Employee Payment Request form FAQ

Transcription

1 Employee Payment Request form FAQ Version: 2.1 Revision Date: April 24, 2018 A & F Finance Accounting and Fiscal Services is pleased to introduce the new Employee Payment Request form. The new form will be used for all expense reimbursements including Travel Expense Claim, Travel Advance and Direct Vendor Payment, Hospitality Expense Claim and all other reimbursements. Improvements include helpful pop up information that will simplify completion of forms as well as built-in links to other required forms that assist with meeting compliance requirements. These improvements will enable Accounts Payable to issue reimbursements without unnecessary delays due to missing documentation. Questions? Contact Accounts Payable Manager Lana Lewis at x What should I do if my web browser does not display the form? This new fillable form includes advanced functionality such as pop up information and calculation that requires extended support version of the web browser. Three options are available to obtain the form: Option 1: You can download the form directly to your local disk: Right click on the form link; Click on Save Link As to download form; Open downloaded form with Adobe Reader 9.1 (or higher) or Adobe Acrobat Pro. Option 2: The form is attached to this FAQ document. Click on the paperclip icon on the left-hand side of this document to view the Attachments section. Double click the attached form to open. Option 3: You can contact IT help desk to install Firefox ESR if you wish to open and complete the form on your web browser. Click here for more information of the supporting web browser. Page 1 of 12

2 How do I download the form if I am using a Mac? Option 1: We suggest right click on the form link to save the form, however, right-click on a Mac may not be set up on trackpad by default. There are two ways to right-click and save the form on your Mac. Method 1: Press the Control Key Screenshot Press and hold the Control (Ctrl) key while you click the mouse button When the right-click menu appears, select Download the Linked File as. Method 2: Enable Right-Clcik Screenshot Click the Apple logo on the top left corner of Mac and select System Preferences Page 2 of 12

3 Method 2: Enable Right-Clcik (Cont.) Screenshot Click the Apple logo on the top left corner of Mac and select System Preferences Select Trackpad or Mouse depending on what you are enabling the right click for. Check Secondary Click to enable right clicking and select your preferred method of right clicking. After enabling the right-click, right click on the form link and select Download the Linked File as. Page 3 of 12

4 Option 2: You can also click directly into the form link and download it from the browser even the form is not displayed in your broswer. Hover your mouse over to the bottom of the screen and a set icons will appear. Click the fourth icon and the form will be downloaded automatically to the download folder. Page 4 of 12

5 How do I view the form if I am using a Mac? Step 1: Download Adobe Reader for Mac from (Note: If you do not have administrative access to download Adobe Reader on a University Mac, please submit an IT ticket to have it installed). Step 2: Open the downloaded form with Adobe Reader for Mac by right clicking on the downloaded form in your download folder. (Mac by default uses Preview to open pdf file and Preview does not support the advanced functionality in this fillable form). Page 5 of 12

6 FAQ for General Information Section When should I select Travel Expense Claim as the payment type? Select Travel Expense Claim when you have completed your official preauthorized University travel and are ready to report your travel expenses and be reimbursed. You are required to complete a travel expense claim no matter what the reimbursement is, even when the amount of reimbursement due you is zero. For example, the University directly paid all of your travel expenses. When should I select Travel Advance as the payment type? Select Travel Advance when you want to be paid in advance for your estimated out of pocket expenses you will incur during your travel or for travel expenses, you have prepaid, such as conference registration fees or airline tickets. This option should also be used when you want a check payable to a vendor, such as a hotel or an airline. Be sure to enter the vendor name in the Payee Name box. If you want multiple vendor checks or if you want a vendor check and a check payable to you then you must complete a separate form for each check. When should I select Hospitality Expense Claim as the payment type? Select Hospitality Expense Claim when you are requesting reimbursement for hospitality expenses you have incurred. (1) Hospitality expenses can be for meals, light refreshments, gifts, recognition events, promotional items, activities to promote employee morale, fundraising events, conferences, hosting guests, entertainment services and recruitment. (2) The EBxxx funds must NOT be used for the followings: alcohol, tobacco, entertainment services, memberships in social organizations, promotional items for employees, gifts and business meetings for employees only. (3) Activities that are not allowable hospitality expenses for any fund are birthday parties, weddings, get-well, anniversaries, baby showers and tobacco. When should I select Other Reimbursement as the payment type? Select other reimbursement when you are requesting reimbursement for any expenses other than travel or hospitality expenses. What needs to be submitted with payment requests? All original itemized receipts and back-up documentation (such as meeting agenda, hotel folio, flight boarding passes and flight itinerary), must be included with the payment request. All small receipts must be taped to an 81/2 x 11 piece of paper. This will reduce the risk of loss of receipts and unnecessary delays in receiving your reimbursement Page 6 of 12

