How to submit a Mileage Expense Claim

Transcription

1 Munis v How to submit a Mileage Expense Claim User Guide

2 Table of Contents What Do I Need to Know Before I Get Started?... 3 Employee Self Service (ESS) 3 MUNIS Vendor Number 3 Soft Copy vs. Hard Copy 4 Required Attachments for Mileage Expense Claims 4 Data Entry 4 Administrative Reg. Bus-05: Travel Expenses and Reimbursements 4 Web Site References 5 What Do I Need to Attach?... 6 How to Submit a Mileage Expense Claim in ESS Entering Mileage Expense Claim Details 13 Entering Expense Information 14 Attaching the Monthly Mileage Form 16 Submitting the Mileage Expense Claim 18 Saving the Mileage Expense Claim for Later 19 Editing a saved Mileage Claim 20 Tracking Submitted Claims Expense Claim Status Editing/Deleting Submitted Claims Frequently Asked Questions (F.A.Q.) Mileage Expense Claims RESPONSIBILITIES HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

3 What Do I Need to Know Before I Get Started? Reimbursements for MILEAGE expense claims are initiated by the employee via Employee Self Service (ESS). ALL RECEIPTS and supporting documentation justifying the expenditures incurred MUST be attached electronically at the time the claim is submitted in ESS. The flowchart below illustrates the process for mileage and travel expense reimbursements. Employee Self Service (ESS) Employee Self Service is available for ALL district employees. It can be accessed 24 hours a day, seven days a week from any computer with internet service. USERNAME: e-number without the e and leading zeros 0 (example 12345) PASSWORD: Last 4 digits of your Social Security Number (if logging in for the first time) If an employee has logged in before but forgot their password they may visit for instructions on how to reset their password. MUNIS Vendor Number If this is the FIRST TIME submitting a Mileage expense claim in ESS, please have the campus or department secretary/bookkeeper contact the Purchasing Department at Purchasing@nisd.net to ensure that a valid vendor record exists on file for the individual. The employee will not be able to Save the Claim and proceed with the process without a MUNIS vendor number on file! HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

4 Soft Copy vs. Hard Copy Generally documents (receipts) are available in TWO formats: hard copy and soft copy. A hard copy is the actual physical form of the document, usually printed onto copy paper. A soft copy is the version of the document that is still on the computer. Soft copies can include Microsoft Word documents, Adobe PDFs, and picture images. For reimbursement claims, it is helpful to SAVE these soft copies to a location on your computer that you can easily access (i.e. Desktop). Required Attachments for Mileage Expense Claims ALL supporting documentation MUST be in a soft copy format. Please refer to the following table for a list of required attachments: FILES TO ATTACH TO EXPENSE CLAIM EXPENSE ITEM REQUIRED ATTACHMENTS o Mileage o Monthly Mileage Reimbursement Form o Copy of directions such as Google Maps, MapQuest, etc. (For Travel between Non-District Locations) o Parking o Parking Receipts. If applicable. *Approved travel and mileage reimbursements that do not meet current IRS regulations will be taxable to the employee Data Entry Always use CAPS LOCK when entering data in ESS. Administrative Reg. Bus-05: Travel Expenses and Reimbursements Administrative Regulation (BUS-05) outlines all requirements pertaining to the approval and reimbursement of travel expenses which include: mileage, public transportation, meal reimbursements, accommodations, travel reports, and any expense restrictions. For further explanation of each travel expense please refer to Administrative Regulation (BUS-05) located on Northside ISD s Employee Connection. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

5 Web Site References MUNIS Resource Center: The MUNIS Resource Center holds the most current MUNIS instructional material. Employee Self Service Resource Center: The Employee Self Service center offers a wide range of instructional videos and guides that will help users get the most of ESS. On this page you will also find a link to the ESS log in screen. Accounts Payable Website: Periodically, there may be changes to the reimbursement rate. The Accounts Payable website has the most current up-to-date travel forms. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

