SUBMIT AN ADVANCE REQUEST

Transcription

1 SUBMIT AN ADVANCE REQUEST Step-by-Step Instructions on using the Minerva Menu options All advances must comply with the Reimbursement of Expenses Policy. Prepared by Finance Infrastructure & Support, Financial Services [2013]

2 QUICK STEPS How to Submit an Advance Request for Yourself (detailed instructions)* 1. Select the Employee/Finance Menu option in Minerva 2. Select the Advances and Expense Report menu 3. Select Submit a Request for an Advance 4. Select Submit an Advance Request For Yourself 5. Enter the Destination and Start and End dates 6. Select the Advance Type and Purpose 7. Enter a detailed description for the advance 8. Enter the amount being requested and the Fund code to charge 9. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC), where the claimant is anyone other than the grantee or where a Third party payment is being issued, enter the Claimant Affiliation 10. Click on Continue to proceed to the next screen 11. Verify FOAPAL information and if needed, split FOAPALs see instructions below 12. Click on Save and View to verify the request 13. Click on Complete Submit request 14. Click on Print and mail hard copy to above address 15. Ensure the appropriate individuals sign the request 16. Attach a copy of all receipts (if needed) and send the advance to the address indicated at the top left-hand corner of the request How to Submit an Advance Request for Someone Else (detailed instructions)* 1. Select the Employee/Finance Menu option in Minerva 2. Select the Advances and Expense Report menu 3. Select Submit a Request for an Advance 4. Select Submit an Advance Request for Someone Else 5. Enter the McGill ID of the responsible person 6. Enter the Destination and Start and End dates 7. Select the Advance Type and Purpose 8. Enter a detailed description for the advance 9. Enter the amount being requested and the Fund code to charge 10. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC), where the claimant is anyone other than the grantee or where a Third party payment is being issued, enter the Claimant Affiliation 11. Click on Continue to proceed to the next screen 12. Verify FOAPAL information and if needed, split FOAPALs see instructions below 13. Click on Save and View to verify the request 14. Click on Complete Submit request 15. Click on Print and mail hard copy to above address 16. Ensure the appropriate individuals sign the request 17. Attach a copy of all receipts (if needed) and send the advance to the address indicated at the top left-hand corner of the request Splitting FOAPALs (detailed instructions)* In the FOAPAL information screen of an advance request: 1. TAB through the FOAPAL fields and modify the transaction amount to be charged to the first FOAPAL sequence

3 2. Click the Add New FOAPAL button 3. Enter the new Fund code 4. TAB through the Organization, Account, and Program code fields 5. Override the Activity/Location codes if required 6. Modify the transaction amount if more FOAPAL sequences will be added and repeat steps When all FOAPALs have been added, click the Save and View button to continue submitting the advance request How to Submit an Advance Request for a Third Party Prepayment (detailed instructions)* 1. Select the Employee/Finance Menu option in Minerva 2. Select the Advances and Expense Report menu 3. Select Submit a Request for an Advance 4. Select Submit an Advance Request for Yourself/Someone Else 5. Enter the McGill ID of the responsible person - ONLY if using the menu option Submit an Advance Request for Someone Else 6. Enter the Destination and Start and End dates 7. Select the Advance Type and Purpose 8. Enter a detailed description for the advance 9. Leave the amount field blank 10. Enter the Fund code to charge 11. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC), where the claimant is anyone other than the grantee or where a Third party payment is being issued, enter the Claimant Affiliation 12. Select if the Third Party is a resident outside of Canada 13. Enter the Last/First or Vendor name 14. Enter Payment Details (the first 30 characters of entered text will be printed on the cheque stub) 15. Select the Cheque Currency Type 16. Enter the amount requested for the advance 17. Enter the Address of the Third Party 18. Click on Continue to proceed to the next screen 19. Verify FOAPAL information and if needed, split FOAPALs see the instructions for splitting FOAPALs 20. Click on Save and View to verify the request 21. Click on Complete Submit request 22. Click on Print and mail hard copy to above address 23. Ensure the appropriate individuals sign the request 24. Attach a copy of the invoice and send the advance to the address indicated at the top left-hand corner of the request How to Open an Advance Request You Started and Saved (detailed instructions)* 1. Select the Employee/Finance Menu option in Minerva 2. Select the Advances and Expense Report menu 3. Select Submit a Request for an Advance 4. Select Open an Advance Request You Started and Saved 5. Choose the advance request you want to modify and click Open 6. TAB through the fields to make the necessary changes 7. Follow the same steps as you would to submit an Advance Request for Yourself/Someone Else

