SCHOOL OF MEDICINE Affiliated Corporation Expense Reimbursement Site. User/Administration Manual

Transcription

1 SCHOOL OF MEDICINE Affiliated Corporation Expense Reimbursement Site User/Administration Manual

2 ACCESSING ACERS ACERS Location and Login 1. Open Internet Explorer Type the URL (address/location) User Name: Enter your Wayne State University User ID Password: Enter your Wayne State University User password Click Submit User Name Password

3 On the Main Page 2. On the Home Page, select from the menu below the ACERS banner: Forms, Utilities or Reports Forms - Completed for reimbursement or purchase requisitions Utilities Access for Owners/Managers to add or delete users, department and corporations Reports Access for Owners/Managers to print reports for reimbursement or purchase requisitions for approval signature Choose Form from the menu across the top 3. Select Activity: Expense Reimbursement or Purchase Requisition from the menu on the left

4 REIMBURSEMENTS Expense Reimbursement Select from: Editing Existing Form edit/change an already existing form Create Form create a new reimbursement form Delete Form delete a form generated in error EDITING EXISTING FORM (Expense Reimbursement) Click Editing Existing Form from the left menu Search existing form by: 1. Form number 2. Creation Date 3. User that initiated the form 4. Click Locate Form at the bottom of the selection box when done

5 Search Results all results are applicable to search request. Ex: if the search request is by last name, you will only see that persons results: 1. Select from the list 2. Click edit when done How to Edit a Form (Expense Reimbursement) When the screen Expense Reimbursement Report appears edit/change the necessary information Click the pencil next to the title to edit information. Ex: Department Information or Payee Information

6 Click Add More Expense at the bottom of the screen to add additional expenses to the report This will allow user to add additional expenses of a different type to the same report Fields with an asterisk are Required fields (must be filled) Click Print Report in PDF or Printable Form in HTML when done to print. (See Print Report for detail) Edit Department Information (Expense Reimbursement) Click the pencil next to the title Department Information The form Edit Department Information will appear Fields with an asterisk are Required fields (must be filled) Click inside the field to make changes to that field Scroll to the bottom to the screen to: 1. Reset to restore the users original information 2. Save and Exit save the changes made to the Individual or Company information and return to Home page 3. Save & Back to Main Form save the changes made and return to the main form

7 Edit Payee Information (Expense Reimbursement) Click the pencil next to the title Payee Information The form Edit Payee Information will appear Select what type of changes to be made Individual or Company Click inside the field to make changes to that field Scroll to the bottom to the screen to: 1. Reset to restore the users original information 2. Save and Exit save the changes made to the Individual or Company information and return to Home page 3. Save & Back to Main Form save the changes made and return to the main form

8 How to Add More Expense (Expense Reimbursement) Click the Add More Expense button on the bottom of the Expense Reimbursement Report screen Select the type of expense, by clicking inside of the radio button

9 Select Hosting, General Expense or Travel - this will bring up a blank form for entering additional expenses Fields with an asterisk are Required fields (must be filled) Scroll to the bottom of the screen and make a selection: 1. Add Another Expense allow you to add another expense of the same type 2. Add a Different Expense Type - will allow you to select another expense, such as: Hosting, General Expense or Travel 3. Reset - to restore the users original information 4. Save and Exit - save the changes made to the Individual or Company information and return to Home page 5. Save & Back to Main Form - save the changes made and return to the main form

10 How to Print a Report (Expense Reimbursement) At the top of the form there are two ways of printing the form, Print Report in PDF or Printable form in HTML 1. Print Report in PDF click the title Print Report in PDF it will automatically start the Adobe Acrobat reader. A file download box will appear (see below), click Open. Once the report appears, click File on the adobe toolbar, then Print from the file list, or click the small printer on the adobe toolbar 2. Printable form in HTML click the title Printable Form in HTML will automatically open IE (Internet Explorer). Click File on the IE toolbar, then Print from the list, or click the small printer on the IE toolbar Click Print Report in PDF (shown below) Click Open or Save when the PDF Download box s appear

11 Clicking Open on the File Download box will automatically open the report in PDF Print the Report by clicking: 1. File on the Adobe Acrobat Tool bar 2. Scroll down and click PRINT

