Santa Ana Unified School District (SAUSD) Internet Expenses Implementation User s Guide Mileage Claim 0
Introducing Oracle Internet Expenses With Oracle Internet Expenses, employees can enter and submit expense reports using a standard Web browser or a Web-enabled mobile device. Oracle Workflow. automatically routes expense reports for approval and enforces reimbursement policies. Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment. Simply Internet Expense, allows employees to submit expense reports using a standard web browser, web-enabled mobile device or by importing a completed expense spreadsheet from a configured template. 1
Santa Ana Unified School District Oracle iexpense Training Mileage Claim Process 2
Oracle R12 Login 1. 3. 2. 4. Launch District Home Page: http://www.sausd.us Select Staff Portal & Login Select ORACLE E-Business Suite Create ORACLE desktop shortcut: right click, select: Create Shortcut Login: Username: 6 digit ID, Password: Current Oracle Password 3 Revision September 2011
Expense Report Originating Employee login 4
Employee selects SAUSD Employee Online Service responsibility 5
Click Expenses Home 6
Get familiar with Expenses Home Page Expenses Home Selections added will be to Favorites 7
Employee clicks Create Expense Report 8
Employee name (ID), Site, Template and Approver pre-populated on General Information form. Select Mileage Claim Template from the 2 choices. 9
Purpose is a required field. Enter the appropriate purpose of the expense incurred then click Next. 10
Purpose is a required field. If skipped, you will get an Error message. Comply then click Next. 11
Cash and Other Expenses page Mileage Claim Template. Enter each line of expense with the respective amount and justification. Once entry is completed, click Calculate. 12
Cash and Other Expenses page Note the Mileage rate for 2012 and 2013 claims are different. Once entry is confirmed ok, click Next. 13
In the Expense Allocations page, a default account combination is prepopulated for the six segments (FundResource-Year-Goal-Function- Object-School). Employees are required to enter the valid account combination corresponding to each line of transaction. Click Next. 14
The Review page shows the Transaction details for the expenses. Activity required on this page is to add the Attachment of Expense Receipts. This could either be at Header level or Line level. If entered at the Line level, then an attachment must be for each line transaction. Hence, Header level is advised. Click Next to Submit Expense Report for Manager and Payables approvals. 15
If no attachment is attached, an Error message will indicate that you are required to attach the imaged receipts prior to submission of expense report. Click Back to return to the Expense Allocations page and Next to proceed to the Review page in order to attach the required imaged receipts. 16
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Submit your Expense Report 20
Confirmation indicates that Expense report # (320106) for amount ($132.29) has been submitted. 21
Consequently, employee can follow up on approval status at the Expenses Home Page to track submitted expense report. The Current Approver is indicated progressively until invoice is paid.. 22
You re done! This is the last step required of the employee. If the employee has no other expense report to submit, then he/she can logout. 23
APPROVAL PROCESS - depends on employee s status, FundResource & expense amount Manager 1 logs into Oracle instance, SAUSD Employee Online Service responsibility 24
Manager 1 selects expense report for employee on notification. One expense report at a time can be approved; no batch approval. Manager can review Expense report details Expense line, attachment, Expense allocations, prior approver notes and approvers. If satisfied with compliance, Manager clicks Approve. Other actions available to Manager are Reject, Delegate (re-assign the current notification) or Request for Information from a participant. Each action taken is notified to the originating employee. Once approved, Manager may logout of the responsibility. After reviewing Expense Report details, Manager clicks Return to Notification to approve or otherwise. 25 Revision September 2011
Click Expenses Home 26
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ER Originating employee receives notification of next approver Manager 2 with a Report Status of Pending Manager Approval. 32
Employee will receive an e-mail notification when the final approver approves and expense report transmits to the Accounting Department. 33
Accounting Department cuts the check once all Audit compliances are met. 34
Done! 35