Processing of Expense Report. Umoja Processing Expense Report Version 3 Last Modified: 28-April-15 1

Transcription

1 Processing of Expense Report Umoja Processing Expense Report Version 3 Last Modified: 28-April-15 1

2 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Course Summary Course Assessment Course Survey 2

3 Course Overview The purpose of the TV3147 Umoja Processing of Expense Report course is to prepare end users on the processes involved in creating and submitting a complete and correct Expense Report after travel has commenced. 3

4 Course Overview Prerequisite Review You should have completed the following prerequisite courses: NA101 Umoja Overview MD102 Umoja Master Data & Coding Block Overview SS210 Umoja SAP HCM Navigation TVL155 Umoja Travel Overview TVL3142 Umoja Create Travel Request Official Travel TVL3144 Umoja Create Travel Request HR Travel and Entitlements TVL3145 Umoja Create Travel Request Group Travel TVL3148 Umoja Approving Travel Requests Course Duration: 1 hour 4

5 Course Objectives After completing this course, you will be able to: Understand the Global Standard for Process a Travel Expense Report Process a Travel Expense Report in ESS 5

6 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Course Summary Course Assessment Course Survey 6

7 Module 1 Objectives After completing this module, you will be able to: Define key terms Identify roles and responsibilities Explain the Travel Management Process Explain the Travel Expense Report Global Standard Process Understand the Process Impacts of each Enterprise Role Understand the Knowledge Impacts of each Enterprise Role Understand the Work Volume and Complexity Impacts of each Enterprise Role 7

8 Key Terminology Key Term Traveller Travel Preparer Subsistence Allowance DSA Description Individual who travels on Official Business, Entitlement, or HR related travel staff, recognized family member, or non-staff Individual who is entering the expense report may be the traveler or someone designated to prepare on his/her behalf (Travel Administrator) A calculated amount to cover meals, lodging and incidentals. Calculations are based on a combination of factors including type of Subsistence Allowance (DSA, MSA, or Adhoc) Destination, Duration, and type of travel. Daily Subsistence Allowance based on rates published by ICSC (International Civil Service Commission). 8

9 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Traveller Travel Display Travel and Shipment Reports Travel Processing Officer without SG, DSG & PGA Travel Processing Officer- with SG, DSG & PGA Travel Administrator_UNV Travel Administrator - All with SG, DSG without PGA Travel Administrator - All with PGA, no SG and DSG Travel Administrator_UP Travel and Shipment_Certifying Officier Travel Administrator All without SG, DSG & PGA Travel Administrator_NS Shipment Processing Officer 9

10 Roles & Responsibilities Traveller Create and submit Employee Self-Service (ESS) Travel and Shipment Requests and Expense Reports Travel Display View all travel and shipment data of staff and non-staff except for the SG, DSG and PGA. Travel and Shipment Reports Access to Travel and Shipment Reports in Umoja ECC Reports Portal Reports BW/BI Reports Travel and Shipment Approver Responsible for certifying all travel and shipment from all categories of personnel 10

11 Roles & Responsibilities continues Travel Processing Officer without SG, DSG & PGA Travel Processing Officer- with SG, DSG & PGA Travel Administrator_UNV Travel Administrator_All without SG, DSG & PGA Responsible for receiving, reviewing and processing of all types of travel (excluding Secretary General, Deputy Secretary General and President of the General Assembly) Responsible for receiving, reviewing and processing of all types of travel (including Secretary General, Deputy Secretary General and President of the General Assembly) Create Employee Self-Service (ESS) Travel and Shipment Requests and Expense Reports on behalf of UN Volunteer (UNV) travelers Create Employee Self-Service (ESS) Travel and Shipment Requests and Expense Reports on behalf of all Secretariat staff and non-staff excluding the Secretary General, Deputy Secretary General and President of General Assembly 11