12 Step 1 CREATE FORM (Expense Reimbursement) From the main page select from the left menu under Expense Reimbursement Click Create Form from the left menu Fields with an asterisk are required fields (must be filled) Charge Initiated By - Default is Users Name Corporation - Select appropriate corporation from drop down menu Department - Verify the defaulted information. If the defaulted information is incorrect, select the appropriate department from the drop down box Department Address - Once the department is selected the address for that department will populate the field Department Address if incorrect, select correct address from the drop down list Telephone - Enter your 10 digit department phone number ex. ( ) Comment - Enter any pertinent information regarding the vendor, payee, etc. Save and Exit - if you wish to exit the form and complete at a later time or Continue - to proceed to next step Click Continue will automatically go to Step 2 Payee Information

13 Step 2 Create Payee Information (Expense Reimbursement) Select Individual or Company from the Payee Information screen Select Individual by clicking the radio button under Payee Information Two questions will appear, if: 1. Yes a blank form will automatically appear. Fill in all applicable information including the social security number 2. No a blank form will automatically appear. Fill in all applicable information, no social security number

14 Individual Reimbursement (Expense Reimbursement) Does an individual provide this reimbursement for services? If yes, you must include the social security number: Select the appropriate radio button Are you the payee? Select the appropriate radio button. A Yes your information will populate the field First Name - Type in the full first name of individual receiving reimbursement, if different from default information Last Name - Type in last name of individual receiving reimbursement, if person is different from defaulted information Telephone Number - Enter the 10 digit phone number of department of individual to be reimbursed ex. ( ) Address - Enter home address of person receiving reimbursement City - Home city of person receiving reimbursement State - Home state of person receiving reimbursement Zip Code - Home zip code of person receiving reimbursement Save and Exit - if you wish to exit the form and complete at a later time or Continue - to proceed to next step

15 Company Reimbursement (Expense Reimbursement) Select Company radio button under Payee Information Is this reimbursement for service provided by a non-corporate entity? If yes, you must include the TAXID: Select the appropriate radio button Company Name - Enter name of company to be reimbursed Telephone Number - Enter 10 digit phone number of company to be reimbursed ex. ( ) Address - Enter address of company to be reimbursed City - Enter city of company to be reimbursed State - Enter state of company to be reimbursed Zip - Enter zip code of company to be reimbursed Save and Exit - if you wish to exit the form and complete at later time or Continue - to proceed to next step

16 Step 3 Prepaid/Advance (Expense Reimbursement) Enter dollar amount of prepaid/advance given to individual by department Decimal points must be ex. (500.00) with NO $ in front If there are no prepaid/advance amount given, Save and Exit if you wish to exit the form and complete at a later time or Continue to proceed to next step Select Continue

17 Step 4 Business Purpose of Expense(s) (Expense Reimbursement) Select the radio button next to the expense purpose e.g. Hosting, General Expense or Travel Hosting Request reimbursement for: business luncheons, dinner parties or holiday parties etc. have been provided by either an individual or company General Expense Request reimbursement for: membership dues, business subscriptions, prepaid registration fees/hotel deposits, travel advances, supplies, etc Travel - Request reimbursement for: out-of-town travel expenses, including conference fees, lodging, air/rail/bus fares, etc Select the radio button next to the type of expense incurred Select Hosting

18 a) Hosting (Expense Reimbursement) Business Purpose of Expense(s) - Enter description of business purpose of event, ex Resident Graduation Party, Luncheon to Discuss Employee Review, Faculty Recruitment Dinner, etc. Fund # - For Corporate Accounting Department use only Department # - Enter FMRE 4 digit department number to be charged Grant # - Enter grant number to be charged (if known) GL # - For Corporate Accounting Department use only Date - Enter date of hosted event ex. ( ) Hosted by - Enter name of person or department who hosted the event List of Attendees - Enter the name of person (s) attending event ** List of Attendees field should only be used when there are less than 5 people See Attached - To be used when list of attendees is 5 or greater Title/Affiliation - Enter Title and Affiliation for the attendees of this event ex. Dean/School of Medicine if selected See Attached, this field will not be completed Total - System will sum all totals as you enter data.

