounts Payable at or 4. Click on > Add. 3

4 5. Enter > Expense Dates. 6. Enter > Purpose for Reimbursement. 7. Click on > Save. 8. Select > Approver paying for this expense from drop down list. 9. Click on > Add (for one expense line) or Mass Add Detail (for five lines). 4

5 9. Select > Reimbursement Type from the drop down menu (e.g., mileage, hotel, breakfast, etc.) 10. Enter > Quantity and Amount of the line item selected. (If entering mileage, enter the total miles and the amount will automatically populate.) 11. Enter > Brief Description. 12. Click on > Save. Note: The detail line account will default to a general account number. The approver of the expense report will add the appropriate account number. 5

6 13. Click on > Attachments. 14. Click on > Add File. 15. Select Attachments from the drop down menu. 16. Enter > Brief Description. 17. Click on > Browse and attach your file 6

7 18. Click on > Save. 19. Click on > Back. 7

8 20. Review request. 21. Click on > Submit for Approval. (If report is not ready to be submitted, click on > Save and Finish Later.) 23. If selecting Save and Finish Later, the expense report can be edited or a back-up document can be attached at a later date. 8

9 24. Until the expense is submitted, it is considered a Work in Progress (WIP). Employees can edit the expense report and/or add additional attachments using the Edit button. 25. Click on > Submit for Approval to complete request. Request Status Definitions Once an expense report is in progress, the request status will indicate its progress. The definitions are: WIP = Work in Progress DEN = Request Denied WFP = Request Submitted- Awaiting Approval APP = Request Approved HIS = Request Processed and Paid Viewing an Expense Reimbursement and Payment Expense reimbursement payments will not be listed in payroll check history. To view an expense reimbursement, 1. Click on > Employee Information. 9

10 2. Click on > Accounts Payable Payments. 3. Under AP Payments, the date the check was deposited will be listed. 4. Click on > Check Number or Show Check for more details. Contact Jessica Spencer, Accounts Payable, at or for assistance. 10