EXPENSE ENTRY INSTRUCTION MANUAL. Child & Youth School Services

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1 EXPENSE ENTRY INSTRUCTION MANUAL Child & Youth School Services

2 2 Table of Contents 1. Expense Entry Instruction Manual 2. Table of Contents 3. Logging In 4 5. Starting a New Expense Report 6. Creating Travel Report 7. Description 8. Entering Mileage Charge 9. Entering Lodging & Airfare Charges Company Paid 10. Entering Lodging & Airfare Charges Employee Paid Calculating Per Diem 17. Additional Transportation Charges 18. Example of a Completed Expense Report 19. Uploading Receipts & Documents 20. Completing Report 21. Opening an Existing Expense Report 22. Correcting Report Name or Date 23. Deleting a Report

3 3 Logging in Sign into the Expense module using the same procedures as logging in to the timesheet Once signed in, click Expense Report from the ribbon at the top of the screen

4 4 Starting a New Expense Report STARTING A NEW EXPENSE REPORT: From the Expense Report screen, click Report

5 5 Starting a New Expense Report cont d Select your START DATE and END DATE (Note: for one day trips, these will be the same date) Leave the ADVANCE field empty Enter your DESCRIPTION in the following format: First Date of Travel (MM.DD.YY) Work State Last Name Event Name If report is for mileage only and represents multiple locations, event name should say OTHER Short trips (12 hours or less) may be combined onto a single report Choose from the following Event Names: Yellow Ribbon Overnight Camp (Residential) Day Camp 7 Habits Training Youth Symposium Teen Council Meeting or Training Partnered Event Family Day Events Command/Unit Briefings Strong Bonds MRT Training Meeting Community Outreach Education Outreach OTHER Leave this field blank Click Save

6 6 Creating Travel Report Click Add Line in the upper left corner (Sit looks like a large green + sign) The Add Expense Entry window will open up. You will need to fill this out once for each type of expense your trip involved. Continue as follows: Amount: The Amount paid (you may enter this amount later if you wish) Currency: Ignore this option, leave it blank. Date: The date the expense was paid Distance: The number of Miles travelled (for mileage only; this can be left blank or 0 for any non mileage expenses) Job: 1006 NGB CYS National Guard Child & Youth Job WBS: If the company paid for this item, choose 4004 T X Company Paid Travel. Otherwise, choose 4004 T T Travel Reimbursement Expense Category: If the company paid for this item, choose Paid on Company AMEX. Otherwise, choose the expense that matches the type of expense you are reporting. Paid By: If the company paid for this item, choose Company. Otherwise, choose Employee. ALL Company paid items A car rental you paid for Reporting your mileage

7 7 Comments Under each line entered or created, description must be entered in the following formats using date of travel and the following types of Expense Categories: For MILEAGE or LODGING expenses, please see the special instruction on pages 8 10 Examples: TX Last Name Registration Event Name TX Last Name Taxi Yellow Cab TX Last Name Parking TX Last Name Per Diem TX Last Name Tolls TX Last Name Car Rental Enterprise TX Last Name Car Rental Fuel Shell TX Last Name Lodging Hilton TX Last Name Airfare Delta Note: Only use these codes if you paid for the item yourself. Otherwise, see p. 9 for additional instruction on how to record Company paid items.

8 Entering Mileage Charge If claiming mileage, DO NOT enter an amount. Simply enter the distance traveled (in miles) and the system will calculate your mileage for you. User clicks on the applicable date and bottom first screen will appear Include your departure site and destination in the Description box, using a period (. ) to separate them. NOTE: A different mileage line should be entered for each leg of your trip. So your standard trip will have two lines, one for the initial trip, and another for the return. See Example A For Local Travel (short trips under 50 miles in a given day) you can use a single mileage line, as shown in Example B If a trip has multiple stops, simply add additional lines, as shown in Example C Enter the Distance, and let the Amount calculate on its own A B C