4 Need help using these Minerva menu options? Contact the Finance Help Desk at or send us an at * Tutorials are available in mycourses see the Accountable Advances module > Submitting an Advance page. For access to the online course (mycourses), the Finance Help Desk at with your full name and McGill ID. Submit an Advance Request for Yourself Available in the following Minerva menus: Employee Finance (Fund) Administration Click HELP for stepby-step instructions. Header Information displays who is requesting the advance request (Requestor) - name, McGill ID, and contact information for the person who is logged in to Minerva. In this case, it also indicates that you are the Claimant. Note: Header Information is populated from your Human Resources (HR) record on file. If any of the displayed information is incorrect, update your address in the Employee tab of Minerva, or, send an to hr.hr@mcgill.ca. If you have any Outstanding Accountable Advances (past due from 30 days after the trip end date, as indicated on the advance) they will be listed directly underneath the Header Information. These must be reconciled before you request another advance you must submit an expense repo

5 TIP: Required fields* must be entered in sequence. Use the TAB key on your keyboard to navigate through the fields. TIP: Be sure to read the text displayed to the right-hand side of select fields - additional instructions are sometimes provided. 1. In the Destination city field, enter the city which you will be visiting for the purpose of the trip. 2. TAB to the next field. 3. Select the appropriate Province/State from the drop-down menu. 4. Select the appropriate Destination country from the drop-down menu. 5. In the Start date field, enter the date when you plan to start travelling (i.e. the date you will leave Montreal) in the format DD-MON-YYYY or click on the calendar icon to select a date. If requesting an advance for expenses which will be incurred in Montreal (subject payment, living allowance, petty cash advance), the entered date must be future dated cannot be a date prior to the hard copy of the advance being received at the Travel Desk. 6. In the Return date field, enter the date when you plan to return from travelling (i.e. the date you will arrive back in Montreal) in the format DD-MON-YYYY or click on the calendar icon to select a date. If requesting an advance for expenses which will be incurred in Montreal (subject

6 payment, living allowance, petty cash advance) enter the same date as the Start Date. (In these cases, the Return date may be the same date as the Start Date). Note: The start and return dates must reflect the entire duration of the trip regardless of whether or not you stayed extra days for personal travel. 7. Select an Advance Type from the drop-down menu: Type Explanation Out-of-pocket in advance of trip Used to cover payments already made from the claimant's own pocket. For example, air fare or conference fees were paid by personal credit card before leaving for a trip. Payment may only be issued in Canadian dollars $ and may be requested at any time. Claimants may only be McGill faculty, staff, or students. A copy of the invoice/receipt must be submitted, indicating proof of payment, with the advance keep the original invoice to submit with the expense report. Only the exact out-of-pocket amount in Canadian dollars $ will be advanced. Third party pre-payment Used for payments made directly to agencies, hotels, or for conference registration. For example, an invoice is received, and you wish to issue payment directly to that organization for the upcoming trip - payment will come out of the fund directly. Third Party Prepayments can be requested by staff, on behalf of students and visitors. Payment may be issued in any currency and may be requested at any time. A copy of the invoice must be submitted with the advance - keep the original invoice to submit with the expense report. Cash advance Used to cover anticipated expenses to be incurred during the trip. Should be limited to field studies, extended trips, and trips which occur in countries where cash is the only mode of payment. Cash Advances may only be requested 30 days prior to the start of the trip to cover anticipated expenses to be incurred during the trip. Claimants for cash advances may only be McGill faculty, staff, or students. Payment may only be made in Canadian dollars $. TIP - Montreal based conference registrations: For conferences in Montreal, where no other expenses will be claimed, payment for conference registration may be made by submitting an expense report (third party payment) instead of submitting an advance.

7 8. Select a Purpose from the drop-down menu: Purpose Explanation Travel To attend conferences or meetings. Subject Payments For research studies - compensation given to participants for undergoing experimental testing. (Cannot be issued for more than a 6 month period.) Field Advance For research being done over an extended period of time, off campus or at a remote location. Living Allowance For visiting students from abroad who have no bank accounts - they receive an allowance and sign a receipt. Petty Cash Advance For petty cash fund replenishments. 9. In the Describe purpose field, describe the trip/nature of the expenses to be incurred in sufficient detail so that anyone reading the advance request may easily assess the University business or research reason for the incurred expenses. For advances that are greater than $5000, provide a breakdown of the advance amount e.g. airfare $5000 and hotel $1000. Note: Include research details and/or the full conference name (no acronyms) if applicable. If you are paying expenses for someone else who will be travelling, indicate their full name. If requesting an advance on a research grant, and you are not the Principal Investigator, your affiliation with the Principal Investigator s research group must be specified (e.g. student, co-applicant, research fellow etc.). 10. In the Canadian Amount $ field, enter the total amount being requested for the advance. If you selected Third party pre-payment as the advance type, leave this field blank. Note: Payment may only be issued in Canadian dollars. If payment was made in a foreign curency, use the exhange rate on your credit card statement or the rate derived from the Bank of Canada website ( 11. In the Fund Code field, enter the fund which will be charged for this advance request. You will be able to split FOAPALs on the next screen. Note: Minerva will validate the status of the fund before allowing you to continue to the next screen. However, it will not check for an available fund balance. 12. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC), where the claimant is anyone other than the grantee, in the Claimant Affiliation field, enter the Claimant s affiliation with the grantee s research group (maximum of 75 characters). Examples of affiliation: Graduate Student Research Staff