6 What Do I Need to Attach? Prior to entering a claim in ESS, all support documentation must be in a soft copy format (scanned copies). The employee must provide justification (proof) for any mileage traveled throughout any given month. THE MONTHLY MILEAGE FORM IS WHERE EMPLOYEES LOG THEIR MILEAGE THROUGHOUT THE MONTH. DO NOT ENTER THE MILEAGE FOR EACH DAY OF TRAVEL IN ESS. STEP 1. Access the Accounts Payable intranet site: STEP 2. Under the TRAVEL section, click on the Monthly Mileage Reimbursement Form link. STEP 3. CLICK on the SAVE icon located in the Adobe Toolbar. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

7 STEP 4. Save a copy of the Mileage Form to the Desktop or to another specified location that can be easily accessed (i.e. H: Drive). STEP 5. Once saved, open the file and complete the top section of the form (Date, Campus/Dept). HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

8 STEP 6. Enter the mileage information for the month (Date, Travel From, Travel To, etc.). STEP 7. NUMBER OF MILES field TWO options: (1) IN-DISTRICT travel - use the NISD Mileage Chart (2) NON-NISD LOCATIONS - use an online directions provider (i.e. Google Maps) DO NOT to attach a copy of the NISD Mileage Chart in ESS. Employees MUST ATTACH a copy of any online directions for miles incurred between Non-District locations. STEP 8. Once the numbers of miles have been entered, SELECT either PER MILEAGE CHART or PER OTHER SOURCE ATTACHED from the drop down menu. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

9 STEP 9. The form automatically calculates the Total Mileage Expense based on the Total Number of Miles entered on the form. STEP 10. Once all mileage information has been entered, be sure to SAVE A COPY of the Monthly Mileage Reimbursement Form (i.e. Desktop, H: Drive, etc.). STEP 11. If any type of parking fees were incurred during the month, be sure to scan and save copies of the parking receipt(s). THE MONTHLY MILEAGE FORM IS WHERE YOU LOG YOUR MILEAGE THROUGHOUT THE MONTH. DO NOT ENTER THE MILEAGE FOR EACH DAY OF TRAVEL IN ESS. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

10 How to Submit a Mileage Expense Claim in ESS Once the Monthly Mileage Form has been completed proceed to enter the expense claim in ESS. STEP 1. From the NISD Homepage, under Employee Links (drop-down menu), click on EMPLOYEE SELF SERVICE. STEP 2. From the ESS Resource homepage, click on the EMPLOYEE SELF SERVICE link. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

11 STEP 3. CLICK on the Log In icon located at the top right of the screen. STEP 4. USER NAME: enter the "Employee Number" without the e and leading zeros 0 STEP 5. PASSWORD: enter the password. STEP 6. CLICK on the LOG IN button. STEP 7. CLICK on the EMPLOYEE SELF SERVICE panel (left-hand side). HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

12 STEP 8. CLICK on the EXPENSE REPORTS panel (see below): STEP 9. CLICK on the ADD CLAIM panel (see below): HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

13 Entering Mileage Expense Claim Details Once the ADD CLAIM link has been selected the Claim Details screen will appear. **Remember to use ALL CAPS** STEP 1. CLAIM TYPE: Select MONTHLY MILEAGE REIMBURSEMENT (INTRADISTRICT) from the dropdown menu. STEP 2. DEPARTMENT: Please select the respective DEPARTMENT/CAMPUS from the drop-down menu. STEP 3. DESCRIPTION: Enter a brief description for the claim (i.e. MONTHLY MILEAGE APRIL 2017). STEP 4. START DATE: Enter the first day of the month of travel (i.e. 04/01/2017). STEP 5. END DATE: Enter the last day of the month of travel (i.e. 04/30/2017). STEP 6. CLICK on the CONTINUE button. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

14 Entering Expense Information The Expenses and Receipts screen displays the claim information previously entered and selected. STEP 1. CLICK on the plus button to expand the LOCATION section. STEP 2. Enter the DESTINATION CITY and DESTINATION STATE. STEP 3. CLICK on the plus button to expand the UNIT EXPENSES section. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

15 STEP 4. CLICK on the ADD AN EXPENSE link. STEP 5. From the Expense Information screen: EXPENSE TYPE defaults to MILEAGE (Current year). STEP 6. QUANTITY field: Enter the TOTAL MILES traveled for the month. REMEMBER: The TOTAL MILES entered here should exactly match the Total Miles on the Monthly Mileage Form STEP 7. DATE INCURRED field: Enter the last day of the month of travel (i.e. 04/30/2017). HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

