APFA VERSION 902 EXPENSE FORM TEMPLATES January 23rd, 2017

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1 APFA VERSION 902 EXPENSE FORM TEMPLATES January 23rd, 2017 WHAT S NEW Monthly, Weekly, Mileage, Vacation, and Trip Removal forms have all been updated for 2017 rates and dates. These forms can be back dated to October, I recommend after successful download you DELETE all the older templates to prevent confusion. The accounting department will be looking for correctly formatted version 902 forms effective 1/1/2017. WHAT IS CERTIFICATION These templates create forms that are programmed to automatically make calculations as you enter your information. Certification is a security certificate that is installed on the computer you are using the forms on. Your expense forms will look for this certificate every time a form is opened. The forms won t work until you do this initial certification process on each computer you are going to use. IMPORTANT NEVER open or use any forms directly from an attachment! MOVE your attachments to your computer first (if you receive the forms via !) If you double click on a template from an , you are working within the confines of the program and the template will not be able to see the certificate it needs to work properly. Best way to obtain the forms is to visit and download them from there. STEP BY STEP TEMPLATE CERTIFICATION INSTALLATION 1. Download the templates to your desktop, or, create a folder on your desktop called EXPENSES and put the form templates in there. 2. Make sure you have the latest version of ADOBE READER installed (if not go to reader and download and install it from there. Make sure when you open one of the forms it has opened in ADOBE READER and no other program is set as default for adobe pdf files, (like apple preview). Your computer must have the latest Java installed as well. You can find that at

2 3. OPEN any one of the forms and you will see a message on the top like this It states that The validity of the document certification is UNKNOWN. The author could not be verified. The next steps will take care of this. 4. On the left of the form click on the PEN ICON this will open a new panel on the right of it.

3 5. Click the Plus sign (diamond on MACs) next to Certified by Expenses. The heading expands to show additional items. 6. Click the Plus sign (diamond on MACs) next to Signature Details. The heading expands to show additional items, click on Certificate Details.

4 7. The Certificate Viewer screen will open. Click on the Trust tab and click the Add to Trusted Certificates button 8. On PCs the Acrobat Security dialog screen, click the OK button (you may not see this on MACs). It s OK because the approved forms should have been downloaded from the website, which we know is safe and the certificate is real.

5 9. VERY IMPORTANT When the Important Contact Settings screen shows MAKE SURE ALL CHECKBOXES are checked exactly as in the graphic below and click the OK button. ***ALL CHECKBOXES MUST BE CHECKED!***

6 10. You will be returned to the Certificate Viewer screen. Notice there are red X s and not green checkmarks. This is ok as the screen does not refresh. Hit the OK button on the lower right to continue.

7 11. Close the form and re-open it. 12. Instead of Validity of the document certification is Unknown it now says Certified by Expenses, APFA, certificate issued by Expenses. Please fill out the following form. You can save data typed into this form.

8 You now have working forms on your computer. You DON T have to do this with all of the forms. Once completed on one form, all your forms will be properly certified. This process is equipment specific, meaning, all the forms will work on the COMPUTER you certified, so if you want to use the forms on a DIFFERENT computer, (i.e. copy them to another desktop or laptop), that device needs to be certified so just re-do these procedures for the other computer. THE MOST IMPORTANT BUTTON (CREATE)! Once you have your form templates properly installed & certified you can create your forms. It s important to understand that these are templates, the templates dynamically CREATE your forms for you. Don t use templates to turn in your expenses. You create forms using templates by basically inputting 2 things (date & name) and pressing the yellow CREATE button. 1. The month you want to turn in or fill out (clicking in the month field gives you the choices to choose from). 2. Your First name followed by one space and your Last Name (NO MIDDLE INITIALS) in the name field. 3. Now press the CREATE button (The form will be created and placed in the same folder as your template), this is where the proper initial certification of your computer becomes important. If you didn t properly certify your computer the Create Form button will not work!

9 Adobe will do a security check when the Create Form button is clicked on the template and your Forms are being created. If the template is Certified by Expenses, APFA, you can safely allow! CREATE FORM BUTTON RESULTS MONTHLY Clicking the Create Form will create your monthly form after doing the required Security check to create the form. The Title of your form has changed from MONTHLY V902 EDITABLE.pdf to M-FEB SMITH-S-Ver902.pdf The form has been renamed to the format required by the accounting department. In this example its M for Monthly FEB-2017 is the date of the monthly, last name, first initial, and the version of the form. The last version part tells the accounting department you are using the correct forms, and therefore the forms are making the correct calculations. Using older forms could cause an error in calculations so that s why its important to always use the latest version. Just save and close the forms after you update it. When completed, sign it using your electronic signature, and it as an attachment to expenses@apfa.org WEEKLY Clicking the Press to Create all Weekly Forms button will create a form for each week in the month after the required Security check to create each form. Here is an example the Security check for the 5 th week of January.

10 The template will create the number of forms corresponding to the number of weeks in the month in the same folder as the Template. Each form has been created with the format required by the accounting department. In this example its W1 for Week 1, JAN-2017 is the date of the weekly, last name, first initial, and the version of the form. The last version part tells the accounting department you are using the correct forms. For example, this is what was created for January The template automatically fills in all the days and dates for the proper weeks in these newly created forms. It sets up its formulas to make correct calculations for you on the specific month requested and all you should do is fill in the blanks.

11 Once you have each weekly filled in just them as an attachment to COMPUTERS WITH TOUCH SCREENS In READER go to preferences and click on GENERAL, then change TOUCH MODE from automatic to NONE.