Expense Reimbursement - Queen's University · Expense Reimbursement System (ERS) User’s Guide...

Expense Reimbursement System (ERS) User’s Guide

16April2015

General Overview ............................................................................................................................. 4

Expense Reimbursement System Modules ............................................................................... 4

Expense ............................................................................................................................................ 4

Request ............................................................................................................................................ 4

Mobile Application ......................................................................................................................... 4

ExpenseIt Pro ................................................................................................................................. 4

TripLink/TripIt ................................................................................................................................ 4

Main Roles in the ERS...................................................................................................................... 5

Request/Expense User ................................................................................................................ 5

Request/Expense Approver ........................................................................................................ 5

Request/Expense Delegates ...................................................................................................... 5

Previewer (Delegate role) .......................................................................................................... 5

Attendees ........................................................................................................................................ 5

Processor ......................................................................................................................................... 5

Cash Advance Administrator ..................................................................................................... 5

ERS Roles – Workflow ................................................................................................................. 6

ERS Roles – Workflow Notes ..................................................................................................... 7

Using the ERS .................................................................................................................................... 8

Accessing the ERS ........................................................................................................................ 8

Help Using the ERS ....................................................................................................................... 8

Exploring the Home Page ........................................................................................................... 9

Profile .............................................................................................................................................. 10

Verifying Your Email Address .................................................................................................. 10

Request Settings ......................................................................................................................... 11

Expense Settings ......................................................................................................................... 13

Business Purpose for Requests and Expense Reports ......................................................... 15

Defining an Appropriate Business Purpose ......................................................................... 15

Creating a Request ......................................................................................................................... 16

Pre-Approval Process ................................................................................................................. 17

Requesting Pre-approval for Travel ....................................................................................... 17

Creating a Cash Advance for Travel.......................................................................................... 19

Returning an Unused Cash Advance Amount ..................................................................... 20

Creating an Expense Report .................................................................................................... 22

Research-Related Expenses ........................................................................................................ 24

Research-Related Cash Advances .......................................................................................... 24


16April2015

Creating a New Expense Report ................................................................................................. 25

Creating an Expense Report .................................................................................................... 25

Printing a One Page Summary to Attach to Paper Receipts .......................................... 28

Itemizing an Expense ................................................................................................................ 29

Allocating Expenses .................................................................................................................... 30

Per Diems ...................................................................................................................................... 31

Receipts ............................................................................................................................................. 32

Electronic Receipts (E-receipts) ................................................................................................. 32

Receipt Store .................................................................................................................................... 32

Attaching Receipts ...................................................................................................................... 33

Attaching Receipts to the Report Header (not recommended for receipts that have expense lines associated) ......................................................................................................... 33

Delete attached receipt images .............................................................................................. 34

Emailing Receipts to Concur ........................................................................................................ 34

Faxing Receipt Images .................................................................................................................. 34

Hints for Faxing ........................................................................................................................... 34

Missing Receipt Affidavit ............................................................................................................... 35

Delete an Affidavit Receipt Image ......................................................................................... 37

Delegates and Receipt Store ....................................................................................................... 37

Adding Attendees ............................................................................................................................ 37

Entering Mileage .............................................................................................................................. 38

Correcting & Resubmitting or Recalling an Expense Report .............................................. 39

Reviewing & Approving Expense Reports and Requests .................................................... 40

Approving a Request - For Trip Pre-Approval (not Cash Advance for travel) .......... 40

Approving a Request - For Cash Advances for Travel ..................................................... 42

Approving a Cash Advance in Expense (Research-related Subject Payments only) .......................................................................................................................................................... 43

Approving Expense Reports (Travel Expense Claims & Employee Reimbursements) ........................................................................................................................ 43

Sending an expense report back to an employee ............................................................ 44

Adding an additional approval step for an expense report (Approve & Forward) .. 44

Request .......................................................................................................................................... 45

Expense .......................................................................................................................................... 45

Buttons & Icons ............................................................................................................................... 46


16April2015

General Overview

The Expense Reimbursement System (ERS) is an integrated expense management solution

that provides all of the tools users need to create and submit travel expenses and employee

reimbursements (called expense reports in the ERS). Supervisors/Managers use the system

to review and approve expense reports. Financial Services employees use the system to

process payments, produce audit reports, ensure compliance, and deliver business

intelligence.

Expense Reimbursement System Modules

Expense

The Expense module is the core reimbursement tool for travel expenses and employee

reimbursements. Users create expense reports, attach their electronic receipts and submit

reports for approval and processing.

Request

The Request module supports travel pre-approvals and cash advances for travel. Requests

can be attached or linked to an expense report.

Mobile Application

Concur for Mobile is a natural extension of Concur's full-featured, web-based service for Travel & Expense, which integrates travel and expense processes. With the mobile app, travellers can manage expenses from a mobile device. The solution allows business travellers to access important travel and expense information when it isn't easy to use a laptop that's connected to the Internet, such as in the back of a cab or in a meeting. With the mobile app, travellers can take advantage of a variety of features to manage these tasks. Managers can review employees' expense reports, and requests in detail, allowing them to approve or reject reports/requests wherever they may be travelling.

ExpenseIt Pro

ExpenseIt Pro is a receipt capturing application that allows a photograph to be taken of a

receipt that is then converted to an electronic receipt for integration into the ERS. Optical

character recognition (OCR) technology captures, categorizes and itemizes receipts. Each

expense line item has a photo of the receipt attached so approval is faster and easier.

