Reimbursement Requests in WORKS

Transcription

1 Rimbursmnt Rqusts in WORKS Important points about Rimbursmnts in Works Rimbursmnt Rqust is th procss by which UD mploys will b rimbursd for businss xpnss paid using prsonal funds. Rimbursmnt Rqust can b submittd by UD mploy or by a staff prson on bhalf of UD mploy. A prson dos not hav to b a cardholdr or card administrator to submit a Rimbursmnt Rqust Univrsity policy rquirs that a Rimbursmnt Rqust b supportd by appropriat rcipts and approvd by th mploy s suprvisor. This documntation will b maintaind at th mploy dpartmnt lvl. Print th compltd Rimbursmnt Rqust in Works and stapl th associatd rcipts to th rport. Prfrrd Approval Procss for Rimbursmnt Rqusts Is on th Procurmnt wbsit Procssing a Rimbursmnt: 1. Go to Expnss (Uppr Lft) 2. Click on Rimbursmnts 3. This opns th Rimbursmnts Accountholdr scrn A. Go to th Crat arrow and choos Crat Rimbursmnt a. Rfrnc Numbr Entr Pay s Nam b. Purchas Dat ntr dat of xpnss or travl start dat c. Vndor this fild is usd to dsignat th HR/Payroll dirct dposit bank account to which th rimbursmnt should go: If you hav only on bank account lav blank Procurmnt 1 Rv

2 If you hav multipl bank accounts rgistrd with UD Payroll ntr last 4 digits of th account to which th rimbursmnt should b dpositd. d. Rimburs displays th nam of prson complting th rimbursmnt rqust. Pay Nam th prson bing rimbursd This will pr-populat with th nam of th prson loggd into Works If rimbursmnt is on bhalf of somon ls, ovrwrit using thir nam Entr nam in Last Nam, First Nam format f. Pay ID - th Employ ID of th Pay Nam This will pr-populat with th Employ ID of th prson loggd into Works If rimbursmnt is on bhalf of somon ls, ovrwrit using th nw Employ ID (plas mak sur this is 100% accurat!) g. Commnts - ntr th rason for travl. Considr th 5 Ws - Who, What, Whr, Whn, and Why b a c f d g 4. Allocation us this sction to ntr th UD accounting chartfilds for ths rimbursd xpnss a. Add lin(s) box - ntr additional lins aftr ntring ach xpns b. Catgory choos from th dropdown list Do not us: (unspcifid) c. Not box (diffrs with ach Typ) ntr information rqustd d. Dscription ntr businss rason for xpns. Amount ntr dollar amount (us format 00.00) Procurmnt 2 Rv

3 Not: aftr ntring Milag, Amount will calculat automatically f. GL this pr-populats with your dfault cods; dit if ndd g. Trans Typ dfaults to REIMB (do not chang) d b c g f a Dfaults You may accpt th dfaults or populat with nw valus OR start to typ in nw valu and a box will appar and offr choics click on S Mor REMEMBER! Only Spdtyp and Account ar rquird for th UD Financials systm. Th othr filds, such as Projct ID and Sourc, ar gnrally tid to Spdtyp and do not nd to b ntrd. Do not chang Projct ID! If you want to add additional itms to th rimbursmnt: a. Add lin(s) box - ntr th numbr of additional lins (up to 20 at a tim) b. A nw st(s) of filds ar addd blow c. Chang th Catgory (optional) d. Not box (diffrs with ach Catgory) ntr information rqustd. Kp sam Dscription if appropriat or Edit f. If ncssary, Edit th Spdtyp and/or Account on nw lin(s) Entr valus g. Continu adding lins for all rimbursabl xpnss h. Click Sav to print Rimbursmnt rport i. Click Submit if Rimbursmnt is rady for managr's approval Procurmnt 3 Rv

4 c b d f a g i h 5. Expns Foldr us this fatur to group rimbursabl xpnss with othr rlatd chargs within Works systm a. Click arrow by Action in uppr right cornr b. Click on Add to Expns Rport c. At Add xpns documnts to: Choos ithr Nw Expns Rport or Existing Expns Rport d. If Nw, ntr a Nam and in Commnts ntr businss rason. If Existing, choos from list f. Click OK and Rimbursmnt Rqust will b submittd whn xpns foldr is signd-off a b Procurmnt 4 Rv

5 c f d 6. Print th Rimbursmnt Rqust - Stapl rcipts to this rport and us in approval procss. Rimbursmnt Rqusts ar accssd at Works hom pag in Action Itms quu. IMPORTANT Print th Rimbursmnt rport bfor signing off! a. Click Hom (uppr lft) b. Undr Action Itms Go to Action Submit for Approval, Typ Rimbursmnt, Currnt Status Draft and Click on Draft c. Click on Rimbursmnt Numbr (Documnt) to print d. Click Print Procurmnt 5 Rv

6 . Print Documnts scrn appars Print: Choos Dtails Click Print Prviw f. Anothr window opns with dtails of Rimbursmnt Rqust Click Print Procurmnt 6 Rv

7 f A Print window opns slct your printr and click Print Clos th scrn 7. Attach rcipts to rimbursmnt rport a. Follow Univrsity policy rgarding rcipt rquirmnts 8. Sign-off rquird for Rimbursmnt Rqust two options: ONE - If bundld in Expns Rport, vrification is compltd with foldr sign off Procurmnt 7 Rv

8 Click Sign Off TWO - If not part of Expns Rport sign off is compltd dirctly from th Typ Rimbursmnt. Th Viw is Submit For Approval for Accountholdr or Sign Off for Approvr It includs all Rimbursmnt Rqusts IMPORTANT - Only sign-off Rimbursmnts with nothing showing in th In Expns Rport column Click Sign Off Procurmnt 8 Rv

9 Prfrrd Approval Procss for Rimbursmnt Rqusts Postd on Procurmnt Srvic s wbsit Plas not th two vrsions: Travlr Entring Expnss in Works Anothr Employ Entring Expnss in Works on Bhalf of Travlr Appndix: GL accounting filds Projct ID and Sourc Spdtyp controls th chartfilds for Dpt. ID, Projct ID, Sourc, Fund and Program; this rmains tru in Works! In Works/Allocation, GL filds: o If th Spdtyp alrady has a Projct ID or Sourc, thy cannot b ovr writtn in Works (Not: thy will not display in Works GL filds.). If you ntr a Projct ID and/or Sourc, thy will b ignord whn th charg is postd in UD Financials. o If th Spdtyp dos not alrady hav a Projct ID or Sourc, thy can b ntrd in Works. This is a RARE situation. Procurmnt Srvics crditcard@udl.du Procurmnt 9 Rv