EXPENSE ENTRY INSTRUCTION MANUAL SILVERLIGHT VERSION. Child & Youth School Services

Transcription

1 EXPENSE ENTRY INSTRUCTION MANUAL SILVERLIGHT VERSION Child & Youth School Services

2 2 Table of Contents 1. Expense Entry Instruction Manual 2. Table of Contents 3. Logging In 4 7. Starting a New Expense Report 8. Creating Travel Report 9. Description 10. Entering Mileage Charge 11. Additional Mileage Notes 12. Entering Lodging & Airfare Charges Company Paid 13. Entering Lodging & Airfare Charges Employee Paid Calculating Per Diem 20. Additional Transportation Charges 21. Viewing Pages for Multiple Weeks 22. Example of a Completed Expense Report 23. Uploading Receipts & Documents 24. Deleting a Report 25. Completing Report 26. Opening an Existing Expense Report 27. Correcting Report Name

3 3 Logging in Sign into the Expense module using the same procedures as logging in to the timesheet module with Silverlight functionality Once signed in, click Expense Report from the main screen (Role Center screen see below)

4 4 Starting a New Expense Report STARTING A NEW EXPENSE REPORT: From the Expense Report screen, click Report

5 5 Starting a New Expense Report cont d The Expense Report Wizard will appear when a new report is opened Click Travel Expense Report and NEXT

6 6 Starting a New Expense Report cont d Description of the expense is required to be entered in the following format: First Date of Travel (MM.DD.YY) Work State Last Name Event Name If report is for mileage only and represents multiple locations, event name should say OTHER If multiple trips are less than 12 hours each, include on one expense report per pay period Choose from the following event names: Yellow Ribbon Overnight Camp (Residential) Day Camp 7 Habits Training Youth Symposium Teen Council Meeting or Training Partnered Event Family Day Events Command/Unit Briefings Strong Bonds Other Click Next

7 7 Starting a New Expense Report cont d If applicable, enter information on any advance payment received or leave blank and click NEXT (Requisition number is not required) Enter From and To dates for travel and hit FINISH System requires minimum two day entry (use day of travel and next day even if only travelled one day) Report is now created and user is ready to begin entering travel expenses

8 8 Creating Travel Report Click Line on the left side of the blue ribbon to create a new line Click on the right side of cell under Charge Code which will produce drop down box to select type of travel (DO NOT USE this method to select Per Diem Refer to the page 14 for instructions on entering per diem and refer to page 11 for additional information on entering Mileage) Once user has selected a charge code for the line, click on Job Number and select the applicable Job Number and do the same for Job WBS code (This step is required for all CONTRACT EMPLOYEES) Under Paid By user should choose on the drop down either: Employee (if paid by employee) Company (if paid by company card, refer to page 12 for additional instructions) Personal Company Paid should not be used without manager/supervisory authorization

9 9 Description Under each line entered or created, description must be entered in the following formats using date of travel and the following types of charge codes: For MILEAGE or LODGING expenses, please see the special instruction on pages Examples: TX Last Name Registration Event Name TX Last Name Taxi Yellow Cab TX Last Name Parking TX Last Name Per Diem TX Last Name Tolls TX Last Name Car Rental Enterprise TX Last Name Car Rental Fuel Shell TX Last Name Lodging Hilton TX Last Name Airfare Delta

10 Entering Mileage Charge If claiming mileage, click to add a line and choose the applicable charge code for DC Mileage and add both Job and Job WBS code (applicable to contract employees) User clicks on the applicable date and bottom first screen will appear Include your departure site and destination, using a period (. ) to separate them. Mileage should be entered on the bottom space next to MILES Enter the number of miles being claimed and hit ENTER and the system will calculate amount (will appear as bottom screen) NOTE: A different mileage line should be entered for each leg of your trip. So your standard trip will have two lines, one for the initial trip, and another for the return.

11 11 Additional Mileage Notes For Local Travel (short trips under 25 miles in a given day) you can use a single mileage line, as shown in Example A If a trip has multiple stops, simply add additional lines, as shown in Example B A B

12 12 Entering Company Paid Lodging, Airfare & Registration Under charge code, choose DC Company Paid on Company AMEX Under paid by, select Company Under Description, use the following format example: [Date] [Work State] [Last Name] ][Lodging/Airfare/Registration] [Vendor] TX Smith Lodging Hilton Work State Last Name Airfare Delta Work State Last Name Registration Event Name Internet and parking fees should be separated from lodging costs Enter amount under applicable date. Airfare, registration, parking, and other non lodging items do not need to be broken out by day like hotel charges. DO NOT Select Job No. and Job WBS if the item was paid for by the company Use a new column for each day of hotel stay. If necessary, pro rate each day so they add up to the total cost of the hotel stay. Only the daily room rate belongs on this line USE A SEPARATE LINE ITEM to include Tourism tax, Resort Fees, or other daily taxes. USE A SEPARATE LINE ITEM fees you paid for additional amenities such as Wi Fi in your room