8 Collaborator Visiting Researcher Guest Speaker Project Manager Postdoc Note: If a Tri-Agency grant will be charged for a Third Party Payment, the Claimant Affiliation field must be completed - who the expense is for and their affiliation to the research group must be specified. If you selected Out-of-pocket in advance of trip or Cash advance as the advance type in Step 7, leave the Third Party payments section blank and click the Continue button. If you are making a Third party prepayment, follow the steps below. 13. In the Is the claimant a resident outside of Canada? Field, select Yes or No from the drop down menu depending upon whether or not the Third Party is a resident of Canada. 14. Enter the Last Name/Vendor Name of the Third Party. This name must match the payable to information as indicated on the invoice. 15. TAB to the next field. 16. If the Third Party is an individual, complete the First name field. If the Third Party is a Vendor/Organization, leave this field blank.

9 17. TAB to the next field. 18. Enter Payment Details. Examples of information to enter: Note: Conference registration details Invoice numbers Only the first 30 characters of entered text will be printed on the cheque stub. 19. TAB to the next field. 20. Select the Cheque Currency Type from the drop down menu. If Other is chosen, specify the currency in the Describe Purpose field used in Step In the Amount $ field, enter the face value of the invoice. There is no need to enter the $ sign. 22. TAB to the next field. 23. In the Street line 1 field, enter the address of the Third Party. 24. TAB to the next field. 25. If needed, use the fields for Street line 2 and Street line 3. Otherwise, leave these fields blank. 26. Enter the City which corresponds to the Third Party s address. 27. Select the appropriate Province/State from the drop-down menu. 28. Select the appropriate Destination country from the drop-down menu 29. Enter the Postal/Zip code which corresponds to the Third Party s address. 30. If the Phone number and address are provided on the invoice, enter the information in the respective fields. Otherwise leave these fields blank. 31. TAB to the next field. 32. Click the Continue button.

10 FOAPAL Information The FOAPAL to charge for the advance request is displayed along with the amount to be paid. 1. TAB through the FOAPAL fields and make changes as needed: Fund defaults in with the fund code entered on the previous screen. You may type over it to enter a new fund. Be sure to TAB to the next field. Orgn (Organization) and Prog (Program) codes are auto-populated based on the entered fund code. Always leave these fields as is. Acct (Account) code defaults in when submitting an advance request. Always leave this field as is. Actv (Activity) and Locn (Location) codes default in as You may override these fields. 2. Transaction amount displays the amount entered in the Canadian Amount $ field on the previous screen. You may override this field if you wish to charge only a portion of the advance request to this FOAPAL (splitting FOAPALs): Splitting FOAPALs In the Transation amount field, enter the amount to be charged to this FOAPAL and click on the Add New FOAPAL button. Another FOAPAL sequence will be created and the balance to be charged to this fund will be automatically displayed in the Transaction amount field for this sequence. TAB through the FOAPAL fields and make changes as needed. o Enter the new Fund to charge. Be sure to TAB to the next field.

11 o Orgn (Organization) and Prog (Program) codes are auto-populated based on the entered Fund code. Always leave these fields as is. o Acct (Account) code defaults in when requesting an advance request. Always leave this field as is. o Actv (Activity) and Locn (Location) codes default in as You may override these fields. o If no other FOAPALs are to be charged, leave the Transaction amount field as is and click on the Save and View button. o If more FOAPALs will be charged, enter the amount to be charged to this FOAPAL in the Transaction amount field and click on the Add New FOAPAL button. Repeat the steps above until all FOAPALs to charge have been entered. 3. Click one of the buttons to continue submitting the advance request. Back to Header will bring you to the previous screen (beginning) of the advance request. Add New FOAPAL will create a new sequence. Use this option if you wish to split the advance request amongst multiple FOAPALs. See instructions above on Splitting FOAPALs. Save and View will save the advance request and display the request on the next screen for you to verify. Select this option to continue submitting this advance request. Cancel FOAPAL will delete the FOAPAL information on this screen and brings you back to the previous screen (beginning) of the advance request. The Fund Code field will be blank and you will need to enter a new fund in order to continue submitting the advance request.