16 STEP 8. COMMENTS field: Enter a brief description: STEP 9. Click the SAVE EXPENSE button. HINT: If multiple Monthly Mileage Forms will be included, click the ADD AN EXPENSE link to add another expense. Attaching the Monthly Mileage Form Proceed to attach all required supporting documentation to the respective claim. REMEMBER: ALL receipts and supporting documentation MUST be in a SOFT COPY format. STEP 1. CLICK on the plus sign to expand the ATTACH SUPPORTING DOCUMENTATION section. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

17 STEP 2. CLICK on the BROWSE button. STEP 3. From the Choose File to Upload screen, locate the attachment, select it, and click OPEN. STEP 4. The attachment(s) will display once it has been uploaded in ESS. STEP 5. To remove an attachment(s) click on the REMOVE link to delete the desired attachment(s). STEP 6. To attach more files, REPEAT STEPS 2-4 above. IMPORTANT: Ensure that the correct file is attached to the claim. Once the claim has been saved or submitted the attachment cannot be removed. If an error is made, the entire claim must be deleted and re-entered. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

18 Submitting the Mileage Expense Claim Once all required supporting documentation (soft copies) has been attached users MUST review the claim for accuracy prior to submission. STEP 1. CLICK on the REVIEW button. STEP 2. Review all claim and expense details. STEP 3. If no changes are necessary, click the SUBMIT CLAIM button. STEP 4. A confirmation prompt will display indicating that the expense claim was submitted successfully. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

19 Saving the Mileage Expense Claim for Later Employees may save their expense claim to edit later or make any required attachments at a later time in the event they are not readily available. IMPORTANT NOTE: before a claim can be saved the claim must contain a location for both City and State fields along with at least one unit expense item. STEP 1. CLICK on the SAVE FOR LATER button at the bottom of the screen. STEP 2. The following prompt will display indicating that the claim was saved for later. STEP 3. The claim may later be accessed for editing, providing an attachment, and/or its submission. NOTE: inadvertently selecting the SAVE FOR LATER button will save the claim in anticipation that the claim will later be accessed, updated, then submitted at a future time. Should it be desired to create and then immediately submit the claim please do not elect to save the claim for later. If you receive the following error message it is most likely due to the fact that a MUNIS Vendor Record does not exist on file. Please contact the Purchasing Department at Purchasing@nisd.net to make a request to have one created. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

20 Editing a saved Mileage Claim A saved claim that has yet to be submitted will reflect an Entering status within the summary listing of expense reports as shown below. Users may edit these particular claims by updating or modifying the claim details such as department selection, location, expense lines, etc. Users may also make any attachments not previously included. STEP 1. Once logged in, CLICK on the EMPLOYEE SELF SERVICE panel (left-hand side). STEP 2. CLICK on the EXPENSE REPORTS panel. A listing of all the employee s respective expense claims and their statuses will be listed. STEP 3. Select the desired claim to edit by selecting the Claim ID link. STEP 4. From the Claim Details screen, click on the UPDATE button: HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

21 STEP 5. To make changes to the DEPARTMENT, DESCRIPTION, and/or START/END DATES of the claim, click on the EDIT DETAILS link. NOTE: If no changes are needed to be made to the claim details proceed to STEP 7 to update the LOCATION, UNIT EXPENSE, and/or ATTACH SUPPORTING DOCUMENTS items. No existing attachments may be deleted; however, you can attach additional support documentation. STEP 6. From the Edit Details screen update the necessary fields. STEP 7. Following the edits select the CONTINUE button. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

22 STEP 8. From the Expenses and Receipts screen make any additional edits to the LOCATION, UNIT EXPENSE, and/or ATTACH SUPPORTING DOCUMENTS items. STEP 9. CLICK on the REVIEW button. STEP 10. CLICK on the SUBMIT CLAIM button. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

23 Tracking Submitted Claims The employee can monitor the status of his/her claim(s) in ESS at any time. STEP 1. CLICK on the EXPENSE REPORTS link from the left-side bar. STEP 2. A listing of all saved and submitted claims and their respective status will display: HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