Employees can begin using ExpenseIt Pro as soon as they have installed the app on their

mobile device.

TripLink/TripIt

TripIt is a trip management service that helps travellers organize and share their travel

plans. TripLink enables ERS users to email travel plans to the ERS. The ERS will extract the

travel details from the emails and add these travel plans to the ERS. The plans will be added

to existing trips or used to create new trips, depending on whether the emailed plans share

dates with an existing trip.

NOTE: Expense and Request information will be included in this guide. Other

topics will be covered separately.


16April2015

Main Roles in the ERS

Request/Expense User

Request/Expense Users can create and submit requests (for travel pre-approval or

for cash advances for travel), cash advances (for research-related subject payments) and expense claims (called expense reports in the ERS). Individuals

may choose to create their own requests and/or expense reports, or may choose to have a delegate prepare requests and expense reports on their behalf.

Request/Expense Approver

The Approver role is given to supervisors, managers and other individuals that will be responsible for approving requests and expense reports. This role may be

delegated to another approver.

Request/Expense Delegates

A Delegate is an Expense/Request user who has been granted permission to act on behalf of another Expense/Request user in preparing, submitting, approving, etc. A user can only assign the tasks that they are allowed to perform (e.g. a user that

does not have approval rights cannot assign that task to their delegate).

Previewer (Delegate role)

The Previewer role is delegated by an Approver to an employee The Previewer can fully review the expense report before the Approver approves it. The preview task

will save time for the Approver.

Attendees

For the expense type “Business meals- Attendees expense users are required to identify all attendees (business guests) associated with that expense. Attendees can be saved as Favourites for future use in the ERS.

Processor

The Processor role enables an employee assigned the role of Processor to process

expense reports that have been approved, but have not yet been reimbursed. The tool also allows for reports to be viewed and historical expense reports to be

searched and reviewed. This role is reserved for Financial Services and Smith School of Business staff.

Cash Advance Administrator

Once approved, the cash advance request is sent to a Cash Advance Administrator who reviews it and then either issues it or returns the request to the user (for

example, for more information). Once the Cash Advance Administrator "issues" the cash advance, the company pays the cash to the employee. The employee must create an expense report to account for the cash when the trip is complete. This

role is reserved for Financial Services and Smith School of Business staff.


16April2015

ERS Roles – Workflow

Request/Expense User (Claimant) Delegate preparer OR

Approver

Previewer (Delegated by Approver)

Delegate Approver

2nd Approver

Processor (Financial Services

and Smith School of Business)

Cash Advance Administrator

(Financial Services and Smith School of

Business)

Business )

PEOPLESOFT PEOPLESOFT

PEOPLESOFT PEOPLESOFT

PEOPLESOFT

Note 1

Note 2

PEOPLESOFT Note 3

Workflow Directions

Main path

Optional path(s)

OR


16April2015

ERS Roles – Workflow Notes

Note 1:

Request/Expense User (Claimant)

Delegate

The Request/Expense User (Claimant) may prepare and submit a request or expense report

themselves or may delegate this task to someone else to prepare and submit.

Note 2:

Approver

Previewer (delegated by Approver)

Delegate Approver

2nd Approver

An Approver may delegate others to review and to approve requests and expense reports.

For example, an Approver may delegate a person to review all expense reports before they

are approved – this person will be a Previewer.

If an Approver is unavailable to approve (e.g. on vacation), then the Approver can delegate

this task to a Delegate Approver.

In some situations a request or expense report may require a second Approver, for example

a Principal Investigator may approve an expense report and then send the expense report

to the Department Head for a second approval.

Note 3:

PeopleSoft

Transactions that are processed in the ERS are sent to PeopleSoft every night.

Regular payment schedules from PeopleSoft will continue on Tuesdays and Thursdays.

NOTE: Payments in currencies other than Canadian, and wire payments or drafts

cannot go through the ERS. The Claimant must use the paper-based process for

these claims.


16April2015

Using the ERS

Accessing the ERS

Desktop Link: Single sign-on (SSO) through the MyQueen’s/Solus portal

Enter Employee NetID and Password

Go to the Applications tab

In the Expense Reimbursement System box, Click the “Login to ERS” link

Accept the “Terms of Use”, bottom left of terms- only needed once

Help Using the ERS

If you require assistance when working with the ERS, you have various tools and individuals

to assist you:

Queen’s Financial Services

o Website: http://www.queensu.ca/financialservices/

o Email: [email protected]

o Phone: 613-533-2050

Commented [TR1]:

Commented [TR2]: Delete


16April2015

Exploring the Home Page

The Home page includes several sections that make it easy for you to navigate and find the

information you need.

1. Quick Access to pages, your Profile, and the Help menu

2. Quick Task bar

Your most common tasks and outstanding "to do" items are now available at-a-glance.

With one click, you can create a new expense report or travel request, approve a trip or

quickly jump to areas needing your attention.

3. Company Notes

The Company Notes section has links to information and documentation you may require

while working with the system – example; the Travel & Expense Policy, The ERS User’s

Guide, etc.

4. My Tasks section

Get up-to-speed quickly on all your most pressing work items, and make quick,

informed decisions.