7 When and where do I complete the defensive driving training? If you are claiming for mileage, you must have a current defensive driving certificate or complete the defensive driving training prior to travel. After you input your vehicle license information, a link to Defensive Driving Training is shown. Click the link and login to Skillport to complete the training. The required Skillport defensive driving course name is Defensive Driving Fundamentals ID: esh_sah-b21-shenus. However, to ensure you are taking the correct defensive driving course ann.rivas@csueastbay.edu Ann Marie Rivas, Workers Compensation and Insurance Coordinator in Risk Management and request that the defensive driving course be added to your Skillport Plan. Page 7 of 12

8 FAQ for Cost Distribution Section How do I enter account information? Click on dropdown menu to choose one of the common accounts or manually type the correct account if it is not listed. Where/Who do I obtain the correct chartfield information? If you are unsure of the correct chartfield to use, ask your supervisor for help. Expenses will only be processed for reimbursement when they are distributed to the correct account, fund, Department, Program, Class and Project. Why must the total in this section be the same as total amount advanced to or purchased by employee? The expenses paid directly by the University have already been expensed to an account, fund, department, etc. when Accounts Payable paid them. The only remaining expenses that have not been charged to an account, fund, department, etc. are the ones that advanced to or purchased by you. Page 8 of 12

9 FAQ for Signatures Section Who is my approving authority? Your approving authority is the administrator (MPP) that you directly or indirectly report to. What should I do if I need more than one PI / Departmental Approval / Delegation Authority (DOA) s signature? Do the certifications vary upon different payment type? Yes. Certifications are different depending on the payment type you choose. Please read carefully before signing the form. Click + or - button to add or subtract rows for signatures. Page 9 of 12

10 FAQ for Travel Expense Claim & Travel Advance Where can I find information for the travel reimbursement items I claim? The most common travel items are summarized at the end of this form. However, you are responsible for adhering to the entire CSU travel procedures and policy. Unless an exception is approved, you will NOT be reimbursed for expenses that are not allowed under the policy. What items should I fill in the Purchased by University table? All items paid directly by University must be entered in this table. What items should I fill in the Advance to / Purchased by Employee table? All items paid directly by the employee including advances issued in the employees name and used by the employee to pay for expenses must be entered in this table. What amount should in enter in the box labeled Less: advance made payable to the traveler? If you received a travel advance made payable to you for this trip, enter the travel advance amount in the box. This does not include checks made payable to vendors such as hotels and airlines. Enter those payments in the Purchased by University table. Page 10 of 12

11 FAQ for Hospitality Expense Claim How do I enter Cost Description? Click on dropdown menu to choose appropriate cost description. Hospitality expenses are limited to items listed in the dropdown menu. What costs can be paid from the Campus Operating Fund EB001, and what costs may be paid from other funds if allowed by Trust Agreement or other governing rules? (1) Hospitality expenses can be for meals, light refreshments, gifts, recognition events, promotional items, activities to promote employee morale, fundraising events, conferences, hosting guests, entertainment services and recruitment. (2) The EBxxx funds must NOT be used for the followings: alcohol, tobacco, entertainment services, memberships in social organizations, promotional items for employees, gifts and business meetings for employees only. (3) Activities that are not allowable hospitality expenses for any fund are birthday parties, weddings, get-well, anniversaries, baby showers and tobacco. What should I write in the comments section? You should describe where the event took place, when it took place, who attended, the purpose of the event, and the expected benefit to the University. Page 11 of 12

12 FAQ for Other Reimbursements What should I write in the comments section? You should describe the purpose of the spending, why the expense was necessary, any other relevant facts and the expected benefit to the University. Page 12 of 12