Once travel has been completed or expenses incurred, an expense report should be created in the ERS.

Transcription

1 Once travel has been completed or expenses incurred, an expense report should be created in the ERS. Creating an Expense Report In the ERS go to Expense, and click on Create New Report B CONCUR Re quests Expense Manage Expenses Cash Advances Active Reports j"" , I Fill in the required fields (red line beside the field) for the Report Header. If you are claiming for a Research project you must also fill in For Research Related Travel/Expense Only- Traveler Affiliation. Create a New Expense Report Exceptions Up,ense Amount b ception Vou"Veentered1W1 iivaidproj!ctan<!programconm\alion. PlnHCC11Tect Repon: Header Reoor!N.arne Policy Refl(Kf011e lc'4=m=l?=&,i l aueen s rr,velpolicy [l ForReseardl RellltedlravelOnly Reporl:Key TravNfAlfilliltion - l 11soo ""'" - If you have a Request associated with the claim please click the add button in the middle of the page, you can select the request to attach to the expense and click add If you have an outstanding cash advance, a pop-up window will appear when you click Next in the bottom right hand corner, you can select the cash advance to attach to the expense report Cash Advances Ca.s h Adrva 111 oe l:l..,. ate l!ss 1J,edl Cash Advanoe-Tra IFore r.gn Am o1j111t C.A! 1, CAO ~00.00 E:x!clilan 1,e Rate Am o1j nt CA 1, CA Ballance CA 1, CA On the New Expense section of the screen, select Expense Types that correspond to your receipts ecember2015 Page 1

2 : + t.ewexpense ~ "'1><>rt Flace,pta Expenses Adding New Expense GueHHo<lslng > o:110j1201s A 0 inr>er T0«1<1to,Ont1rio c:mma V111w «~~ i O Recently Used Expen~ypes ldilel!jle l. f ul01y{s7soo) perdi All Expense Types 01. Accommodations Re<:eipte<IMeals/food M,Ga. Per ie m (USIINTLI M,10.Mis cellaneousb1>< Guest Housng b. Lunch {Sl6.00) per<:liem T,ps&Gratutiff c. Oiiner {$'3.00)perdiem MiscPn>gramCosts Ll>dgi,g-nola>con, e.,..,c d. Breakfntr..undl(Sl2.00) p,erdiem Ott,erAccomodabonEx;,ense e. Bru kfast.oinner(s59.00) perdiem O lfice~ 02. Tran sportation 1. f ol0ay (S7S.OO) perdiem Reglltrt~lrl Ai<lrle - (C&nadillndesi-,atio<,sonly) HosptalityE><penses g. lunchoilner(s~.oo) perdiem Staf!Training Ama-{lntemationalestilatons) 07. Per[);emCCa nada) Stu<le<IIIPan,cipantAClivl Anle - (IJS desmalion$ only) 1. Breakl1 sl(s1\.00) perdiem A new window will open, with required fields, for you to enter the information from the receipt New Expense I ~ Expense Type Transa ction ate Business Purpose Enter Vendor Name City of Purchase I inn er lvl I lrnil l._i_1e_eti_ng,i 1. _,1 1.,1 Payment Type Amou nt l~ c_la_im_a_nt_p_aid ~l"'~i l. ~J [ CA H cl Persona l Expense (do not reimburse) i'- C~om~m~e~n~t ~ To attach an electronic copy of your receipt, click the Attach Receipt button at the bottom of the screen (for other methods regarding attaching receipts to expense line items, see the information on Receipts) A pop-up window will appear with your saved (uploaded) receipts. Click on the checkbox beside the receipt image and then click on the Attach button to attach it to your expense report Attach Receipt X Click Browse and select a.png,.jpg,.jpeg,.pdf,.ht ml,.tif or.tiff file for upload. 5 MB limit per file. No Receipt? Create a missing Receipt A ffldavit here. File Selected for uploading: No file selected Or choose an image from your Avaflable Re ceipt s. Available Receipts h iim1mml.. Receipt-Mea l -The Queen's ecember2015 Page 2