12 Travel Management Process The high-level steps in the Travel Management process are as follows: Complete Travel Request form in Travel portal System triggers request for medical, security clearance (where required) and checks for sufficient funds Travel and Shipment Approver approves, rejects or returns the request for revision Travel Officer approves, rejects or returns the request for revision Traveller obtains medical and security clearance and travels Traveller submits expense report upon return from travel Expense report is settled 12

13 Travel Request Process Traveller submits expense report upon return from travel 13

14 Expense Report Global Standard Process Within two weeks of completion of travel, Traveler creates a Travel Expense Report through the Employee Self Service (ESS) portal Uploads required documentation Submits for approval System determines if certification and approval are required by automatically comparing the expense claims in the Travel Expense Report against the Travel Request If certification is required, the Travel Expense Report is routed to the Travel and Shipment Approver : Certification is required if there are changes to the ticket cost and itinerary Certification is required if there are expense claims that were not reflected on the Travel Request If certified, the Travel Expense Report is set to Approve and is available for posting If not approved, the Travel Expense Report is returned to the Traveler (or Travel Administrator) for modification If the Travel Expense Report contains any expense types which are flagged for manual validation and approval, the system routes it to the respective office for approval based on the type of expense claimed Self-ticket will go to Travel office to validate the maximum reimbursable amount If not approved, the Travel Expense Report is returned to the Traveler (or Travel Administrator) for modification 14

15 Expense Report Global Standard Process If certification and/or manual review are not required, the system sets the Travel Expense Report to Approved which makes it available for posting (Express Claim) Once the Travel Expense Report is set to Approve, the system will pick up the Travel Expense Report in a nightly batch job that creates the Finance documents If money is due to the Traveler, the payment is processed through the Accounts Payable process to disburse the funds (Staff Member payment is made via payroll and Non-Staff payment is made from Accounts Payable) If money is due from the Traveler, the Traveler s vendor account is debited for all categories of staff and further on initiates a recovery through payroll for payrolled personnel * (Staff Member amount due is recovered from his/her payroll and Non-Staff amount is recovered through invoicing of Accounts Payable) If no further activity is required, the Travel Expense Process ends If errors occur during the FI document creation, they are written to a job log and are reviewed and corrected by the Travel Claims Processor In the case of Lump-Sum Travel, Staff Member uploads the applicable proof of travel, closes the trip, and retains supporting documents for 5 years 15

16 Process Impacts Minimizing Effort and Errors Travel Expense Report is pre-populated from the general data information of the Travel Request Itinerary/Locations(s) Date(s)/Time(s) Cost Assignment Advance amount paid to Traveller Estimated Costs Reason for Travel 16

17 Process Impacts Minimizing Effort and Errors The Traveler or Travel Administrator can modify itinerary/locations and dates and add or subtract expenses as necessary The Traveler or Travel Administrator will indicate deductions as required when meals and/or accommodation were provided can adjust the Terminal Expenses if official transportation was provided at any of the destinations 17

18 Process Impacts Minimizing Effort and Errors Types of expenses that may be included on the Travel Expense Report DSA Terminal Expenses Excess Baggage Communications Expenses Medical Related Expenses Visa Expenses Authorized self-tickets and/or change ticket fee 18

19 Process Impacts Minimizing Effort and Errors Automated System Notifications The system sends notification to Traveler and Travel Administrator (if applicable) one day after trip has ended, to submit a Travel Expense Report The system sends notification one day prior to the initiation of the recovery process and one day after the recovery process has commenced If the Travel Expense Report is not submitted within two weeks of completion of official portion of the travel, the system will automatically initiate the recovery process Enhanced Reporting Capability Standard reporting functionality, including both standard reports generated automatically and ad hoc reports Enables transparency, as well as, accurate and timely views of travel information The system has the ability to extract reports centrally without the need to compile information from various duty stations 19