19 To proceed: 1. Add Another Expense if applicable 2. Add a Different Expense if applicable 3. Reset (Clears all fields and allows re-entry of data) 4. Save and Exit - if you wish to exit the form and complete at a later time 5. Submit - to close form for editing or print form for attachment of receipt(s) and signature of Authorized Signer Submit was selected and below is an example of a completed Expense Reimbursement form with a Travel Event ** This form can be edited, by clicking Edit the Form. You can change a section (Department, Payee, or Expense) by clicking on the pencil icon or selecting Add More Expense if the edit is for another expense

20 b) General Expense (Expense Reimbursement) Fund - For Corporate Accounting Department use only Department # - Enter 4 digit FMRE department number to be charged Grant # - Enter grant number to be charged (if known) GL # - For Corporate Accounting Department use only Invoice Date - Enter date of invoice ex. (08/30/2004) Invoice Number - Enter number from invoice if there is one Vendor account number - Enter account number assigned by the Vendor Item description - Enter description reimbursement requested, ex Dues, Subscription to, Registration fee for Supplies for or list of items, etc. Total - Enter total amount to be paid To proceed: 1. Add Another Expense if applicable 2. Add a Different Expense if applicable 3. Reset (Clears all fields and allows re-entry of data) 4. Save and Exit if you wish to exit the form and complete at a later time 5. Submit to close form for editing or print form for attachment of receipt(s) and signature of Authorized Signer

21 c) Travel Expense (Expense Reimbursement) ** Each travel day must be entered as a separate travel expense item Business purpose of event - Enter the name of the Conference, Date and Location of Conference, ex. (AAMC Annual Meeting, 7/11/2004, Denver, Colorado, etc.) Fund # - For Corporate Accounting Department use only Department # - Enter 4 digit FMRE department number to be charged Grant # - Enter grant number to be charged (if known) GL # - For Corporate Accounting Department use only Date - Enter date travel began Air/Bus/Rail - Enter total amount of air, bus or railroad travel as appropriate Taxi - Enter total amount paid daily for taxi service, include tips Rental Car - Enter total amount used for rental put on last days expenses Parking - Enter total paid per day for parking include tips Lodging - Enter total per day rate and all applicable taxes paid for room rental Conference Fee - Enter total paid for conference put on first days expenses Breakfast - Enter the allowable per-diem amount of meals Lunch - Enter the allowable per-diem amount of meals Dinner - Enter the allowable per-diem amount of meals Other Description - Enter description of other services paid for not included above, ex. (tips valet, room service, mileage, internet access, gasoline etc.) Other Amount - Totals from previous field Total - System will add up totals as you enter data

22 To proceed: 1. Add Another Expense if applicable 2. Add a Different Expense if applicable 3. Reset (Clears all fields and allows re-entry of data) 4. Save and Exit if you wish to exit the form and complete at a later time 5. Submit to close form for editing or print form for attachment of receipt(s) and signature of Authorized Signer

23 DELETE FORM (Expense Reimbursement) Select Forms from the top menu Select Delete Form from the left menu under Expense Reimbursement Search existing form by: 1. Form number 2. Creation Date 3. User that initiated the form 4. Click Locate Form at the bottom of the selection box when done Search Results all results are applicable to search request. Ex: if the search request is by last name, you will only see that persons results. Click delete at the bottom of the selection box

24 Check the form to make sure it is the correct form Scroll to the bottom of the screen, click delete when done A pop-up box will appear Click OK on the Microsoft Internet Explorer pop-up box A confirmation screen will appear Make another selection from the left menu or select from the top menu

25 REQUISITIONS Purchase Requisition Select from Edit Existing Form, Create Form or Delete Form Editing Existing Form Edit/change an already existing form Create Form Create a new reimbursement form Delete Form Delete a form generated in error EDITING EXISTING FORM (Purchase Requisition) Select Form from the top menu Click Edit Existing Form from the left menu Search existing form by: 1. Form number 2. Creation Date 3. User that initiated the form Click Locate Form at the bottom of the selection box when done

26 Search Results all results are applicable to search request. Ex: if the search request is by last name, you will only see that persons results. Verify the Requisition number found in the left corner of the screen Scroll to the bottom of the screen, click Edit