5. My Trips

TripIt Pro helps travelers organize all aspects of their travel – air, car, hotel, dining

reservations, activities, events, and more – and turn it into a single master itinerary.

TripIt Pro also provides One-Click or trip import to bring the TripIt Pro itinerary into an

expense report – automatically creating the appropriate expenses.

1

2

3

4

5


16April2015

Profile

To confirm, change, and/or update the information in the Profile Options section of the

ERS go to the Home page, Profile, Profile Settings.

Verifying Your Email Address

When you verify your email address, Concur can associate information forwarded from that email address to your ERS account.

With your verified email address, you can: Forward your receipt images to [email protected] to have your receipts uploaded into your Available Receipts (Receipt Store).

In Profile, Profile Settings, Personal Information, Email Addresses, click the "Verify" link

Check your email for a verification message from Concur

Copy the code from the email message into the "Enter Code" box next to the Email address

Click "OK" to submit the code and complete verification

If you would like another email other than your NETID email that was loaded, please click “Add an email address”, enter the new email address, click “yes” under contact

for travel notification, and then click OK. Note: This email also needs to be

verified

If a delegate will be emailing receipts to a User’s “Receipt Store” the following steps should

be followed:

1. The Expense Delegate should verify their email address in their own profile

2. The Expense User should verify their own email address in their own profile


16April2015

3. The Expense Delegate should be listed in the User's list of Expense Delegates

Once these steps are complete, the Delegate can simply send the email to

[email protected], and include the user's verified email address in the Subject line of

the email. This will ensure that the receipt is associated to the correct user.

NOTE: If you do not receive an email from Concur with your verification code,

check your Junk email folder.

Request Settings

In the Request Delegates section, you can assign a person as your delegate. Your

Request Delegate will be able to act on your behalf to prepare and submit a Request. The

user can assign only the tasks that they are allowed to perform (e.g. a user that does not

have approval rights cannot assign that task to their delegate). If you click on the

Delegate For tab, you will see who you are the Delegate for, if applicable and the

permissions you’ve been given

NOTE:

Expense and Request share delegates. By assigning permissions to a

delegate, you are assigning permissions for Expense and Request


16April2015

Request Preferences is where you can select the email notifications that you do or do not

want to receive. By default all items are checked under, “Send email when…” – to stop

receiving and email notification, uncheck the box beside the item and click Save. If you

have several people that can approve your report, you will check the box beside Prompt…for

an approver when a request is submitted. This will allow you to begin typing in the name of

the approver for your request so you can select from a list of approvers

If your Requests (for trip pre-approvals and cash advances for travel) will always go to the

same Approver, you can set up a default Request Approver. Enter the last name of the

Approver, select the name from the drop-down list and click Save.

Commented [TR3]:

Commented [TR4]:



16April2015

Expense Settings

Add Default Chartfield: You can set up a default chartfield string for your expense reports if you will always use the same

Fund, Department and Project coding. This will prevent you from having to enter this information into every new expense report that you create.

In Profile, Profile Settings, Expense Information

Enter the information in the Fund, Department and Project fields (enter six zeros if you are not using a research-related fund code)

Click Save

Add Expense Delegate(s):

Your Expense Delegate will be able to act on your behalf to prepare and submit Expense Reports. The user can assign only the tasks that they are allowed to perform themselves (e.g. a user that does not have approval rights cannot assign the Approve task to their delegate).

NOTE: Expense and Request share delegates. By assigning permissions to a delegate, you are assigning permissions for Expense and Request.

In Profile, Profile Settings, Expense (or Request) Delegates, click on Add to add a delegate

Enter the last name of the person you want to add and select the person from the drop-down list

Assign the permissions to the delegate by clicking in the box below the permissions you want to assign

Click Save


16April2015

If you click on the Delegate For tab, you will see who you are the Delegate for, if

applicable and the permissions you have been given.

From the Expense Preferences page you can specify when you will receive email. By

default all items are checked under, “Send email when…” – to stop receiving and email

notification, uncheck the box beside the item and click Save. If you have several people that

can approve your expense report, you will check the box beside Prompt…for an approver

when a expense report is submitted. This will allow you to begin typing in the name of the

approver for your expense report so you can select from a list of approvers.

If you will always send your expense reports or cash advance requests to the same Approver, you can set up a default approver in the ERS.

In Profile, Profile Settings, Expense (or Request) Approvers, click on Add to add an Approver

Enter the last name of the default approver

Click Save


16April2015

For the expense type Business Meals (Attendees), Expense users are required to identify all

attendees (business guests) associated with that expense. In the Favorite Attendees

section, you can enter attendees that may attend a business-related meal or event.

If you click on the Attendee Groups tab you can create groups of attendees you’re your

Favourite Attendees list which will make it easier and faster to attach attendees to a meal or

hospitality expense.

Business Purpose for Requests and Expense Reports

Expense report lines in the ERS require a clear business purpose, which is defined as one

that supports or advances the goals, objectives and mission of the University; and

adequately describes the expense as a necessary, reasonable and appropriate business

expense.

Defining an Appropriate Business Purpose

The 5 “W’s” (Why, Who, What, When, and Where) can help you determine the information

you should enter in the business purpose field for each expense line on your expense

report.

Why - The expense report must provide information as to why the expense was

incurred. The business purpose should substantiate why the expenses are reasonable

and appropriate for the university.

