neo finance UTS Internet Expenses User Guide Updated August 2010

Transcription

1 neo finance UTS Internet Expenses User Guide Updated August 2010

2 INTRODUCTION This workbook is designed to provide you with an introduction to Neo (Oracle) Internet Expenses (UTS Internet Expenses). This workbook will guide you through applying for a UTS Credit Card and how to acquit credit card and out of pocket expenses. All users MUST complete training to gain access to UTS Internet Expenses. To do so, staff must complete the online registration form on the FSU website. Correspondence relating to UTS Internet Expenses should be directed to the iexpenses team at: iexpenses@uts.edu.au If there is a system issue or you cannot log into Neo, you will need to contact Service Desk (ext2222). Page 2 of 27

3 UTS CREDIT CARD APPLICATION 1. To apply for a UTS credit card please go to FSU website and download application form which is located at 2. Managers approving credit cards for staff MUST have the appropriate delegation to do so. As all UTS credit cards will be issued with a $2,000 limit, manager s who approve this must have the delegation to approve at least $2,000. If a higher limit (over $2,000.00) is required, justification must be made in writing with approval by the Dean or Director and submitted to FSU. 3. Staff applying for a UTS Credit Card must satisfy 100 POINT IDENTIFICATION CHECK (Financial Transactions Report ACT 1988). Please refer to the Credit card 100 point ID checklist located at This 100 point check must be satisfied in person by the cardholder before your application can be processed. Originals of all ID must be presented and a copy retained by FSU to comply with its legal obligations. 4. It is compulsory that all staff applying for a UTS Credit Card hold a UTS staff card and use this as 1 form of identification when applying. This accounts for 40 of the 100 points required by LAW and is referred to as the Public Employee Identification Card. 5. Every Credit Card Applicant and their Manager MUST download and sign the UTS Credit Card agreement. This form is located at The cardholder will be required to collect the card in person from FSU and sign this agreement to acknowledge receipt of the card. 6. It is important that all staff with credit cards read and understand the UTS Vice- Chancellor s Credit Card Directive. This is located at REIMBURSEMENT OF OUT OF POCKET EXPENSES Staff who purchase goods or services using their own cash or other resources are reimbursed through UTS Internet Expenses. Staff should only use personal funds to purchase goods and services for UTS for low value goods and services, and where there are no other means available. An example would be when the UTS credit card fails to work, or if the staff member is located in an area where credit card facilities are not available and an advance was not organised prior to travelling. These situations should be one off in nature and will be monitored by FSU. Page 3 of 27

4 LOGGING INTO NEO Go to the neo homepage and click on the box to login to neo, as illustrated below: Enter your username, which should be your staff ID, and password. Tip: It may be useful to save this page into your favourites Page 4 of 27

5 FIRST TIME USERS What is a Responsibility? A responsibility is a level of authority in Oracle Applications assigned to you by the business. This responsibility will allow you to access particular functions, forms and data appropriate to your role within the University of Technology, Sydney. To select your responsibility simply click on UTS Internet Expenses. What are Preferences? Preferences are settings which you can set once and they will remain pre-populated in future expense reports. Select the Internet Expenses responsibility from the main menu and then select Preferences from the top right hand corner. Page 5 of 27

6 General Preferences need to be set as follows for first time users; Section Name Field Name Input Values These values MUST be as per below Languages Current Session Language American English Languages Default Application Language American English Accessibility Accessibility Features NONE Regional Territory United States Regional Date Format dd-mmm-yyyy (18-Feb-2009) Regional TimeZone Leave Blank Regional Number Format 10, Regional Currency Leave Blank Regional Client Character Encoding Western European (Windows) Change Password Known As Accept Default Change Password Old Password Only to be completed if you want to update your password Change Password New Password Only to be completed if you want to update your password Change Password Repeat Password Only to be completed if you want to update your password Start Page Responsibility Page You can leave blank. Or Select a responsibility that next time you log on to Neo will automatically launch Notifications Style Page 6 of 27

7 Expense Preferences also need to be set up for first time users as follows; Section Name Input Values Additional Info Defaults Source Click on Expense Preferences When this box is ticked, the values entered will populate on all Expense Reports you create in the future. Expense template This is defaulted to All Accept default Expenses. Purpose An example Monthly Credit This information will populate card Charges or petty cash on the Purpose of the Reimbursement Expense Report Field Approver Data Entry Preferences Enable account Allocations Data Entry Preferences enforce Required fields on Details Page Select the approver that you are sending the Expense Report to for approval Box is already ticked Box is already ticked This information will populate on the Purpose of the Expense Report Field Accept default Accept default Once complete, click on save and then apply and you will be brought back to the Expenses Home Page. Page 7 of 27

8 My Allocations is an optional setup for users that have multiple organisational and activity combinations that are repetitive. Select My Allocations under Preferences and type in the name you want to assign the Organisational and Activity combination. There is no limit to the amount of allocations you can set up, but be sure to Save them before exiting. Page 8 of 27

9 CREATING EXPENSE REPORTS - CREDIT CARD EXPENSES Log into Neo and Select UTS Internet Expenses: Once the Expense Home Page launches, click on Create Expense Report Page 9 of 27