27 Click inside of the field to edit/change information When done: 1. Save & Exit saves the corrected form and return to the main screen 2. Continue opens a data entry screen to add more purchase requisitions Click Continue opens a blank data entry form. This form MUST be completely filled out before you can Add Another Item, Save & Exit or Submit Click Submit to return to the main edited form

28 The main form can be printed in.pdf or make additional changes Scroll to the bottom of the Purchase Requisition form screen Click the button Print in PDF A File Download box will appear - Click Open Results a printable form will appear in Adobe Acrobat PDF Print two copies Submit one copy to the Department and keep one copy for your record

29 CREATE FORM (Purchase Requisition) Click Create Form from the left menu Initiated: Enter name of person initiating charge defaults Telephone: Enter 10 digit phone number of person initiating charge ex. ( ) Corporation: Select appropriate corporation from drop down menu Fund #: For Corporate Accounting Department use only Department #: Enter FMRE 4 digit department number to be charged Grant #: Enter grant number to be charged, if known GL #: For Corporate Accounting Department use only Deliver To: Enter complete name and address of person to receive delivery (Use the enter key to move to next line) Vendor: Leave blank Vendor Name: Enter name of the company and address of person to receive delivery Department Contact: Enter name of person Corporate Accounting Department should contact with questions Order Instructions: Enter special instructions for delivery of goods Department Telephone: Enter 10 digit phone number of department initiating charge ex.( ) Department Address: Enter complete address of department initiating charge (Use the enter key to move to next line) Requisitioned By: Enter full name of person initiating the requisition Department Authorized Signer: Enter name of person who can authorize charge(s) To Proceed: 1. Add Another Expense if applicable 2. Add a Different Expense if applicable 3. Reset (Clears all fields and allows re-entry of data) 4. Save and Exit if you wish to exit the form and complete form at a later time 5. Submit to close form for editing or print form for attachment of receipt(s) and signature of Authorized Signer

30 DELETE FORM (Purchase Requisition) ** Follow the same guidelines for deleting as in Expense Reimbursements (see pages of the complete manual) BLANK FORM (Purchase Requisition) To print a blank form: 1. Click Blank Forms from the left menu 2. Select Blank Expense Reimbursement Form or Blank Requisition Form from the center of the screen 3. This will automatically activate Adobe Acrobat PDF Select Blank Expense Reimbursement Form or Blank Requisition Form Results Adobe Acrobat will be activated and the file will appear in PDF format

31 SCHOOL OF MEDICINE Affiliated Corporation Expense Reimbursement Site 1. Open Internet Explorer MANAGERS/OWNERS Type the URL (address/location) User Name: Enter your Wayne State University User ID Password: Enter your Wayne State University User password Click on Submit 2. On the Home page, select from menu below ACERS banner: Forms, Utilities or Reports Forms -Completed for reimbursement or purchase requisitions Utilities Access for Owners/Managers add or delete users, departments and corporations Reports Access for Owners/Managers to print reports for reimbursement or purchase requisitions for approval signature Select Utilities from the top menu

32 LIST OF MANAGERS (MANAGERS/OWNERS) List of Managers displays a list of managers with WSU ID s they have the capability to Add, Delete, or Edit data/information in the ACERS system ADD A MANAGER (MANAGERS/OWNERS) To add a manager to the list, complete the following fields: 1. Manager ID *required field (enter Medical School ID) 2. Group Name - Enter name of group Manger associated with ex. Fund for Medical Research 3. Super Manager - Using drop down menu highlight and select the appropriate name of (person report to) Super Manager for the new Manager 4. Department - *required field. Using drop down menu highlight and select the appropriate department for the new user 5. Click Add New Manager button on the right

33 DELETE MANAGERS (MANAGERS/OWNERS) Select List of Mangers from the left menu Locate the manager from the alphabetical listing Click on the radio buttons next to the Manager s name Scroll to the bottom of the page and click Delete EDITING A MANAGER (MANAGERS/OWNERS) Select List of Managers from the left menu Locate the manager from the alphabetical listing Click on the radio button next to the Manager s name Scroll to the bottom of the page and click Edit The fields to be edited: Super Manager and Department Click Submit Changes to change edited fields or Reset to clear fields edited