Who – The name of the person submitting the expense report is automatically applied

to the expense report.

What – The University needs to know what type of event or activity occurred, or what

was purchased. Include this information in the business purpose field, and select the

appropriate Expense Type value. For example, a chairperson hosted a faculty recruit for

lunch: Recruitment Lunch – Sarah Smith


16April2015

When – The business purpose should include information about when an event

occurred. For example, a department hosted a reception to welcome new graduate

students to the program: 2014-09-15 Grad Student Reception

Where – The business purpose should include where the expense was incurred. For

example, a faculty member flew to New York to attend a professional conference: Airfare

- AMA Conference New York

If on a Research Project, please ensure you state how the expense relates to

the project

Note: Business Purpose only 32 characters, please use Comment box for additional

information

Examples of appropriate and insufficient business purposes for the same expense:

Type of Expense Appropriate Business Purpose Insufficient Business Purpose

Business Meal Finalize FY15 budget with Dept.

Chair

Lunch with dept. Chair

Hospitality Grad reception for guest lecturer Hosting for grad students

Conference Fees 2014 AMA Conference – New

York

Conference

Creating a Request

A request is used to obtain pre-approval for travel expenses and cash advances for travel

and other advances except for subject payment and accountable advances

Travel pre-approval and/or cash advances for travel can include travel segments (e.g.

airfare, car, etc.) and expected expenses (e.g. taxi, parking, etc.).

Segments allow a department to better manage travel spending.


16April2015

Pre-Approval Process

Depending on departmental policy, faculty and staff may be required to request pre-

approval before going on a trip or incurring an expense.

All exceptions to the Travel and Related Expenses Policy (e.g. upgrade to business

class/first class travel) require pre-approval from a Principal, Vice-Principal, or Dean.

This procedure details the steps required to request pre-approval for travel when no cash

advance is being requested.

Requesting Pre-approval for Travel

1. In the ERS go to Request, New Request

2. Fill in required fields (red line beside field) for the Request Header

3. Enter estimated expenses information in the Segments tab (i.e. for airfare, train,

car, meals, etc.) &/or the Expenses tab

4. Click the Submit Request button

5. Select the Approver for the request (if not already set up as a default)

6. Click the Submit Request button again

7. Once the request has been approved it can be linked to an Expense Report

Do not fill out

this section for a pre-approval


16April2015

Segments tab:

Click on one of the icons and enter the information in the required (red bar) fields, scroll

down and click Save

Expenses tab:

The expense types in the Expenses tab can be used to detail the estimated miscellaneous

expenses (e.g. taxi, parking, supplies, etc.)

Other expense

types to use for

estimating

expenses

Segments:

- Airfare

- Train

- Car Rental

- Hotel

- Meals - Misc.


16April2015

Creating a Cash Advance for Travel

1. In the ERS go to Request > New Request

2. In the field, Request Name, enter the date (YYYYMMDD no dashes or spaces),

location (for the trip), and CA (for cash advance)

3. Fill in the rest of the required fields (red line beside field) for the Request Header and

the Cash Advance Amount field, click Save

If the Cash Advance Amount is not filled out on the Request header tab you

will not receive any money

4. Enter estimated expenses information in the Segments tab. For other expenses

types not listed under the Segments tab, click on the Expenses tab and enter the

estimated expenses using the expense types listed

5. The segment totals (amount in top right corner) should equal the amount you

requested on the Request Header tab

6. Click the Submit Request button

Segments:

- Airfare

- Train

- Rental Car

- Hotel

- Meals

- Misc.

Expenses (on the Expenses

tab)

Cash Advance Amount


16April2015

7. If your default approver has not been set up, select the Approver for the request and

then click Submit Request again

Returning an Unused Cash Advance Amount

If a claimant received a cash advance for travel and the trip was cancelled, the total amount

of expenses were less than the amount of the cash advance, or the subject payment

advance was not fully utilized; the claimant must return the unused cash advance amount

to Financial Services.

The following procedures should be followed:

1. The claimant fills out the online receipt form, Cash Advance Repayment Receipt

2. Claimant attaches the cheque or money order (payable to Queen’s University) to the

receipt form

3. The cheque is provided to Financial Services (either by inter-office mail or in person)

NOTE: if repaying the amount owing with cash, the claimant (or delegate) must

submit the cash in person to Financial Services. Under no circumstances should

cash be sent via inter-office mail.

Payment Receipts:

Payment by cheque/money order sent by inter-office mail to Financial Services

– the receipt that is attached to the cheque/money order will be signed, scanned, and

emailed to the claimant if they fill in the email portion of the receipt. The claimant will

then attach the emailed receipt to the expense line item, Cash Advance Return, (as

proof of repayment) in the expense report created in the ERS.

Payment by cash/cheque/money order submitted in person to Financial

Services– the receipt for the cash/cheque/money order will be signed and a copy given

to the Claimant by Financial Services. The claimant will then attach a copy of this

signed receipt (via scan or photo) to the expense line item, Cash Advance Return, (as

proof of repayment) in the expense report created in the ERS.