3 For some types of expenses; such as accommodation, you can itemize the expense before you can save it to do this, click on the Itemize button at the bottom of the screen and fill in the fields (NOTE: each amount must be the after tax amount when itemizing) click the Save button when finished itemizing Continue to select expense types until all receipts are entered on the expense report A window with the User Electronic Agreement (your electronic signature) appears Final Review o x User Electronic Agreement By clicking on the 'A ccept & Submit' button, I certify that: 1. This is a true and accurate accounting of ex penses incurred to accomplish official business for the Univers ity and there ar e no ex penses claimed as reimbu rsable w hich relate to pers onal or unallow ab le expenses. 2. A ll requ ired receipt images hav e been attach ed to this repo rt. 3. I hav e not received, no r w ill I receive, reimbu rsement from any other sou rce(s ) fo r the ex penses claimed. 4. In the ev ent of ov erpay ment or if pay ment is received fro m an other sou rce for any portion of the expenses claimed I assu me responsibility for repay ing the Univers ity in full for those expens es. MH!Hh I Cancel Click the Submit Report button (at the top right of the screen) You may need to select an Approver for your expense report, if so a pop-up window will appear so that you can enter the name of the Approver A final window will appear with the summary of your claim, Report Successfully Submitted Re port Successfully Submitted Approver: Approver, Jill Exp ense Report Report Total : Less Personal Amount : Amount Claimed : Amount Rejected : CA CA Company isbursements Amount ue Employee : Cas h Advance Utilized : Total Pa id By Company : CA CA Employee isbursements Amount Owed Company : Total Owed By Employee : ecember2015 Page 3

4 When you close the window you will see the general Expense tab information and your newly submitted expense report will show with the current status Adm in Is tr at Ion I Help [i CONCUR Requests Travel Expense App Center I Profile -, Manage Expenses Cash Advances Active Reports Report Li brary ~ SUBMITTE 11/03/2015 SUBMITTE 16/03/ Expenses + Create New Report CA CA CA I L.J A Exceptions Su bmitted & Pen ding App roval Approver, Al A Exceptions Su bmitted & Pending Approval Approve r, Jill One Page Summary to Attach to Paper Receipts A one page summary of the expense report can be printed by going to Print / > Report - etailed Ottawa ~-, , : L + New Expense : Av ailable Expenses etails Receipts J Exceptions Expense I at e I Amount I Exception - Guest Housing 03/03/2015 C.A! A Kingston, ON has been set Print / Re port - Rec eipt s Report - etail ed Re port - A ll oc ation Que en's Fax Receipt Gove r Page - ntl and Guest Housing ha Please ensure both buttons, Show Expenses and Show Itemizations on the top left of the form are clicked. This will ensure expenses that are itemized for personal expense will show as not claimed making it easier to reconcile the report. ecember2015 Page 4

5 The one page summary report that can be attached to the paper receipts for filing will look similar to this: s,er IJs,e r Name :: IJser I: Trav eller, Bre Report Header Po ti.cy : Bus iness Purpose : Report ate : Ap,provall Statu s: Curr,ency: Report Key:: Queen's Trav el Po licy 17/ Nat S.utirnitted Canada, ollar 500 Transacti on ate Expe nse Type Business Purpose Vend'or C ity of Purchase Payment Type Amount 03/03/2015 inn er Ottaw a Claimant Pa.id CA /03/2015 Guest Housing Meeting,s Cla irna.nt Paicl CA /03/2015 Lunch 03/03/2015 Taxi Ottaw a Cla irna nt Paid CA Ottaw a Cla irna.nt Pai cl CA25.00 Un iversity isbursements Amount 11 e User : CA Amount 11 e Univ,e r s ity Card : Total Paid By Univ e r s ity : CA us,er msbursements Amount 11 e Univ,e r s ity Card From Us,e r : Total Paid By User : ecember2015 Page 5