iexpense Quick Reference

Transcription

1 System Basics Process System/Policy Procedure/Tips Logging Into the System Access PBIS Home Page 1. Type URL: 2. Click the Login to PBIS link. 3. Type your NETWORK Username and Password (Do not use CORP - see picture below). 4. Click the Login button. Navigating in the System 5. Click the PBUS Internet Expenses Link. Click the tabs at the top to access the main screens. Searching for Information iexpense (various screens) Note: Use CAPITAL LETTERS when searching in the system. The wildcard % symbol may be used to search for part of a word or number. 1. Click the flashlight button. 2. Select search criteria, enter search info, and click the button. 3. Click option button to select the applicable item from results and click the button. PB University: 1/17/14 Page 1 of 5

2 Tips and Time Savers Item System/Policy Procedure/Tips Update Button Click the Update button to access and continue working on a perviously saved exepnse report. Duplicate Button Click the Duplicate button to make a copy of an existing expense report. Sometimes this saves time since you only change the applicable information to create a new report from the copy. Delete Button Click the Delete button to delete a report. Save Button iexpense (Various Screens) Click the Save button to save a report in progress. This is an important process to ensure that the system does not time out. Click the Attachments icon and then the MarkView icon to view View Receipts scanned or faxed receipts. Login to MarkView using your Network ID and Password. Click the Global Policy link in the upper right corner to access Global Policy Link iexpense (Various Screens) important policy documents, training informaiton, and other usefull tools. Help Click the Contact Us link to send an to E2C Support. Creating an Expense Report Process System/Policy Procedure/Tips Creating an Expense Report Access Note: Most required fields are marked with a blue asterisk 1. Click the button. 2. Complete information on each screen of the report wizard. 3. Click the button to advance through each screen. Note: Progress through the report wizard is displayed at the top of each main screen. General Information Screen Credit Card Transactions Screen General Information Screen Credit Card Transactions Screen Note: You may click the button at any time to save an expense report in progress 1. Verify general information and update as applicable. 2. Type a Purpose for the expense report (trip). 3. Click the button to advance to the next screen. 1. Click check box to select applicable transactions. 2. Click navigation links or drop-down to access additional screens of transactions. 3. When complete, click the button to advance to the next screen. PB University: 1/17/14 Page 2 of 5

3 Creating an Expense Report, cont. Credit Card Expenses Screen Credit Card Expenses Screen (providing additional detail) 1. Select Expense Type for each transaction. 2. If applicable, click the Details button to access the Details screen and enter additional information as required. 3. If applicable, click the Itemize button to access the Itemize screen and itemize or split charges (e.g., Hotel Room and other expenses like Dinner, personal expenses, etc.). 4. If applicable, click the button to exit Details or Itemize screen. 5. When complete, click the button to advance to the next screen. Completing Cash and Other Expenses Cash and Other Expenses Screen: [Receipt-Based Expenses Tab] 1. Type or select information to document expenses not charged to your corporate card including: Date, Receipt Amount, and Expense Type. 2. If applicable, click the Details button to provide additional information. 3. Click the button. 4. Click the button -OR- enter mileage expenses. Completing Mileage Expense Allocations Reviewing and Submitting Report Cash and Other Expenses Screen: [Mileage Tab] Note: The system automatically calculates the reimbursable amount based on the distance. You may check the amount by clicking Expense Allocations Screen Note: You may save commonly used projects and tasks in the Update Allocations area Review Screen 1. Click the Mileage Expenses Tab/Link. 2. Type or select Start Date of trip, Justification, and Trip Distance. 3. Click the Details button and enter Location From and Location To. 4. When complete, click the button. [This initiates the calculate function and returns you to the entry screen] 5. Add additional trip information on lines as needed. 6. Click the button. 1. Enter the Project and Task for each expense 2. To use a saved allocation, click to select the desired row(s) and then click the My Allocations drop-down menu and select the saved allocation. 1. Review summary of report. 2. If necessary click the button to make changes. 3. When complete, click the button. [confirmation page displays with bar code] 4. Click the button and open the file. 5. Print the cover page and report (File/Print). 6. Scan or Fax the bar code cover page, report, and receipts. PB University: 1/17/14 Page 3 of 5