10 Step 1 General Information Confirm that the Organisation Unit and Approver are correct. If you have set your Internet Expense Preferences then the fields will be populated as you stated. If you have not set your Preferences or you wish to change them for this expense report, you will need to complete the form as follows; Field Name Name Organisation Unit Re-imbursement Currency Purpose Approver Data Entry This will default to your name. If you have been setup to acquit expenses on behalf of another employee. Their name should be in the list of values (LOV). This defaults from information on your HR record. If the information is not correct, please work with your finance manager to get your record corrected. If you do change this, please ensure your approver has financial delegation to approve over the new org unit. Australian Dollar This field is not updateable. UTS policy is that you convert FX payments to Australian dollars before submitting your Expense Report. Your Finance Manager can assist. Enter the purpose of the Expense Report here. Enter the approver for this Expense Report. When complete click Next Tip: Use the torch symbol and the % wildcard if you are unsure of the exact details Page 10 of 27

11 Step 2 Credit Card Transactions If you do not have a credit card (or do not wish to acquit credit card transactions) and want to go straight to processing staff reimbursements through Out of Pocket expenses, use the Next button to skip to Cash and Other Expenses. (Go to Step 4, pg 13 of these Procedures). Tick the select box to add specific transactions to an expense report. If you want to add all expenses to the 1 expense report and acquit them all at the same time, use the Select All button. Tip: All Credit Card transactions will be imported by FSU on a daily basis. This means that all credit card transactions will be available the day after the merchant processes the charge. Page 11 of 27

12 Step 3 Credit Card Expenses You will now have to classify each expense as follows; Field Name Select (tick box) Line Date Calendar Receipt Amount Expense Type Justification Reimbursable Amount (AUD) Details Data Entry Place a tick in this box if you need to update a line or change information on a line This cannot be updated it is the line number of the transaction This date is populated from the merchant, being the date of the transaction. You can click on this and a calendar will display The amount is populated from the credit card program and can not be changed. From the List of Values (LOV) Select the expense type for the line. Enter a justification here. Your manager will be able to view this. Can not be changed Click on Details to add extra details or Itemize a line. Tip: If your receipt includes more than one expense type, click details and use the Itemize functionality. Page 12 of 27

13 Step 4 Cash and Other Expenses Enter all business expenses using one line per receipt. Complete the form as follows; Field Name Select (tick box) Line Data Entry Place a tick in this box if you need to update a line or change information on a line This cannot be updated it is the line number of the transaction Date Enter the receipt date (Must be in format DD-MMM-YYYY Please see setting up preferences above) Calendar Receipt Amount Expense Type Justification Reimbursable Amount (AUD) Details You can click on this and a calendar will display Enter amount of receipt From the List of Values (LOV) Select the expense type for the line. Enter a justification here. Your manager will be able to view this. Accept Default Click on Details to add extra details or Itemize a line. Tip: If your receipt includes more than one expense type, click details and use the Itemize functionality. Page 13 of 27

14 Step 5 Expense Allocations The Expense Allocations step allows users to change the org unit or activity. The natural account is driven from the expense type in the previous screen, so if this needs to be changed you will need to go back to the previous screen. You can change the Organisation unit and activity for each expense line manually, or if you have previously set up Expense Allocations under preferences (see page 8), use the My Allocations drop down on this screen to select the correct combination. Page 14 of 27

15 Step 6 Review The Review stage allows users to check that the expense report contains all the correct information and is where users attach their receipts or supporting documentation online. FSU encourages users to provide all documentation electronically as it speeds up the processing time and provides a transparent audit trail for user and FSU alike. The Add button next to the Attachments field is where soft copies of receipts can be linked to the Expense Report. Once complete, hit the submit button. If you have scanned ALL your receipts, you do not need to do anything else as the expense report and electronic copy of receipts have gone to your manager. If you have hard copies, you will need to print the Expense Report (select Printable Page after you select the Submit button), and physically attach the receipts to the expense report. This will need to be given to your manager and once approved, forwarded to FSU. Tip: All expenses over $75 must be accompanied by a tax invoice. If an invoice can not be provided, a substitute receipt form will need to be completed. This is located at Expenses under $75 also need to be substantiated, either by a tax invoice or some other form of documentation. If you have multiple receipts, photocopy all receipts onto 1 piece of paper (or as many as required depending on number and size) and scan them to your . Save the file in a dedicated directory and then attach this file using the Add Attachment functionality in Oracle. Note: Receipts from the credit card terminal will not suffice as valid documentation. Page 15 of 27

16 Handy Hints Managing your expense reports from the iexpenses home page The home page allows you to create a new expense report or alternatively do the following; 1. Track submitted expense reports. 2. Update expense reports 3. Review Notifications Track submitted Expense Reports shows reports that are either outstanding or have been paid in the last 30 days. It is important to monitor expense reports here and pay particular attention to their status. Update Expense Reports shows expense reports that are saved, rejected or returned, The Notifications option displays messages for you. They are categorised as All, FYI, From Me, Open and To Do. Notifications is the place where users can find out what is required from them, and often provides the answers to many questions or reasons for outstanding issues. Tip: You can not withdraw an expense report once FSU has processed it following manager approval. Rejected expense reports will need to be corrected and go through the approval process from the start Page 16 of 27