12 Save and View Option To continue submitting the advance request A summary of the entered advance request is displayed. 1. Verify the Payment Information and FOAPAL distribution sections. o Payment Information displays entered information from the first page of the advance request. o FOAPAL distribution displays all FOAPALs to be charged for this advance request. Fund Information displays information for all funds charged on this advance request and the approvers associated to each fund. o If your Unit has a local Financial Service Team (FST) in place, the FST Manager who will be electronically approving your request will be displayed. You will be sending all completed documents (paper copy and supporting documentation/receipt(s) for this request) to this person and you may contact them should you have any questions about this request. o If your Unit has no FST in place, then the Fund Administrator (in Financial Services) of the Fund being charged will be electronically approving your request. You will be sending all completed documents (paper copy and supporting documentation/receipt(s) for this request) to

13 the Travel Desk and you may contact the Travel Desk should you have any questions about this request. o The Financial Manager (or Principal Investigator) listed here must sign the paper copy of this request. If more than one fund is being charged, all of the Financial Managers listed in this section must sign the request. If you are the Fund Financial Manager and are also the Claimant, your direct superior must sign this request. 2. Click one of the buttons to continue submitting the advance request. Edit Request will allow you to make changes to your advance. It will bring you to the first screen (beginning) of the advance request. Return to Advances Menu saves the advance request and will bring you back to the Minerva options page for Submit a Request for an Advance. If you select this option YOU HAVE NOT submitted this request for processing. You will be able to continue editing this advance request by selecting the Minerva Menu Option "Open an Advance Request You Started and Saved".. Complete Submit Request will send your advance request for electronic approval and brings you to the next screen to print the request. If you select this option NO further changes can be made to this advance request. If changes are needed, you will need to contact the listed FST Manager/Fund Administrator and ask them to disapprove your request. Complete Submit Request Option To print the advance request once it has been submitted for electronic approval The completed advance request is displayed. The advance request must be printed, signed, and sent to the address displayed at the top of the request. Note: Be sure to verify where to send the request. The person and address is marked in the top left corner. If you have a local Financial Service Team in place, you will be prompted to send all completed documents to your local resource instead of the Travel Desk (3465 Durocher Street, 2nd floor). You will not receive an confirming that the advance request was successfully submitted. Each request is assigned a unique reference number that can be used to track its status. The Reference # assigned to the advance request is displayed near the top of the screen. 1. Click on Print and mail hard copy to the above address to print your request.

14 Note: Do not forget to attach a copy of all receipt(s) to your request. Keep original receipts they will be submitted when you reconcile the advance request on an expense report. 2. Click on Exit at the top right corner of the screen. 3. Ensure the appropriate individuals sign the advance request: Claimant Note: o When paying a Vendor/Organization, the Claimant signature box is left blank. Fund Financial Manager or Principal Investigator of each fund charged. If the claimant is the Fund Financial Manager, their direct superior must sign this request 4. Forward the signed Travel Advance Request to the address displayed on the advance request. If a Financial Service Team-FST has been assigned to your Unit, they will forward the request to the Travel Desk.

15 Submit an Advance Request for Someone Else Available in the following Minerva menus: Employee Finance (Fund) Administration Click HELP for stepby-step instructions. Header Information displays who is requesting the advance request (Requestor) - name, McGill ID, and contact information for the person who is logged in to Minerva. Note: Header Information is populated from your Human Resources (HR) record on file. If any of the displayed information is incorrect, update your address in the Employee tab of Minerva, or, send an to hr.hr@mcgill.ca. TIP: Required fields* must be entered in sequence. Use the TAB key on your keyboard to navigate through the fields. TIP: Be sure to read the text displayed to the right-hand side of select fields - additional instructions are sometimes provided. 1. In the Responsible McGill ID field, enter the McGill ID of the faculty, staff, or student on behalf of whom you are submitting this request. Note: Since you are the Requestor, you are not the responsible person for this advance request. The entered McGill ID dictates direct deposit information and confirms that the claimant is a McGill faculty/staff/student. The remaining fields in the advance request are exactly the same as if you were submitting an advance request for yourself. Follow the step-by-step instructions in the section Submit an Advance Request for Yourself.

16 Open an Advance Request You Started and Saved Available in the following Minerva menus: Employee Finance (Fund) Administration Use this menu option to continue, complete or correct an existing accountable advance request which you created and saved using the menu options Submit and Advance Request for Yourself or Submit an Advance Request for Someone Else. Click the Open button to continue, complete or correct the advance request. When you select this menu option: all advance requests which you have started, but which have not been submitted AND all advance requests which you have submitted and which were subsequently disapproved will be displayed on the screen - a brief summary of each advance will appear in a table. In the Reference # field, a code referring to the status of the request will be displayed. Click on the legend link or place your cursor over the code to view a description of the request status indicator.

17 Follow the same steps as you would to Submit an Advance Request for Yourself/Someone Else. Be sure to TAB through the fields.