16April2015

Receipt Example:

UNUSED CASH ADVANCE REPAYMENT RECEIPT

Received from:

Name: ___________________________ Employee ID: ___________

Cash Advance Name (or Key): _________________________________

Amount: $________ Paid by: ☐ Cash (Do NOT send cash by inter-office mail)

☐ Cheque #________

☐ Money Order

Signature:________________________ Date: __________________

This section for Financial Services use only

Received by: Financial Services

Name: ____________________________

Position: ____________________________

Signature: ________________________ Date: __________________

Email ___________________________________

If sending by mail, please include your email so we can send you a copy to attach

to your claim

NOTE: Please scan and attach to your expense report after it has been signed by

Financial Services.


16April2015

To enter a claim for a trip/expense for which a cash advance was issued:

Creating an Expense Report

In the ERS go to Expense, and click on Create New Report

Fill in the required fields (red line beside the field) for the Report Header

In the center of that page there is a box labeled “Requests”, if you received your

advance through the Request Module click add. A list of outstanding requests will

show, click the box beside the request you would like to apply and click Add in the

bottom left of box

Click Next, in the bottom left of screen

If you have an outstanding cash advance that is not through the Request module, a

pop-up window will appear so you can choose the box beside the related cash

advance and “Assign Cash Advance to Report”

After adding all expenses, if you have an outstanding balance from the advance to be

repaid, click on ‘Add Expense’ and choose the Expense Type “Cash Advance Return”

Under 13. Cash Advance. (Please Note: if you did not apply an advance to the claim in the

report header, this expense type will not be shown/available).


16April2015

Attach the completed Cash Advance Repayment Receipt (with signature from Financial

Services as proof of payment) to the expense line item as a receipt image.

The expense report may now be submitted to the Approver.


16April2015

Research-Related Expenses

Granting agencies are quite strict in their requirements for supporting documentation and

information provided for expenses relating to research. Ensure that extensive details are

provided when describing research-related expenses in the ERS.

Use the Business Purpose and Comments fields to describe how your claim relates to your

research. Do not solely attach receipts but attach other supporting documentation as well,

for example, if you attended a conference, you would attach the conference registration

receipt, as well as the conference agenda with the sessions related to your research

highlighted.

Research-Related Cash Advances

Research-related Cash Advances for Subject Payments are created under the Expense > Cash Advance > New Cash Advance in the ERS.

Cash Advances for research-related travel are created in Request > New Request

just like a non-research-related cash advance for travel. There is a field, Research Project

Code where the research project number must be entered (six zeroes are entered if the

cash advance for travel is not related to a research project).


16April2015

Creating a New Expense Report

Once travel has been completed or expenses incurred, an expense report should be

created in the ERS. This document will show you the steps for:

Creating an Expense Report Completing the Expense Report Header screen

Completing the Expense Report details screen Printing a one-page summary to attach to paper receipts

Creating an Expense Report

In the ERS go to Expense, and click on Create New Report

Completing the Expense Report Header screen

Fill in the required fields (red line beside the field) for the Report Header. If you are claiming for a Research project you must also fill in “For Research Related Travel/Expense Only- Traveler Affiliation.

Note: some fields will show a “?” icon above the field, which will show you tips for completing the field if you hover over the “?” icon.

If you have a Request associated with the claim (pre-approval of travel

and/or travel advance) please click the add button in the middle of the page, select the request to attach to the expense and click “Add”

Click Next in the bottom right hand corner


16April2015

If you have an outstanding cash advance, a pop-up window will appear where you select the cash advance to attach to the expense report

Completing the Expense Report Details screen

On the New Expense section of the screen, select Expense Types that

correspond to your receipts

When you click on “New Expense” a new window will open on the right side of the screen, where you can select the appropriate expense type. Once

selected a new window will open, showing the with required and optional fields for the expense type for you to enter the information from the receipt

To attach an electronic copy of your receipt, click the Attach Receipt button at the bottom of the screen (for other methods regarding attaching receipts to expense line items, refer to the document “Receipts” in the ERS)

A pop-up window will appear with your (uploaded) available receipts. Click on the checkbox beside the receipt image and then click on the Attach button

to attach it to your expense report


16April2015

For some types of expenses, (such as accommodation) where the receipt may be for more than one expense type, you can itemize the expense before you can save it. To do this, click on the Itemize button at the bottom of the

screen and fill in the fields (NOTE: each amount must be the after tax

amount when itemizing) – click the Save button at the bottom of the screen

when finished itemizing

Please Note: You are no longer required to itemize for gratuities

Continue to select expense types until all receipts are entered on the

expense report

Click the Submit Report button (at the top right of the screen)

A window with the User Electronic Agreement (your electronic signature) appears, Click Accept & Submit to proceed

If you do not have a default approver setup, you will need to select an

Approver for your expense report. If there is no “default approver” set up on your profile an “Approval Form for Report” box will appear. enter the last


16April2015

name of the Approver and choose from the drop down list in the “Manager Approval” line

A final window will appear with the summary of your claim, Report Successfully Submitted

When you close the window you will see the general Expense tab information

and your newly submitted expense report will show with the current status

Printing a One Page Summary to Attach to Paper Receipts

A one page summary of the expense report can be printed by opening up the

Expense Report and selecting Print / Email > Report - Detailed


16April2015

Please ensure both buttons, “Show Expenses” and “Show Itemizations” on the top left of the form are clicked. This will ensure expenses that are itemized for personal

expense will show as not claimed, making it easier to reconcile the report.