13 Entering Lodging, Airfare & Registration Employee Paid For Employee paid lodging and airfare: For Lodging Under charge code, select DC Lodging Daily Room Rate For Lodging Taxes, use DC LODGTAX Daily Room Taxes For Additional Lodging Fees (like Wi Fi) use the DC Lodging Daily Room Rate (it still must be on a different line from the regular room fee) For Airfare Under charge code, choose DC Airfare Airfare For Baggage Under charge code, choose DC Airfare Airfare Select Job No. and Job WBS Under paid by, select Employee Under Description, use the same format as if it were a company paid item [Date] [Work State] [Last Name] ][Lodging/Airfare/Registration] [Vendor] 13

14 14 Calculating Per Diem Click on Per Diem on the blue ribbon at the top of the expense report and the Per Diem Wizard screen will open

15 15 Calculating Per Diem cont d Click on box for State/Country and enter the applicable state or country (US States are in lower case letters except for Hawaii and Alaska) This entry will generate a drop down with choices and click on correct selection Once correct state has been entered, click on Destination and click on drop down to have available selections appear and choose selection if available If the destination city is not listed: Go to and click on Per Diem Rates Enter your city and state of destination and click Find Per Diem Rates GSA website will advise under primary destination which destination to use If website advises to standard rate, choose Standard Rate Once Destination has been chosen, follow the same steps for County and hit NEXT

16 16 Calculating Per Diem cont d Beginning and ending travel dates are defaulted to dates entered from the creation of the expense report Enter Job and Job WBS code by clicking on drop downs (applicable for all CONTRACT employees) Under lodging (even if not claiming lodging), click on drop down for Lodging and select DC Lodging Daily Room Rate For Meals, the system will default the charge code to the same Lodging Charge code the user MUST change this by clicking on drop down for Meals and select DC PERDIEM PER DIEM Click NEXT

17 17 Calculating Per Diem cont d All boxes on the screen below are automatically defaulted as checked Under the boxes for Breakfast, Lunch, Dinner or Incidentals, uncheck the applicable box for any meal that was received from the event during your travel (refer to example below) Click NEXT Example: Lunch was provided so box is unchecked

18 18 Calculating Per Diem cont d All the fill in fields on this screen should be left blank see Page 13 for lodging entry details Click NEXT and then FINISH to create lines

19 19 Calculating Per Diem cont d After Per Diem wizard is finished, applicable lines will be created Per Diem (see Example1 below) Wizard will also create 2 blank lodging lines these need to be deleted (highlight line and click DELETE on blue ribbon) Verify that lines created are correct On the Per Diem line, change the description to: First Date of Travel (MM.DD.YY) Work State Last Name Per Diem Event Name (See Example2 below) If there is an error in the lines, delete all lines created by wizard and run the wizard again with correct information

20 20 Additional Transportation Charges Tolls, cabs, similar type transport and supplies should be charged under the charge code for DC TRANS Other Transportation and the description entered under description If user has several different types of other transportation charges, separate lines should be created for each type

21 21 Viewing Pages for Multiple Weeks Expense report will only show a view for 7 days at a time If travel report has been created for multiple weeks, user will need to toggle between pages using the Page No List This selection is located above the charge code line

22 22 Example of a completed Expense Report In this example of a completed expense report, John Doe a Texas employee, attended a 4 H conference. John s flight, conference registration, and hotel bill (including a $50 wi fi fee and a $1.05 per day hotel tax) were all paid for by the company. John paid for a cab to get himself to the airport, and for his own rental car while out of town. John also had to pay for parking out of his own pocket.

23 23 Uploading Receipts & Documents User is required to upload receipts related to travel expense report through the system User should save receipts on their computer in the name format: First Date of Travel (MM.DD.YY) Work State Last Name Event Name Example: TX Doe 7 Habits Training If possible, create a single pdf document with all receipts/attachments for one upload Do not scan receipts in color or as high resolution as this increases file size and can cause failure to open Click Upload files on the blue ribbon Locate the correct document on your system, hit open and system will advise once file upload is completed Save report and click on Download File to view and verify receipts were correctly uploaded to system

24 24 Deleting a Report In order to completely delete a report that has been created (prior to submission), click on delete report on the blue ribbon Do not delete a report that has already gone through the submittal and approval process and create a new one. Correct the previous one.

25 25 Completing report Once user has completed all entries and is ready to submit report, click Save and Submit (located on blue ribbon) After submission, verify submission was successful by viewing expense report description line and confirm document is currently submitted After submission, report is reviewed by approver and approved or rejected If approver rejects, user will receive with notation advising what needs to be corrected User should reopen expense report by following instructions to open an existing report do not start a new expense report again User should make any needed corrections and resubmit

26 26 Opening an Existing Expense Report UPDATING OR OPENING AN EXISTING REPORT: Click Open Existing on the blue ribbon After Open Existing is clicked, window will open to allow expense report search (see below) System will default to search by All Expense Reports and Last Ten Expense Reports or user can filter by additional search options such as searching by status or date range and Expense Report ID and click NEXT Click Finish and a separate window will appear with dates of open reports and click applicable report and update report as needed

27 27 Correcting Report Name If report is rejected back for incorrect report naming, click on Edit Header Screen will open with original report name Update with correct naming convention and click FINISH