9 9 Entering Company Paid Lodging, Airfare & Registration For any charges paid by Cognitive, do the following: Your Expense Category should be Paid on Company AMEX Your Job WBS Code should be A 4004 T X Company Paid Travel The Paid By box should be Company Under Description, use the following format example: [Date] [Work State] [Last Name] ][Lodging/Airfare/Registration] [Vendor] TX Smith Lodging Hilton Work State Last Name Airfare Delta Work State Last Name Registration Event Name Internet and parking fees should be separated from lodging costs Enter amount under applicable date. Airfare, registration, parking, and other non lodging items do not need to be broken out by day like hotel charges. Use a new line for each day of hotel stay. If necessary, pro rate each day so they add up to the total cost of the hotel stay. Only the daily room rate belongs on these lines USE A SEPARATE LINE ITEM to include Tourism tax, Resort Fees, or other daily taxes. USE A SEPARATE LINE ITEM fees you paid for additional amenities such as Wi Fi in your room

10 10 Entering Employee Paid Lodging, Airfare & Registration For any charges paid by Cognitive, do the following: Your Expense Category will be whatever matches the specific expense (see example below) Your Job WBS Code should be A 4004 T T Travel Reimbursement The Paid By box should be Employee Under Description, use the following format example: [Date] [Work State] [Last Name] ][Lodging/Airfare/Registration] [Vendor] TX Smith Lodging Hilton Work State Last Name Airfare Delta Work State Last Name Registration Event Name Internet and parking fees should be separated from lodging costs Enter amount under applicable date. Airfare, registration, parking, and other non lodging items do not need to be broken out by day like hotel charges. Use a new line for each day of hotel stay. If necessary, pro rate each day so they add up to the total cost of the hotel stay. Only the daily room rate belongs on these lines USE A SEPARATE LINE ITEM to include Tourism tax, Resort Fees, or other daily taxes. USE A SEPARATE LINE ITEM fees you paid for additional amenities such as Wi Fi in your room

11 11 Calculating Per Diem Click on Per Diem on the blue ribbon at the top of the expense report and the Per Diem Wizard screen will open

12 12 Calculating Per Diem cont d Click on box for State and enter the applicable state or country (Continental US States are in lower case letters; Hawaii and Alaska, Virgin Islands, and Puerto Rico will appear in Capital letters) This entry will generate a drop down with choices and click on correct selection Once correct state has been entered, click on Destination and click on drop down to have available selections appear and choose selection if available If the destination city is not listed: Go to and click on Per Diem Rates For outside the continental US refer to Enter your city and state of destination and click Find Per Diem Rates GSA website will advise under primary destination which destination to use If website advises to standard rate, choose Standard Rate Once Destination has been chosen, follow the same steps for County and hit NEXT

13 13 Calculating Per Diem cont d Starting Date and Ending Date should be the first and last days of your travel If your trip was only for one day, then manually adjust the end date to be the same as your start date. Your Job should be 1006 NGB CYS National Guard Child & Youth Your WBS Code should be A 4003 T T Travel Reimbursement Lodging code should be LODGING Meals code should be Per Diem

14 14 Calculating Per Diem cont d All boxes on the screen below are automatically defaulted as checked Under the boxes for Breakfast, Lunch, Dinner or Incidentals, uncheck the applicable box for any meal that was received from the event during your travel (refer to example below) The system will automatically apply the 75% adjustment for your travel days. You DO NOT need to uncheck a box because you ate breakfast or dinner at home on the first or last day of travel. Doing so may cause you to receive less per diem than you are owed. Click NEXT Example: A free lunch was catered for all conference Attendees for two days, so those boxes are unchecked

15 15 Calculating Per Diem cont d Daily Room Rate and Daily Room Tax need to be 0. Other fields can be ignored Click FINISH to create lines Enter 0 in these two lines Disregard these 3 lines