20 Process Impacts Minimizing Effort and Errors Reduction in Travel Request Amendments If there are changes during travel and after completion of travel, they are reflected in the Travel Expense Report (except ticket changes) Elimination of duplicate/second review of travel expense claims (reduction in process steps) Elimination of manual forms, printing, signing, mailing, photocopying and storing/filing and supporting documentation Traveler or Travel Administrator scans and attaches required documentation to the Travel Expense Report prior to submitting it for approval Recovery for non compliance by the Traveler on the terms of travel can be triggered through the Travel Expense Process 20

21 Knowledge Impacts - Traveler Traveler will be required to be familiar with the UN Policy on Travel and be comfortable using a computer to complete and submit a Travel Expense Report in ESS Traveler will be accountable for obtaining necessary clearances Travel and Shipment Approvers shall not be held accountable incase of noncompliance by the Traveler 21

22 Knowledge Impacts Travel Administrator Travel Administrator (Administrative Assistant or HR Assistant) will be required to: knowledgeable in using the system knowledgeable of the UN Travel Policy, SOPs and Guidelines complete and submit the Travel Expense Report for certain types of Travelers as well as on behalf of Staff and Non-Staff Members in the unlikely event that they have no access to a computer or network such as Meeting Participants, Uniformed Personnel, and UNVs be familiar with the reporting functionality more proactive role in reporting and monitoring 22

23 Knowledge Impacts HR Partner HR Partners might be required to create a HR Mini Master Record to enable travel of non-staff such as UNVs, Uniformed Personnel, and Meeting Participants for processing in Umoja to create Travel Expense reports via the Employee Self-Service (ESS) Module 23

24 Knowledge Impacts Travel and Shipment Approver Travel and Shipment Approver will: need a better understanding of the travel policy to ensure correctness and accuracy of the expense items claimed by the Traveler or Travel Administrator (if applicable) need to be knowledgeable in using the system review Travel Expense Reports flagged by the system need delegation of authority from the Controller to issue travel advances up to $15,000 (in the missions) review the status of the outstanding travel advances and pursue follow-up actions to monitor and clear travel advances issued by them 24

25 Knowledge Impacts Travel Claims Processor Travel Claims Processor will carry-out responsibilities currently performed by Finance Assistants and Finance Officers in respect of F.10 claims processing need to be conversant with the UN Travel and Finance policies, SOPs and Guidelines need to be knowledgeable on how to handle non-routine cases including authorized manual overrides in the system review and approve Travel Expense Reports flagged for certification review and correct posting errors during the FI Document Creation Process 25

26 Work Volume/Complexity Impacts Traveler will exert less effort on completing and submitting the Travel Expense Report (information is pre-populated from the Travel Request) Travel Administrator work effort/volume is significantly reduced no longer have to review expense claims submitted by Travelers no longer issue amendments to Travel Requests will have significant work effort increase in the clearance of travel expenses claims from employee groups that will not have access to ESS uniformed personnel, consultants, individual contractors and meeting participant HR Partner The workload of HR Partner will increase significantly if he/she will be required to create HR Mini Master Records for Travelers belonging to employee groups without access to ESS 26

27 Work Volume/Complexity Impacts Travel and Shipment Approver review effort will be required only on Travel Expense Reports flagged by the system as requiring manual review and certification Travel Claims Processor will expend more effort in carrying out robust monitoring and reporting (auditing Express travel claims) Volume overall volume of travel will not increase, the recorded transactions will significantly increase as a result of the inclusion of within mission/duty station travel and the need to record every Traveler individually and to submit a Travel Expense Report for every Travel Request Complexity fewer steps and less complexity in the submission and processing of Travel Expense Reports 27

28 Module 1 Summary The key points covered in this module are listed below: Define key terms Identify roles and responsibilities Explain the Travel Management Process Explain the Expense Report Global Standard Process Understand the Process Impacts of each Enterprise Role Understand the Knowledge Impacts of each Enterprise Role Understand the Work Volume and Complexity Impacts of each Enterprise Role 28

