FlexiPurchase Staff Reimbursements User Guide Updated February 2011 U:\... \Massey FlexiPurchase Staff Reimbursements February 2011.doc
Table of Contents Introduction... 3 Getting Access to FlexiPurchase... 3 Logging in and Making a Claim... 3 Examples of Categories: Entertainment & Hospitality... 7 Professional Development... 7 Gifts and Vouchers... 7 Consumables/Other... 7 Domestic Travel... 8 Overseas Travel... 8 Mileage Long Trips... 9 Mileage Short Local Trips... 10 Allowances (less than 24 hours)... 11 Allowance Overnight (Staying Non Privately)... 12 Allowance Overnight (Staying Privately)... 12 Coding... 13 Deleting or Amending a Claim... 18 Printing Staff Reimbursement Statements... 20 Appendices: Request for Access to Flexipurchase for Staff Reimbursements... 21 Delegations of Authority Agency Form... 22
Introduction Welcome to the FlexiPurchase Staff Reimbursements Users Guide. This guide explains how to make a staff reimbursement claim through FlexiPurchase. Staff Reimbursement Procedures Comply with the Reimbursement of Expenses Policy and related documents. Keep all receipts/tax invoices which must then be attached to your statement and forwarded to your direct manager for approval. Inform the FlexiPurchase Administrator of any changes to your details. Use the correct finance and GST codes for your cash transactions. Ensure a description of what the expense relates to is included in the FlexiPurchase coding section. Getting Access to FlexiPurchase If this is your first claim in FlexiPurchase please complete the Request for Access to FlexiPurchase for Staff Reimbursements form (Appendix A). If coding transactions, you will need to also complete the Delegations of Authority Agency Form (Appendix B). Logging in and Making a Claim Step 1: Go to www.flexipurchase.com and enter your username and password. Remember passwords are case sensitive and the Username is preceded by an asterisk, e.g. *jbloggs. Note: If you have any trouble logging in please contact the FlexiPurchase Administrator. After successfully logging in you will arrive at the Welcome homepage. Every 30 days the Employee Declaration screen will appear which you must accept to proceed. 3
Step 2: Click on Account Statements. Step 3: Click on the Statement [name] link under Staff Reimbursements. The Staff Reimbursement Summary section shows: Period each link contains all claims for that month end; claim date is date entered in FlexiPurchase. Total DR/Total CR shows payments due and payments made each month respectively. Total balance due for that month (i.e. $756.70 is due to be paid for month end 31 Jan 2010). Balance running balance due up to that month (i.e. $2,920.19 is due to be paid at 31 Jan 2010). Clicking Submit All allows you to submit for approval all claims for that month at once. 4
Step 4: To make a new claim click on the Create New Staff Reimbursement link. Step 5: Enter details in the pop-up window (shown on next page). Staff Reimbursement Label The main descriptor for your expense. Staff Reimbursement Date The date you enter the claim. Source Currency Currency with which you spent your own money. Billing Currency MUST be in New Zealand Dollars. Exchange Date The date you incurred the expense. Exchange Rate do not use, this will be calculated automatically. If you have spent in an overseas currency then you can enter the exchange date which will then convert the amount to NZD using an exchange rate table. 5
Example for expenses incurred in New Zealand Example for expenses incurred overseas Click and to select Source Currency/Exchange Date. Exchange Rate will be calculated automatically. Note: Select New Zealand Dollar if you have (1) credit card statement with actual charges or (2) expenses in more than one currency from same trip and convert at http://www.oanda.com/currency/converter/ Step 6: Click Save. 6
Step 7: At the Advanced screen click on the category the expense belongs to (e.g. Consumables/ Other). Once your claim is complete, go directly to the coding section (Step 8). Helpful hints: Note: If you hover the cursor over the category, a description will appear at the bottom of the screen to help you select the correct one. Whenever you see within the categories, you can hover over this for further line information. 1. In the Allocation screen for each category (refer Steps 7a-7f), the Total Allocated, Other Allocations (total of other categories) and Staff Reimbursement Total boxes will be calculated automatically. 2. All expenses for a claim must be entered first before coding. Do not code anything until all expenses have been entered or coding information will be lost. Step 7a: This example applies to Entertainment & Hospitality, Professional Development, Gifts and Vouchers, and Consumables/Other. At the Allocation screen enter the Amount and Description. Click Save. 7
Step 7b: This example applies to Domestic Travel. At the Allocation screen enter the Amount and Description. Click Save. Step 7c: This example applies to Overseas Travel. Before proceeding, refer to page 6 for set up. At the Allocation screen click on Switch Currencies before entering the Amount for foreign currency and Description. Clive Save. 8
