Creating a Reimbursement Request

Transcription

1 Working with Reimbursement Requests Quick Start Guide If your organization is set up to use reimbursement requests, you can use Works to request a reimbursement for purchases you made with your personal funds and attach a purchase request (if applicable). For example, if you have an approved purchase request, but were unable to pay for a transaction with your purchasing card, you can attach the reimbursement request to the approved purchase request. The Group Proxy Reconciler is the only role that allows one user to submit reimbursements on behalf of another user. Important: To allow users to create reimbursement requests, your company must select the Document option, Allow users to create reimbursement requests. Administrators may set this option at Administration > Configuration > Document Settings > Transactions and Reimbursements. 1 Creating a Reimbursement Payee Request To create a reimbursement request, complete the Reimbursements screen with Draft reimbursements displays. 2. Click Create on the right. 3. Select Create Reimbursement. 4. Complete the following within the General section: Reference Reference number is an arbitrary number that allows you to associate multiple documents (transactions and/or reimbursement requests) without attaching the documents to each other. Date Purchased Vendor Reimbursee Enter the date goods/services were purchased in mm/dd/yyyy format, or click the Calendar to select a date. Enter the merchant who provided the requested goods or services. Reimbursee name defaults to your name. This is the user that should receive the reimbursement. Important: If you have the Proxy Reconciler role, the Reimbursee name may be changed. A Group Proxy Reconciler is the only role that allows a user to submit reimbursements on behalf of another user. Name This field should default to match the Reimbursee selected to receive the reimbursement. Important: This field is intended to direct how the payee name should display on the reimbursement check. Users may edit this field for their own reimbursement requests. Proxy Reconcilers may edit this field for users for whom they have authority to submit reimbursements. Payee ID These fields should default to match the Reimbursee selected to receive the reimbursement. Allocation Enter a description of the item, select a category type, dollar amount to be reimbursed, select GL values from the list that displays by clicking in the GL segment box. Comments Enter comments, if needed. 5. Click Save. A confirmation displays. 6. Click Save and Submit. Note: To save the request to the Draft queue without submitting, click Save. 1

2 2 Editing Reference Information To edit reference information on a reimbursement, complete the 4. Edit any of the following, as needed: Reference Date Purchased Vendor Reimbursee Payee Name Payee ID 5. Click Add Comment. 6. Enter text in the Add Comment window, if desired. 7. Click OK. 8. Click Save and Submit. 9. Add comments, if needed. 10. Click OK. A confirmation message displays. 3 Editing an Allocation Line To edit an allocation line, complete the The Reimbursement Details screen displays. 4. Edit any of the following, as needed: Description Edit the description for the allocation. Category Select an option from the Category menu. Note Amount GL# 5. Click Save and Submit. Enter comments regarding the Category (if applicable). Important: A Scaled Expense Category may be used with reimbursement requests and requires a calculation of one number against a scale or rate. An example is mileage. This is a cash transaction where the user enters the number of miles and the appropriate scale/rate will determine the actual reimbursement amount. Enter an amount to be allocated. This field does not apply to a Scaled Expense Category. Enter or edit the allocation code in the GL# box. Important: If restricted to using predefined allocation codes, click in the GL# box to select an allocation code from the allocation menu that displays. 6. Add comments, if needed. 7. Click OK. A confirmation message displays. Adding an Allocation Line 4To add an allocation line, complete the Note: Click the Flagged tab, if desired. 4. Click Add. 5. Select the number of allocation lines to add. 6. Enter a Description for the allocation. 7. Select an option from the Category menu. 8. Enter Note comments regarding the Category, if applicable. Note: A Scaled Expense Category may be used with reimbursement requests and requires a calculation of one number against a scale or rate. An example is mileage. This is a cash transaction where the user enters the number of miles and the appropriate scale/rate will determine the actual reimbursement amount. 2

3 9. Enter or edit the Amount to be allocated. This step does not apply to a Scaled Expense Category. 10. Enter an allocation code in each GL# box to identify how the segment will be allocated. Note: If restricted to using predefined allocation codes, click in the GL# box to select codes from the allocation menu that displays. 11. Click Save and Submit. 12. Add comments, if needed. 13. Click OK. A confirmation message displays. 5 Removing an Allocation Line To remove an allocation line, complete the Attaching Reimbursement Requests to a Purchase Request 7To attach one or more reimbursements to a purchase request, complete the 2. Click a Reimbursement tab, if desired: 3. Select the check box for each reimbursement. 4. Click Attach. The Select a Purchase Request window displays. 4. Select the check box for the allocation row to be removed. 5. Click Remove. 6. Click Save and Submit. 7. Add comments, if needed. 8. Click OK. A confirmation message displays. 6 Deleting a Reimbursement Request You can delete a reimbursement request that is saved as a draft or if a reimbursement request you submitted was rejected by an approver or accountant. 5. Clear the Show only open requests check box, if needed. Note: You can attach the reimbursement to a purchase request, regardless of whether the purchase request is open or closed. 6. Select a purchase request. 7. Select the Close Purchase Request & sign off all attached transactions and reimbursements check box to close the purchase request and sign off on all other payable documents currently attached to the request, if needed. 8. Click Attach. A confirmation message displays. To delete one or more reimbursement requests, complete the 2. Select the check box for each reimbursement. 3. Click Delete. 4. Click OK. A confirmation message displays. 3