29 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Summary Course Assessment Course Survey 29

30 Module 2 Objectives After completing this module, you will be able to: Create an Expense Report Identify Expense Report Statuses 30

31 Create Expense Report Requirement: Each traveller must create an expense report 14 days after returning from a trip All expense must be entered Documentation/receipts must be uploaded and attached to the expense report After completion, the Travel Expense Report is routed to the appropriate Travel and Shipment Approver for certification Once approved by the Travel and Shipment Approver, the system routes it to the Travel Processing Officer for final approval 31

32 Travel Expense Report The steps to create a travel expense report are as follows: Log into ESS Click the Create Expense Report to select the appropriate Travel Request Click the Start to begin entering expense information associate with trip

33 Create Travel Expense Report 4 5 Select the Yes/No to answer questions Click the General Data 4 33

34 Create Travel Expense Report 6 Click the Display\Edit Detailed Ltinerary button to enter Departure and Arrival times The system will generate an error message if your times are not correct Note The system will not allow you to continue without the entering the Departure and Arrival Times. 34

35 Create Travel Expense Report Click Accept to validate the Departure and Arrival times Click Enter Expenses Details to begin entering expense information If there are new expenses associated with trip, click New Entry to enter information Enter information about the new expense and click Accept 8 Note The system will not allow you to continue without enter all information associate with the new expense. 35

36 Create Travel Expense Report Click Review to send Travel Expense Report for approval Select Save and Send Approval to certify that the expenses entered are correct Verify that the Amount Due or To be Recovered, is correct before sending for approval. Note Click Display Expense Form to view a copy of the Travel Expense Report before sending for approval. 36

37 Create Travel Expense Report 12 Click Save Draft to save the Travel Expense Report in the system Note When you save a draft of your Travel Expense Report, you have the option to modify it at a later date. Once all your changes are made, send Travel Expense Report for approval. 37

38 Create Travel Expense Report If you saved your Travel Expense Report and your are now ready to complete it 1 2 Log into ESS and click Traveler Work Centre Select the Travel Expense Report you want to complete and click Change 38

39 Create Travel Expense Report 3 Click the Save and Send for Approval button to route the Travel Expense Report to the Travel and Shipment Approver Note: Verify that no action is required on your part, by reviewing the system generated messages. 39

40 Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 40

41 Activity 1 Transaction Name: Create an Expense Report Transaction Code: ESS Scenario: A Traveller has returned from an Official Business trip and has been notified to create and submit a Travel Expense Report. uperform Simulation: Create Expense Report 41

42 Expense Report Status To view the status of your Travel Expense Report Log into ESS and click Traveler Work Centre Click the Expense Report with Travel Authorization (78) to display all Expense Report associated with an Approved Travel Request Locate and review the Workflow Status 42

43 Expense Report Status View the Travel Expense Report 4 5 Select Travel Expense Report Click Display PDF Form 43

44 Activity 2 Transaction Name: Create Expense Report for Lump Sum Option Transaction Code: ESS uperform Simulation: Create Expense Report for Lump Sum Option 44

45 Activity 3 Transaction Name: Create a Stand Alone Expense Report Transaction Code: ESS uperform Simulation: Create Stand Alone Expense Report 45

46 Module 2 Summary The key points covered in this module are listed below: Create an Expense Report Identify Expense Report Statuses 46

47 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Course Summary Course Assessment Course Survey 47

48 Course Summary The key points covered in this course are listed below: Understand the Global Standard for Process a Travel Expense Report Process a Travel Expense Report in ESS 48

49 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Course Summary Course Assessment Course Survey 49

50 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 50

51 Agenda Course Introduction Module 1: Overview (Expense Report Process) Module 2: Create Expense Report Course Summary Course Assessment Course Survey 51

52 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 52

53 Congratulations! You have successfully completed the Umoja Processing of Expense Report course. 53