Step 7d: This example applies to Mileage Long Trips. At the Allocation screen, if your vehicle was required to be used (manager has approved), enter (1) No. of Days that 100 km was exceeded for each day and (2) No. of kms. If it was your choice to use your vehicle (without manager approval), only enter the No. of Days when 100 kms was exceeded. Click on the Comments tab and select Departure and Return dates by clicking on Purpose/Destination as required. Click Save. and change the 9
Step 7e: This example applies to Mileage Short Local Trips. At the Allocation screen enter the No. of kms only. The Amount will be calculated automatically. If you wish to claim multiple short trips, record the total No. of kms and in the Comments screen select the date of the first and last trip and attach a spreadsheet showing the date, destination, reason and number of kilometres for each trip (refer example below). Click on the Comments tab and select Departure and Return dates by clicking on Purpose/Destination as required. Click Save. and change the 10
Step 7f: This example applies to Allowances (less than 24 hours), Allowance Overnight (Staying Non Privately) and Allowance Overnight (Staying Privately). At the Allocation screen enter the Amounts. Click on the Comments tab and select Departure and Return dates by clicking on Purpose/Destination as required. Click Save. and change the 11
For both Allowance Overnight categories, enter the No. of days and/or No. of part days. The Amount will be calculated automatically. For any adjustments, the Amount to be deducted needs to be entered as a credit with reason alongside. Select the Departure and Return dates via the Comments tab and enter the purpose/destination and departure/return times in the Purpose/Destination field. Click Save. 12
Step 8: At the Coding screen the amount, tax code, account code and transaction details may have been populated for you. These can still be changed using the same method as explained in under Searching for Codes (below) and Tax Codes and Receipts (page 17). Important Note: If you have other expenses, they need to be entered first (refer Step 7). Do not code anything until all expenses have been entered or coding information will be lost. Searching for Codes To select the ledger or account code click on the on the right hand side of the relevant field. If not shown, select [Search] to find the required ledger/account. 13
You can then search by Code Value (numbers) or Description (letters of alphabet). Helpful hint: If you enter nothing in either Code Value or Description and click Search it will display the first 60 codes (15 codes per page). Click the arrow to use the relevant code for this transaction. Click the button to find any additional information on this code. Click the to add a code to your favourites list. Your favourite codes will then always appear in the drop down box on the coding page making it much quicker to select for future transactions. Click the to remove from favourites. Clearing a Code Click on the on the right hand side of the relevant field and click on the clear section at the top. 14
Splitting a Code It is possible to split a transaction to more than one account code by clicking the Helpful hints: If you require more than four lines click the More.. link. Make sure you split the transaction before you start coding or coding you have set up will be lost. Then select the Number of Lines required and change the Line Amount if it is not an even split and Save. 15
Tax Codes and Receipts The Tax Code will appear as a default, however, the valid GST code is dependent on the answer you apply to the GST Receipt checkbox. All transactions require a valid GST receipt in order to claim GST for NZ dollar purchases. If you do not have a valid receipt GST cannot be claimed on NZ purchases and you must select the next to GST Receipt and change the Tax Code to No GST. For overseas purchases tick the GST Receipt box if correct documentation is held, but change the Tax Code to No GST. Technology One Description This field will appear with the information from the Comments tab. This can be changed, but please note only the first 40 characters entered will appear in Technology One. Step 9: Click Save. 16
Step 10: Submit your claim for approval by clicking the blinking icon or the Submit All link for multiple claims. Your manager (or the project manager as is relevant) will receive email notification for review/approval. Note: It is your responsibility to complete all your transactions in line with Massey University policy. Failure to do so may result in non-payment and disciplinary action. Helpful hints: Reimbursements should have a green tick in first column. If it still has a red cross then you cannot submit it to your Manager for approval. Hover your mouse over it to see the reason for the incorrect status. Then open the transaction and fix the issue or contact your administrator. This is usually because one of the above steps hasn t occurred or there is an invalid combination of codes. Important: All Staff Reimbursement claims need to be approved before they are extracted and paid. 17