Expense Report Status

At any time you can log into the ERS to see the status of an expense report – click on the

Expense tab and find the expense report under Active Reports – the status will show. If the

report is not showing under Active Reports you can check the Report Library to confirm

that your expense report has been paid.

Itemizing an Expense

Example of the dinner receipt itemized to remove alcohol (as a personal expense)



16April2015

Itemizing an expense refers to breaking down the amounts of an expense to multiple

expense types; detailing how the full amount is distributed. Example: A hotel bill typically

contains a variety of expenses including room fees, taxes, parking, meals, telephone

charges, and personal items. These expenses should be itemized so that they can be

accounted for correctly. Utilizing the Itemize feature allows you to quickly identify each

expense type.

1. On the Expense Report page, click the expense you want to itemize

2. Click Itemize

3. On the New Itemization tab, click the Expense Type dropdown arrow and select

the appropriate expense type from the dropdown list

4. Complete all required and optional fields

5. Click Save

6. Repeat steps 3-5 until the Remaining Amount equals $0.00

Note: Itemizations are no longer required for gratuities

Allocating Expenses

Allocation occurs when you distribute your expenses to multiple chartfields.

Note: If you want to itemize and allocate an expense, you must itemize the

expense first - you cannot itemize an expense after you have allocated it.

Please ensure you only allocate the main expense, not the main expense line

and itemized lines

There are 2 ways to Allocate Expenses:

1. Complete all expenses as usual

2. Select the expense you wish to allocate from the Expense list

3. Click Allocate

4. From the Allocate By dropdown menu, select either Percentage or Amount

5. Click in the field under the Department column heading and then select the

department

6. Click Add New Allocation, and then repeat steps 5-6 for each new allocation

7. Click Save, and then click OK

8. In the Allocate Report window, click Done

1. Complete all expenses as usual

2. From the Details drop-down menu, select Allocations

A

B


16April2015

3. The Allocations window opens

4. Select the expense items you want to allocate or click in the checkbox beside Date

to select all

5. Click on Allocate Selected Expenses

6. From the Allocate By dropdown menu, select either Percentage or Amount

7. Click Add New Allocation

8. Enter the new chartfield information

9. Repeat steps 5-6 for each new allocation

10. Click Save, and then click OK

11. In the Allocate Report window, click Done

Per Diems

Per diem (Latin for "per day") is a daily allowance for meal expenses—a specific amount of

money the university gives an employee/faculty member per day to cover the cost of meals

while travelling. Meal receipts do not have to be saved when claiming per diems.

An employee/faculty member can ONLY claim per diems for travel that is research-related

and that is on a research project that is NOT funded (partially or entirely) by the Ontario

government.

Per diems are only permitted when using the ERS (not on a paper form) as there is an

automated check in the system for project numbers that allow per diems.

As of January 2015 the rates for per diems are as follows:


16April2015

Travel within Canada Travel – USA/International* Breakfast $11.00 Breakfast $16.00 CDN

Lunch $12.00 Lunch $16.00 CDN

Dinner $32.00 Dinner $43.00 CDN

Breakfast/Lunch $23.00 Breakfast/Lunch $32.00 CDN

Breakfast/Dinner $43.00 Breakfast/Dinner $59.00 CDN

Lunch/Dinner $44.00 Lunch/Dinner $59.00 CDN

Full Day $55.00 Full Day $75.00 CDN

*The ERS has been set up with a default location of Kingston ON so that the amount entered does not calculate exchange (i.e. the amount shows in Canadian dollars)

If travelling for more than one meal period, the maximum daily reimbursement will be

calculated based on the total for all applicable meals, rather than by individual meal. If

travelling for one meal period, the traveler will only be reimbursed up to the amount

stipulated under the Travel & Expenses Policy.

Receipts

Electronic receipts that come directly from vendors

Pictures of paper receipts can be taken with a smart phone or tablet and emailed to

your available receipts via [email protected] from a verified emailed

Pictures of paper receipts can be taken with a smart phone or tablet through the

mobile application and are automatically loaded into your receipts store (please

ensure you check your data plan)

Scanned copies of receipts can be uploaded (PNG, JPG, JPEG, PDF, HTML, TIF, or

TIFF files)

Receipts emailed/faxed to Concur to upload to your Receipt Store

Electronic Receipts (E-receipts)

E-receipts are an electronic version of receipt data that can be sent directly to the ERS to

replace imaged paper receipts.

The availability and content of e-receipts vary depending on the vendor. Hotel e-receipts

can be used to automatically itemize hotel expenses.

Receipt Store

mailto:[email protected]


16April2015

Receipt Store (Available Receipts) is a repository of receipt images that the user can either

email or upload images to, and then use to attach images at the line item expense entry

level.

For images emailed or sent by the Concur application in supported format use a Concur-

verified email address provided by the user during signup, and these images are then

available to that user for the purpose of attaching to report expense entries.

You can also click Upload New Receipt and browse your computer for images you had

previously scanned and saved to your computer, choose the receipt and click attach.

Attaching Receipts

To upload and attach local images to individual expense entries:

1. With the report open and the expense line open, click Attach Receipt

2. In the Attach Receipt window, click Browse

3. Navigate to the image file, then click Open

4. Click Attach

5. Click Close

To attach a receipt image to an expense entry using Receipt Store:

1. With the report open, click Available Receipts on the right hand side under Submit

Report. Enlarge the receipt image and enter the expense information. When

complete click save, the image will automatically by attached.