4 8 Detaching To detach a transaction from a purchase request, complete the 2. Click a reimbursements tab, if necessary: 9 Adding Reimbursement Requests to an Expense Report To add one or more reimbursement requests to an expense report, complete the Note: Click the Signed Off tab for signed off reimbursements, if desired. 2. Select the check box for each reimbursement. 3. Click Add to Expense Report. The Add to Expense Report window displays. 4. Complete one of the following options: To add to an existing Expense Report: Select an expense report from the list that displays. Click OK. A confirmation message displays. To add to a new Expense Report: a Reimbursement from a Purchase Request 3. Click Document for the reimbursement. 4. Select Detach. Note: The Detach option displays only if the reimbursement is currently attached to a purchase request. Select New Expense Report from the drop-down menu. Enter the Expense Report Name in the box. Enter a Description in the box, if desired. Click Sign-off on report and all expense report documents check box, if desired. Note: This option should only be used when all the transactions and reimbursements for the expense report have been added. If other items will be included in the expense report at a later time, do not check this option. 10 Marking the Receipt Status for Reimbursement Requests To verify the physical receipt status for one or more reimbursement requests, complete the 2. Select the check box for each desired reimbursement. 3. Click Receipt. The Receipt window displays. 4. Select an option: No receipt Yes, I have the receipt 5. Enter Comments in the box. Note: Comments are required if No receipt is selected. 11 Marking the Receipt Status for Reimbursement Requests If your organization uses Receipt Imaging, you can upload a new receipt image from your desktop or a stored receipt image and attach it to a reimbursement request. To upload a receipt image from your desktop into Works or attach a stored receipt to a reimbursement request, complete the Note: To select reimbursements in another queue, click the desired tab. 2. Click Document for the reimbursement associated with the receipt image. 3. Select Manage Receipts. 4. Click Add. A drop-down menu displays. 5. Complete one of the To Attach a Stored Receipt Image: Click Stored Receipt. Select a receipt from the list that displays. Click OK. A confirmation message displays. 4

5 To Upload and Attach a New Receipt Image: Select New Receipt. The Add Receipt window displays. Click Browse to locate the receipt image you wish to upload. - Select the desired receipt image. - Click Open. The file name displays in File to Add. Click the calendar to enter a Receipt Date. Enter a Description in the box. Click OK. A confirmation message displays. 12 To remove one or more attached receipt image(s) from a reimbursement request, complete the Note: To select items in another queue, click the desired Reimbursements tab. 2. Click Document of the reimbursement associated with the receipt image. 3. Select Manage Receipts. The Receipts window displays. 4. Select the check box for each receipt image to be removed. 5. Click Remove. Removing Attached Receipt Images 6. Click OK. A confirmation message displays. 13 To sign off reimbursement requests, complete the 2. Select the check box for each desired reimbursement. 3. Click Sign Off. Signing Off Reimbursement Requests 4. Enter comments in the box, if desired. 14 Printing Reimbursement Requests To print one or more reimbursement requests, complete the 2. Select the desired queue where the reimbursement exists, if desired: 3. Select the check box for each desired reimbursement. 4. Click Print. The Print window displays. 5. Select one of the following from the Print menu: Summary Click Summary to print specific columns of information and edit the column order. Details Details & Summary Go to step 6. Click Details to print all available details for the selected reimbursement(s). Go to step 8. Click Details & Summary to print both versions of the reimbursement detail with specific columns and to edit the column order. Go to step Select an item in the Available column, as desired. 7. Click the right arrow to add the item to the Included column. Notes: To remove an item, select an item in the Included column, then click the left arrow. To change the order, select an item in the Included column, then click up or down arrows. 8. Click Print Preview. 9. Click Print on the right of the Print Preview window. 10. Click Print. Note: Some organizations require comments to be added prior to sign off. General disclaimer for Bank of America Merrill Lynch, visit bankofamerica.com/disclaimer 5