Deleting or Amending a Claim Select the claim by clicking on the relevant Period (refer to page 4, Logging in and Making a Claim Step 3). The window below will appear. Click on the first of the claim you want to delete or amend. Note: You can only delete or amend a claim that shows this means it has not been submitted to your manager for approval or approved by your manager. If it has been submitted and approved, deletions or amendments can only be made if it is unapproved (by manager) and unsubmitted first. Claims approved by your manager will show as. Claims submitted for approval will show as. Click the to unsubmit. Delete a whole claim Click on the Coding tab and then click Delete. 18
Delete part of a claim or amend a claim On the left, click on the category that you want to delete or amend (e.g. Overseas Travel). You can amend the claim by changing the Amount or Description at the Allocation screen (below) or clicking on the Comments tab and changing the Departure date, Return date or Purpose/Destination. Then click on Save and select the codes again (as the selections you made originally will be cleared). Note: If any amendments are made the codes will always need to be selected again, so always ensure the coding is the last thing you do (i.e. amend all categories that need changing before coding). To delete the category shown, click Delete. It will no longer be showing at the Advanced Options screen (refer below). 19
Printing Staff Reimbursement Statements Print your staff reimbursement statement and attach your receipts before sending it to your designated administrator. Step 1: Click on the View Statement Report link. Step 2: Print the statement by clicking the printer icon. Step 3: Forward the statement with original receipts attached to your administrator. Correct supporting documentation is: New Zealand purchases itemised GST receipts/invoices (not EFTPOS slips) or copies of conference registration forms. Anything over $50.00 must have the GST number or GST cannot be claimed. Overseas purchases itemised receipts/invoices (not EFTPOS-type slips) or proof of purchase (such as email from merchant itemising purchase and confirming payment). 20
APPENDIX A REQUEST FOR ACCESS TO FLEXIPURCHASE FOR STAFF REIMBURSEMENTS Name: Ext: Surname First name Staff ID: Email address: Work Address: (Including department name and campus) If this is your first reimbursement with Accounts Payable please attach official confirmation of your Bank Account details. Examples of official confirmation: a pre-printed bank deposit form (not a handwritten deposit form) an internet banking screen dump of the account information a bank statement Budget Centre/s name and number to claim against: Optional You can select others to also raise your staff reimbursement claims please name: Manager 1: This is who will authorise claims up to $2,000 Manager 3: This is who will authorise claims over $2,000. This person needs to be a Level 4 Delegate or above, which is usually an HOD/HOI/Director or above I agree to abide by the Terms and Conditions as outlined in the University s policies and procedures. Signature of person requiring access: (Named at top) This form must be completed in full to avoid delays and returned to FlexiPurchase Administrator, Finance and Asset Management, PN902 21
APPENDIX B DELEGATIONS OF AUTHORITY AGENCY FORM LEVEL 3 OR 4 MANAGER AS DELEGATE Position Department/Section College/Region/Division STAFF MEMBER / AGENT Position Department/Section College/Region/Division FINANCIAL DELEGATION: COMMITMENT TO PURCHASE GOODS AND SERVICES Type of Delegation: Mass-e-Mall Purchasing Agent Credit Card: monthly limit Flexipurchase account access (for cc reconciliation and coding of staff reimbursements): accounts (i.e. GL) 4 digits needed (e.g. 9307): Approval of staff reimbursements (up to $2,000): Account Limitations to this delegation - include $ value, and GL, PR, RM, NP account numbers. Item codes may be included if further restrictions are required. Please list GL, PR, RM, NP account number/s $ Limit Restricted to specific item codes? If yes, please list Does delegate require access to associated PR, RM and NP accounts? 22
HUMAN RESOURCE DELEGATIONS: Before completing this section, please ensure you have referred to section 3 of the Delegations Document and that this type of delegation is able to be sub-delegated. Type of Delegation Limitations to this delegation OTHER: Before completing this section, please ensure you have referred to the Delegations Document and that this type of delegation is able to be sub-delegated. Type of Delegation Limitations to this delegation The above-named person is authorised to act as my agent, in accordance with the approved Delegations of Authority. This delegation will remain effective from the date on which it was signed. The delegation will be reviewed and reconfirmed (if appropriate) each year. The principles and rules set out in the Delegations Document will apply at all times. Signed by: (Level 3 or 4 Manager as Delegate) Date: Signed by: (Staff member / Agent) Date: Once completed please send this form to Risk Management Office, PN 141 Office Use Only: Date scanned to Finance and Asset Management Original filed in Risk Management Office: 23