24 Expense Claim Status ENTERING: CREATED: The claim has been saved, but NOT submitted by the sponsor/staff. This claim has been submitted to the campus or department secretary/bookkeeper. ALLOCATED: The secretary/bookkeeper has processed and released the claim for Administrator (i.e. Principal or Director) approval. RELEASED: APPROVED: The claim has been processed by the campus or department secretary/bookkeeper and is awaiting approval by the Principal/Director and the Accounts Payable Department. The Principal/Director and the Accounts Payable Department have approved your claim. REIMBURSED: Claim is complete (reimbursed). Please allow 3-4 business days for bank deposit to be completed. Employee will receive an notification once funds have been deposited. REJECTED: Claim was rejected. Please follow up with the campus or department secretary/bookkeeper to update/edit claim. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

25 Editing/Deleting Submitted Claims Employees are able to make edits/updates to their mileage expense claim(s) depending on their status: ESS STATUS MEANING EDITABLE? ENTERING CREATED The claim has been saved, but NOT submitted by the employee. Claim has been submitted in ESS by employee YES, Claim must be in this status in order for employee to edit claim details, attach receipts, etc. NO, But employee has ability to delete the claim. STEP 1. Once logged in, CLICK on the EMPLOYEE SELF SERVICE panel (left-hand side). STEP 2. CLICK on the EXPENSE REPORTS panel. A listing of all the employee s respective expense claims and their statuses will be listed. STEP 3. To make edits/updates to (or delete) a particular expense claim, CLICK on the claim s ID link. STEP 4. The user will be directed to the Claim Details screen. CLICK on the UPDATE or DELETE button. STEP 5. Once you have made any necessary changes/edits, CLICK the REVIEW button and then SUBMIT CLAIM. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

26 Frequently Asked Questions (F.A.Q.) FAQ #1: I cannot remember by ESS password. What can I do? ANSWER: Please contact the HelpDesk at to reset your ESS password. FAQ #2: I am creating a mileage expense claim for the first time in ESS, what resources are available? ANSWER: The How to Submit a Mileage Claim training guide is located on the NISD website: Employee Links/Employee Self Service/Resources. FAQ #3: When I click on the SAVE FOR LATER or the SUBMIT button I receive the following error: ANSWER: If you have never received an expense reimbursement from NISD, it is possible that you may be missing a vendor record. Please contact Purchasing at Purchasing@nisd.net to ensure a valid vendor record is on file. FAQ #4: I have gathered all my receipts justifying my mileage expense claim, how do I save them in soft copy format? ANSWER (1): All campuses and departments have a scanner available for employee use. ANSWER (2): If your mobile device (cell phone, ipad, etc.) has a camera function you may take a photo of the receipt(s) and them to your NISD and save them for easy access. ANSWER (3): CutePDF is a useful program for converting documents to PDF (i.e. web pages, Word documents, Excel documents, etc.). To verify that your NISD workstation has this option please contact the HelpDesk at HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v

27 Mileage Expense Claims RESPONSIBILITIES EMPLOYEE BOOKKEEPER/SECRETARY Ensure mileage was pre-approved. Submit claim through ESS. Route to correct department. Attach receipts and documentation. Attach mileage form. Ensure claims are correct and complete. Ensure attachments agree with claim. Check MUNIS notifications for claims. Ensure all forms, receipts, etc. are attached and correct and agree with submitted claim. Allocate claim to proper budget code for payment. Release claim to administrative approver. Notify employee if claim is incomplete or has errors. APPROVER(S) ACCOUNTING (A/P) Check MUNIS notifications for claims needing approval. Ensure submitted claims are complete and all supporting documentation is attached. Mileage has been pre-approved. Budget code is accurate. Approve and release for payment. Ensure all documentation is attached to claim request. Notify bookkeeper/secretary if claim is incomplete or has errors. Process claim for payment. Non-compliance at any point will result in payment delays to the employee. Approved travel and mileage reimbursements that do not meet current IRS regulations will be taxable to the employee. HOW TO SUBMIT A MILEAGE EXPENSE CLAIM v