2. Confirm the receipt is attached by noting that the receipt required icon (yellow) has

changed to receipt received (blue), or click the Receipt Image tab of the entry to

view the thumbnail image.

In the Receipt Store, the user can upload local images (on their machine or network server)

using the Upload button within Receipt Store gallery. This function mimics the steps above

for uploading and attaching local images.

Attaching Receipts to the Report Header (not recommended for receipts that have

expense lines associated)

If a Claimant or Delegate wants to attach a receipt to the report that does not have a

corresponding expense line item, the receipt can be attached to the Report Header.

1. With the expense report open, click on the Receipts drop-down menu and select

Attach Receipt Images

2. Click Browse, find the receipt image you want to attach and click on Upload (this

will attach the receipt to the expense report header)


16April2015

3. Click Close

Delete attached receipt images

You can delete images if the report has not yet been submitted or if the report has been

returned to you.

To delete receipts attached to a report, with the report open, click Receipts > Delete

Receipt Images

To delete receipts attached to an individual expense entry, do one of these:

Hover over the receipt received icon, then click Detach from Entry

Open the entry, click the Receipt Image tab, then click Detach from Entry

Emailing Receipts to Concur

Receipt images can be emailed to [email protected]

Make sure to enter the email address of the claimant on the subject line of the email

if you are acting as a delegate for a user (claimant)

Faxing Receipt Images

The fax cover page must accompany each set of receipts as the barcodes on the fax cover

page identify the expense report to which the receipts are associated.

To fax your receipts:

1. Complete your expense report as usual

2. Select Print > Fax Receipt Cover Page - the cover page appears

3. Click Print

NOTE: Make sure the page is set to Portrait mode.

4. After printing the fax cover page, click Close

5. Read the faxing instructions on the fax cover page and in Hints for Faxing below

6. Arrange the receipts in a clear plastic sleeve or tape them to a separate sheet of

8.5"x11" (or A4) paper for faxing

7. Place the fax receipt cover page – followed by the receipts – into a fax machine and

transmit them using the Imaging number that appears on the fax cover page

Once the fax is received and processed, the image should be available for viewing in

Expense in about five minutes.

To view the faxed receipts, select Receipts > View Receipts in new window or View

Receipts in current window

Hints for Faxing

o Arrange the required receipts in a clear plastic sleeve or tape them to a separate

8.5" x 11" paper for faxing.

o Multiple pages of receipts can be sent as long as the fax cover page associated with

the report is positioned as the first page of the fax sequence.

o Yellow receipts are typically not legible when faxed - Concur recommends that you

make a photocopy of any yellow receipts and then fax the copy.

mailto:[email protected]


16April2015

o The fax cover page must appear as the first page in the transmission.

o To submit additional receipts for the same expense report or if the receipts appear

unclear, fax the receipts using the cover page associated with the same report as

was used for the initial transmission. The receipts are appended to the earlier

transmission.

o If you click View Receipts and you receive an error message indicating that the

browser does not recognize the format of the file or requests that you need to open

the file by using another application, then you need to download the latest version of

Adobe Acrobat Reader to install the browser plug-in. The error message supplies a

link to the Adobe web site or an internal site determined by your Concur

administrator.

o If you lose your fax receipt cover page, print another one from within the same

report.

o An email notification can be sent to you indicating that a fax was successfully sent

and is available for viewing.

o Approving managers have access to the receipt images through the View Receipts

link upon receiving a notification that an expense report is pending their approval.

o You can fax and attach scanned images to the same expense report.

Missing Receipt Affidavit

The Missing Receipt Affidavit feature allows a user who needs to add receipt images to

expense report line items but cannot provide them. They can instead digitally sign an

affidavit that can be submitted instead of the actual imaged receipts. This allows the report

to be submitted in a timely manner and comply with company policy on receipt submittal.


16April2015

This automates the paper process of printing and signing an affidavit form and attaching an

image of that form to the expense in place of the receipt image.


16April2015

To attach a Missing Receipt Affidavit to an expense entry using Receipt Store:

1. On the expense report, click Receipts > Missing Receipt Affidavit. The Missing

Receipt Affidavit dialog box opens

2. Select each entry that requires a receipt image if the original receipt is lost or not

available

3. Click Accept & Create. An image of the affidavit is created. It is attached to the

entry or entries and creates a record of the date, time, employee name, and other

details for review purposes. Also, a missing affidavit icon displays on the line entry

NOTE: A delegate cannot create a Missing Receipt Affidavit for a user they are the

delegate for. A user (claimant) must create their own Missing Receipt Affidavit for

their expense report.

Delete an Affidavit Receipt Image

1. If the correct receipt image becomes available, hover over the missing affidavit icon

and click Detach from Entry

2. Click Yes to confirm

Delegates and Receipt Store

Delegates may be able to view receipt images for expense reports they are preparing

on behalf of another Expense user

A delegate can email/fax receipts to Concur for uploading to the Receipt Store of the

person they are delegating for – the delegate sends the receipts to Concur and puts

the claimant’s email address (the person the delegate is delegating for) in the

Subject line of the email

Adding Attendees

The Favourite Attendees section is used to list business contacts or employees who may be

included on the expenses you are claiming. For example; for business meals you will be

required to list the attendees who were present. In the Expense Settings section, click

Favourite Attendees - the Favorite Attendees page appears which allows you to add, edit, or

delete frequently-used attendees.