4 Special Expense Requirements Expense System/ Policy Procedure/Tips Alcohol iexpense Details button, then click the Itemize button Separate alcohol expenses from food. Include applicable amount of taxes and tip. Alcohol calculation form via the Global Policy link. Business Meals iexpense Details button Reminder: A business meal is a meal that you have with other people where business topics are discussed. If it is a cash transaction, enter the Expense Location and Merchant Name. (credit card transactions automatically populate this information) Enter a description/justification in the Justification field. Enter the people who attended the meal including both PB employees and Non-employees (name and employer). Hotel Room iexpense Details button, then click the Itemize button Ensure start date reflects date of arrival not departure. List hotel room charges separately from hotel taxes. (i.e., Document hotel taxes on a separate line.) Document other items as separate charges or categorize as personal if applicable. Other iexpense Details button Enter a description/justification in the Justification field. Expense Statuses Status Description Notes/Tips Hold Pending Receipts Pending Manager Approval Pending Payables Approval Pending Your Resolution Displays immediately after clicking the submit button if receipts are required. Displays after receipts are scanned or faxed if required. Sent to Accounts Payable (AP) Displays when you need to take action on a report for one of several reasons. Scan or fax expense report, receipts, and bar code cover page. See Scanning/Faxing Report & Receipts on the next page. Report is in manager s queue for review after the expense report has been scanned or faxed AP Reviews the report to ensure compliance with corporate policy. Supervisor has not approved your report Short pay Ready for payment The report is approved by AP Payment will be made in the next payment cycle Funds are sent to the credit card company every Monday Rejected Saved Withdrawn The report was rejected by the approver Displays when you start a report and save it before submitting. Displays when a submitted report is withdrawn by the user who submitted the report. Access and make changes to correct errors in the Update Expense Reports area of the iexpense Home screen. You may save a report at any time by clicking the button. Use if a change is needed after a report is submitted and before it is approved by Accounts Payable. You may also withdraw a short pay report and make edits to correct the item and resubmit. PB University: 1/17/14 Page 4 of 5

5 Working with Receipts Scanning/Faxing Report & Receipts Retaining Original Receipts Following Corporate Policy MarkView Scanner or Fax Machine Receipt Retention Policy Note: Receipts may be sent periodically with others in your local office, but please keep each packet in a separate envelope. Required Receipts 1. Tape recepts to a sheet of plain white paper. 2. Place printed expense report containing the cover sheet with a bar code on top of the receipts to scan/fax. 3. Scan all documents using a designated MarkView scanner. -OR- Fax all documents to After successfully faxing or scanning the receipts for a submitted expense report, please mail the original receipts, with the bar code cover page and expense report to: Parsons Brinckerhoff 4139 Oregon Pike Attn: Records Department Ephrata, PA Receipts are required for any expenses $75 and over. Receipts are required for Hotel Bills. Note: Some projects require receipts for all expenses. Please check with your project manager/administrator to verify requirements. Short Pay View Short Pay Notification Withdraw Expense Report Update Expense Report and Resubmit iexpense Notifications -or- Worklist - Track Submitted Expense Reports - Update Expense Reports View the notification message to determine the reason for the short pay. An additional expense report is created. For example: IE : Original report with items that are approved IE : The short pay item(s) 1. Identify the short pay dash one expense report. 2. Click the Withdraw button. 3. Click the button to confirm. 1. Click the Update button. 2. Make the applicable changes to correct the item(s). 3. Save the changes to the report. 4. Submit the revised expense report. 5. Print the revised report and bar code cover page. 6. Scan or Fax the revised report and applicable receipts. PB University: 1/17/14 Page 5 of 5