17 The following is a summary of some status types that expense reports can be; Report Status Current Approver Action In Progress Individual Expense report needs to be finalised. Ready for Payment Accounts Payable The Expense Report has been processed by AP. Pending Payables Approval Accounts Payable Awaiting approval by AP. Pending Your Resolution Individual Expense Report needs to be withdrawn and resubmitted for payment Pending Managers Approval Manager Awaiting for manager to approve or reject Pending Individual's Approval Individual When another employee acquits expenses on your behalf, you will need to approve the transaction. Page 17 of 27

18 Foreign currency out of pocket expense Foreign currency exchange rates are automatically uploaded into Oracle iexpenses on a daily basis. When processing an Out of Pocket expense in foreign currency, carry out the normal out of pocket expense steps. Click on the details icon and insert the expense amount in foreign currency as per your receipt. Select the currency from the drop-down box. The Australian dollar equivalent will be automatically calculated. Please note that you will need to select the same date in Oracle as on your receipt: If the rate is not available you will receive the below error message. In this case you will need to contact accounts payable to ask them what rate you should use. Page 18 of 27

19 If the exchange rate in Oracle is higher than the rate you received at the time of the transaction, simply overwrite the exchange rate downwards and the reimbursed amount will recalculate. If the exchange rate in Oracle is lower (resulting in the conversion of the foreign currency expense as per your receipt being higher than the reimbursable amount in $AUD) you need to add a second line to the transaction for the difference. Page 19 of 27

20 In the second line, select Foreign exchange loss in the expense type, and select $AUD. The amount you need to claim is the $AUD amount equivalent to the difference between your receipt (in $AUD) and the Reimbursable Amount Oracle advised you in the previous screen. Tip: Ensure the currency is changed to $AUD After hitting the return button the summary screen should represent the $AUD owed to you. Page 20 of 27

21 Meal Entertainment Meal Entertainment is the provision of food or drink to employees and their associates that has the character of entertainment. Business lunches & drinks, dinners, cocktail parties and staff social functions (if paid by UTS) could be subject to FBT. Functions that have alcohol are also subject to FBT. Meal Entertainment is not the provision of a light meal (finger food etc) for example a working lunch (sandwiches and orange juice) on UTS premises, or a morning or afternoon tea. Meal entertainment can be tricky so don t stress! Before completing the entry in iexpenses, you MUST complete a form for each meal entertainment expense. Go to the FSU website and hit Forms and Links Then go to Taxation Page 21 of 27

22 Then go to Meal Entertainment Form Complete the form and attach it to your expense report. Failure to do so may result in additional expenses being incurred by your area. The form is currently being updated to provide easier integration into iexpenses. In the short term, all that you need to do is follow the following steps; Was there any UTS Staff while the expense was occurred? If yes, select Meal Entertainment Staff (most cases) If no, select Meal Entertainment Customer Please note that this is only an interim measure BUT you must attach the form! Page 22 of 27

23 Itemising Expenses You would use this function if a receipt or an expense line was made up of 2 different expense types. Complete the expense report as normal, whether it is a credit card expense or an out of pocket expense, including the total expense amount (this would be pre-populated for credit card expenses). Select one of the expense types that the total amount relates to and then select Details Then select Itemise Page 23 of 27

24 You will notice from this screen that there is only one row showing the expense details that were entered in the previous screens, with the summary at the bottom of the page showing Itemisation 1-1. To itemise, you will need to add additional rows. Then select Add another row The following screen will appear. Note that there is now an additional expense line and the bottom of the screen summary shows Itemisation 1-2. Complete the details of the second expense type, including the Expense Type, Receipt Amount and Justification. Be sure that the first expense type is adjusted by the amount of the second expense type if the total amount of the expense was input initially. Page 24 of 27

25 Tip: You can toggle between itemised expense lines by clicking the buttons next to the expense. Page 25 of 27

26 Exporting credit card details to Excel Select the Credit Card Transactions link from the iexpenses main screen; Click on the export button and follow the on-screen instructions to save the data; Page 26 of 27

27 Personal expenses on UTS credit cards The UTS Credit Card directive specifically states that the UTS credit card is not to be used for personal expenses. In the event that a staff member does have a personal expense on their credit card, follow the below procedures. Proceed as normal through the credit card procedure creating an expense report. Select the expense line that is personal and click Categorize as Personal button. The personal expense will not be moved to a different category as seen below and you will not be required to advise any further details The personal expense amount will need to be repaid to UTS as a matter of urgency. Please send a cheque to Accounts Receivable, clearly stating the expense report number on the back of the cheque (UTS XXXXX). Outstanding Out of Pocket expense reimbursements will be offset by personal expense amounts owed to UTS. Frequent use of the UTS credit card for personal expenses is against policy and will cause your credit card to be cancelled. Page 27 of 27