10-19-2009

Agenda

Review of the Expense System and the Expense System Home Page

Travel Authorization Request

Employee Reimbursements

Allocation & Itemization, Attaching Receipts, Certification, Submission, Approval

Procurement Card

Wrap-up

Expense System

The Expense System is a hosted website used to process Travel Authorization Requests, and to prepare and store Procurement Card transactions and employee reimbursements.

For more information, visit https://www.cu.edu/psc/expensesystem/.

Better documentation

Electronic access, processing and approval

Automatic download of Procurement Card and Travel Card transactions

Built-in system audits and edits to reduce manual errors and re-work

Single point of data entry

Faster reimbursements

Digital storage

Why use the Expense System?

How do you access the Expense System?

How do you access the Expense System?

List of Procurement Card transactions for a month. (Replaces the ACARD System Monthly Statement.) List of personal purchases – travel and non-travel – made by employees or Regents and submitted for reimbursement. (Replaces Payment Voucher and Travel Voucher forms for employee and Regent reimbursements.)

Travel Authorization Requests are used to obtain approval for employee, Regent, and non-employee travel when a Travel Authorization (TA) is required – i.e., for travel outside Colorado or for travel involving an airline or other common carrier. (Replaces the Travel Authorization Program, or TAP.)

Profile – Expense Information

Profile – Expense Delegates

Profile – Expense Preferences

Profile – Expense Approvers

Profile – Favorite Attendees

Delegates

Individual authorized to act, in the Expense System, on behalf of another person.

Note: Delegates are not policy specific – that is, a delegate can process both Procurement Card reports and Employee Reimbursement reports for the individual for whom s/he is a delegate. It is up to that individual and the delegate to identify which types of reports should actually be processed by the delegate.

Two Types of Delegates

A Prepare Delegate can prepare expense reports (Procurement Card and Employee Reimbursement) for another individual.

An Approver Delegate can approve expense reports on behalf of another individual. (To be an Approver Delegate, the individual must already have approver authority.)

You should NOT act as a delegate in order to create a Travel Authorization Request for another person.

Self Try-It: Setting Delegates

Acting as a Delegate

FormsWith the Expense System, there will be some changes in the use of the following forms:

Travel Authorization Program (TAP)

Travel Voucher (TV)

Payment Voucher (PV)

Official Function (OF)

Alcohol Purchase Authorization (APA)

Unavailable Documentation (UD)

Procurement Card Program forms

How does your work change for travel?

TA # from TAP

Per diems from website

Receipts from trip

Travel Voucher (TV)

File

Expense System

Expense System

Expense System

Expense System

Itineraries show a schedule of departure and arrival times/dates, with destinations, for a business trip. Used to identify meal and incidental expense per diem allowances.

Travel Authorization Request – Try It

Group

• Creating Travel Authorization Requests for Employees

• Creating Itineraries

Self

• Creating Travel Authorization Requests for Employees

– OR -

• Creating Travel Authorization Requests for Non-employees

• Creating Itineraries

Building Your Report Report Header

Adding Expenses

Out of Pocket

Company Card Transactions

Attaching Receipts

Allocating and Itemizing

Set/Review Approval Flow

Certify/Submit

Approval

Employee Reimbursement with TA – Try It

Group

• Employee Reimbursement with a TA – Completing the Report Header

Self

• Adding Company Card Transactions

• Adding Out-of-Pocket Transactions

• Entering Lodging Transactions

Employee Reimbursement (No TA) – Try It

Self

• Employee Reimbursement without a TA – Completing the Report Header

• Entering Mileage Transactions

Employee Reimbursements and the General Ledger

1 – Journal ID = APES + 6 digits assigned by Finance System

2 – Journal Date = Date that reimbursement received final approval by PSC

3 – Journal Source Code = ESE

4 – Journal Line Description = Expense Report Name

Employee Reimbursements and the General Ledger

5 – Vendor = Employee Name

6 – Journal Line Reference = Voucher #

7 – Invoice # = CUES + Report Key (No TA) or CUES + TA# (With TA)

8 – Invoice Date = Report Creation Date

How does your work change for receipts,

signing and approval? Paper Documentation

Sign TV/PV/monthly statement

Approver signs TV/PV/monthly statement

Retain paper copy

Expense System

Expense System

Expense System

Expense System

Expense System – Try It

Self

• Allocating and Itemizing Transactions

• Attaching Receipts by Fax

- OR -

• Attaching Receipts by Scan

• Certifying and Submitting Expense Reports

- OR -

• Approving Expense Reports

Tracking Reports – Active Work

Tracking Reports – View & Edit

Tracking Reports – Expense Report List

How does your work change for Procurement

Card? Reallocate in ACARD System

Monthly statement from ACARD

Receipts from purchases

File Expense System

Expense System

Building Your Report

Report Header

Adding Expenses

Company Card Transactions Attaching Receipts

Allocating and Itemizing

Set/Review Approval Flow

Certify/Submit

Approval

Procurement Card – Try It

Self

• Procurement Card – Completing the Report Header

• Adding Company Card Transactions

• Entering Official Function Transactions

Procurement Card and the General Ledger

1 – Journal ID = ESP + 7 digits assigned by Finance System

2 – Journal Date = Date that procurement card report was fully approved by the campus

3 – Journal Source Code = ESP

4 – Journal Line Description = Business Purpose of transaction

5 – Journal Line Reference = Empl ID of Cardholder

Wrapping Up

Do you have questions?

Remember your resources

https://www.cu.edu/psc/expensesystem

Finance & Procurement Help Desk 303-837-2161

Online Assessment

Welcome to the Expense System!