16 16 Calculating Per Diem cont d After Per Diem wizard is finished, applicable lines will be created for Per Diem (see Example1 below) Wizard will also create a blank lodging line. DELETE this line by click the red X. Verify that lines created are correct. Do not change the comments on the per diem line If there is an error in the lines, delete all lines created by wizard and run the wizard again with correct information DELETE

17 17 Additional Transportation Charges For Tolls, cabs, and similar transport expenses, your Expense Category should be Miscellaneous If user has several different types of other transportation charges, separate lines should be created for each type. Each individual purchase (i.e. two separate taxi rides on different days) should be on a separate line

18 Example of a Completed Expense Report In this example of a completed expense report, John Doe a Texas employee, attended a 7 Habits conference for 2 days. John s flight, conference registration, and hotel bill were all paid for by the company. John stayed at the hotel for 2 nights. The bill included $160 in room fees ($80/night), a $50 fee to use the hotel wi fi (this expense was approved, as John needed to work from the hotel), and $11.75 in taxes and resort fees. John drove himself to the airport, and then paid for his own rental car while out of town. John also had to pay to check his bag with Delta, and for parking at the airport. 18

19 Uploading Receipts & Documents Prior to attempting to upload your documents, be sure to click Save at the top of the screen. User is required to upload all receipts and supporting documentation through the system, including A mapquest or Google Maps report supporting the mileage claimed The signed and approved travel request form Receipts for ALL charges on the expense report, even those paid on the company card User should save receipts on their computer in the name format: First Date of Travel (MM.DD.YY) Work State Last Name Event Name Example: TX Doe 7 Habits Training If possible, create a single pdf document with all receipts/attachments for one upload Do not scan receipts in color or as high resolution as this increases file size and can cause failure to open Click Attachment On the next screen, you may simply drag and drop files into the dotted box to upload them, or click the blue Upload button to browse your computer for the file you want to upload. If necessary, you can DELETE an uploaded file by clicking the Red X next to the file. Click OK when finished 19

20 20 Completing report Once user has completed all entries and is ready to submit report, click Save and Submit After submission, verify submission was successful by viewing expense report description line and confirm document is currently submitted After submission, report is reviewed by approver and approved or rejected If approver rejects, user will receive an with notation advising what needs to be corrected User should reopen expense report by following instructions to open an existing report do not start a new expense report again User should make any needed corrections and resubmit Once report has been resubmitted, it will be sent back to your approver If you are asked to revise your uploaded documents, make sure you re upload your corrected attachment using the same filename (see notes on bottom of p. 23)

21 21 Opening an Existing Expense Report UPDATING OR OPENING AN EXISTING REPORT: Prior period expense reports can be found in the list to the lefthand side. If you click the View more button at the bottom of the list, you may view older reports When looking for a particular report, choose an appropriate date range and click Filter

22 22 Correcting Report Name or Date If report is rejected back for incorrect report naming, click on Edit Header Screen will open with original report name Update with correct naming convention and click FINISH Report will now be sent back to your approver. You are finished.

23 23 Deleting a Report In order to completely delete a report that has been created (prior to submission), click on delete report on the blue ribbon If a report is rejected by your approver and sent back to you for correction, please DO NOT DELETE IT. Instead, revise the original report as your approver requests and resubmit.

24 24 NOTES Your expense reports do not automatically save themselves. If you close the web page or browse to another section of the website, you will lose ALL unsaved work on your expense report. Remember to use the Save button to save your work. Like Travel Vouchers, expense reports should be prepared as soon as possible once you return from a particular trip WHENEVER a charge was paid on your behalf by the company, use the Expense Category Company Paid the Company Paid WBS code, and Paid By code Company. NEVER use these codes when you have paid a charge yourself with cash or a personal credit card. If you have any questions about an expense report, please feel free to reach out to Benjamin Smith at Benjamin.smith@cog ps.com or at (703)

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