34 LIST OF USERS (MANAGERS/OWNERS) List of Users - displays a list of users with WSU ID s that have the capability to enter Reimbursements and Requisitions ADD A NEW USER (MANAGERS/OWNERS) To add a new user to the list, complete the following fields: 1. User ID - *required field, Enter Medical School ID 2. First Name - *required field, Enter full first name of new user 3. Last Name - *required field, Enter full last name of new user 4. ACERS Status - *required field, Verify defaulted information, if incorrect click on drop down and select the appropriate ACERS status 5. Direct Manager - Using drop down menu highlight and select the appropriate Direct Manager for the new user 6. Department - *required field. Using drop down menu highlight and select the appropriate department for the new user Click Add New User

35 DELETING USERS (MANAGERS/OWNERS) Select List of Users from the left menu Locate the user from the alphabetical listing Click on the radio buttons next to the User s name Scroll to bottom of page and click Delete Click the button, if you are sure to delete the user above Delete EDITING A USER (MANAGERS/OWNERS) Select List of Users from left menu Locate the user from the alphabetical listing Click on the radio button next to the User s name Scroll to bottom of page and click Edit The fields to be edited: Super Manager, Department and User Status Click Submit Changes to change edited fields or Reset to clear fields edited

36 LIST OF DEPARTMENTS (MANAGERS/OWNERS) List of Departments displays a list of departments that are capable of using the ACERS system ADD A NEW DEPARTMENT (MANAGERS/OWNERS) To add a new department to the list, complete the following fields: 1. Department Name - *required field, type in the name of the new department 2. Department Address - *required field, type the address of the new department Click Add New Department button top right DELETE DEPARTMENT (MANAGERS/OWNERS) Select List of Departments from the left menu Locate the department from the alphabetical listing Click on the radio buttons next to the Departments name Scroll to bottom of page and click Delete EDITING A DEPARTMENT (MANAGERS/OWNERS) Select List of Departments from left menu Locate the department from the alphabetical listing Click on the radio button next to the Department name Scroll to bottom of page and click Edit The fields to be edited: Department Name and Department Address Click Submit Changes to change edited fields or Reset to clear fields edited

37 LIST OF CORPORATION (MANAGERS/OWNERS) List of Corporations displays a list of corporations that funds are withdrawn from ADDING A NEW CORPORATION (MANAGERS/OWNERS) Select Utilities from the top menu Select List of Corporations from left menu To add a new corporation completes the following fields: 1. Corporation Name - *required field, type the corporation acronym ex. UPG 2. Description - *required field, type the full name of corporation ex. University Physician Click Add New Corporation button on the right New Corporation is added to alphabetical listing DELETE A CORPORATION (MANAGERS/OWNERS) Select List of Corporations from the left menu Locate the corporation from the alphabetical listing Click on the radio button next to the Corporations name Click the Delete button EDIT A CORPORATION (MANAGERS/OWNERS) Select List of Corporations from left menu Locate the corporation from the alphabetical listing Click on the radio button next to the Corporations name Scroll to the bottom of the page and click Edit Click Submit Changes to change edited fields or Reset to clear fields edited

38 LOGFILE (MANAGERS/OWNERS) VIEW ONLY Log file displays users activity EXCHANGE ACERS ROLES (MANAGERS/OWNERS) Exchange Acers Roles allows a super user to assume the role of another user

39 REPORTS Expense Reimbursement/Purchase Requisition (MANAGERS/OWNERS) Select Report from the top menu Click Expense Reimbursement or Purchase Requisition from the left menu Click Expense Reimbursement/Purchase Requisition from the left menu Search existing form by: 1. Form number 2. Creation Date 3. User that initiated the form 4. Click Locate Form at the bottom of the selection box

40 Search Results all results are applicable to search request. Ex: if the search request is by last name, you will only see that persons results. Select the form Click report at the bottom of the screen Click Open when the Microsoft File Download box appear

41 Results a printable form will appear in Adobe Acrobat PDF

42 Contact Information Contact MSIS Helpdesk Phone: (313) (off campus) (on campus) Location: MSIS 1313 Scott Hall, 540 E. Canfield, Detroit, MI Working Hours: 8.30 a.m. to 5.00 pm (Monday -Friday) Useful Links: MSIS Applications MSIS Web Page Medical School Web Page Wayne State University Web Page