1. At the top of the Concur-Home page, click Profile

2. On the Expense Settings menu, click Favorite Attendees

3. On the Favorite Attendee page, click New Attendee


16April2015

4. From the Type dropdown menu, select the appropriate Attendee Type

5. In the Last Name field, enter the last name of the new attendee

6. In the First Name field, enter the first name of the new attendee

7. In the Attendee Title field, enter the job title of the attendee

8. Click Save

Another way to add Favourite Attendees is to add them when you are entering information

in the Expense Type, “Business Meals (Attendees)”. Click on New Attendee and enter

the information in the fields that appear.

Entering Mileage


16April2015

The Mileage Calculator helps you determine mileage between locations. By entering the

“To” and “From” locations, the Mileage Calculator will determine the distance between

the locations for entry to the expense report.

1. On the New Expense tab, select the appropriate expense type that pertains to

personal car mileage (i.e. Mileage)

2. Click the Transaction Date field and then use the calendar to select the date of the

transaction

3. Click on Mileage Calculator

4. In the A (From location) field, enter the starting location of your trip

5. In the B (To location) field, enter the ending location of your trip

6. Select the Add Mileage to Expense button (bottom-right of screen)

7. The Distance and Amount fields will be filled in for your expense report

8. Click Save

Correcting & Resubmitting or Recalling an Expense Report

If there is missing information or an error on the submitted request or expense report, the

request or expense report may be sent back to the individual that submitted it. The

submitter reads the comments regarding why the request or expense report was returned

and makes any necessary changes and resubmits the request or expense report.

1. In the Active Reports section of the Concur-Home page, read the comment in the

Status column to find out why the report was returned

2. Click the report name (link)

3. Make the requested changes

4. Click Save

5. Click Submit Report

An individual can also recall their submitted expense report.

1. Open the expense report

2. Click on the button, Recall

3. A window will open to make sure you intended to recall the report, click OK


16April2015

4. Make the changes and resubmit the report, if applicable

Reviewing & Approving Expense Reports and Requests

As an Approver, you can approve requests and expense reports “as is”, change the coding (chartfield information), send a request or an expense report back to the employee to modify and resubmit, or Approve and Forward to another Approver.

All requests and reports awaiting your approval appear on the Approvals tab.

Request includes Trip Pre-approvals and Cash Advances for Travel

Expense includes Expense Reports (claims for travel and employee reimbursements) and Cash Advances for research-related Subject Payments

Cash Advances includes Cash Advances for Research Subject Payments. This tab

will only show if you have something to approve.

(Please note once a Request is approved it will duplicate on the claimants Task Bar

under their Cash Advance, this happens so payment can be processed)

Request

Approving a Request - For Trip Pre-Approval (not Cash Advance for travel)

1. In Approvals, click the name of the report that you want to view

Recall button


16April2015

2. The Pre-Approval request will open on the Expense Summary tab so that you can review the expense breakdown for the requested trip.

3. Once you have selected a request to review, on the Request Header tab, no

amount for Cash Advance should be showing for Pre-Approval

4. There are 3 main options: 1) Approve (as is), 2) Send Back Request(as denied or for more information), or 3) Approve and Forward (forward to a

secondary approver) – Click on your selection

5. The requestor is notified that the trip pre-approval has been either approved or

sent back depending on the Approver’s selection


16April2015

Approving a Request - For Cash Advances for Travel


2. The Cash Advance request will open on the Expense Summary tab so that you

can review the expense breakdown for the requested cash advance for travel

Note: If the Expense Summary tab does not open and a Request Header tab opens

instead, it means that the employee (or delegate) did not fill in the Segments tab

(showing the breakdown) for the cash advance

*The amount in the top right corner is the amount approved for budget

(segments), the amount that will actually be paid is on the Request Header tab, in

box Cash Advance Amount

3. There are 3 main options: 1) Approve (as is), 2) Send Back Request(as

denied or for more information), or 3) Approve and Forward (forward to a secondary approver) – Click on your selection

4. The requestor is notified that the cash advance for travel has been either approved or sent back depending on the Approver’s selection

5. If the cash advance request for travel has been approved, the Cash Advance

Administrator in Financial Services will process

Expense


16April2015

Approving a Cash Advance in Expense (Research-related Subject Payments only)


2. The Cash Advance window will open

3. Either Approve (as is) or Send Back to Employee (with a comment that the cash advance is denied or to receive more information/correct an error)

Approving Expense Reports (Travel Expense Claims & Employee Reimbursements)


2. Confirm all receipts that should be attached are present and that the expenses were for authorized business purposes and you are authorized to approve a claim for the department (this may have already been done by a Previewer) Note: See Approver’s Checklist

3. Review any Exceptions to see what they pertain to (this may have already been done by a Previewer)


16April2015

4. Click Approve

Sending an expense report back to an employee


2. Click Send Back to Employee

3. In the Send Back Report page, add comments in the Comment box

4. Click OK

Adding an additional approval step for an expense report (Approve & Forward)


2. Click Approve & Forward

3. In the Approval Flow window, click the Search Approvers By dropdown arrow

4. From the list of options displayed by the search, select the appropriate approver

5. Click Approve


16April2015

Checking the Audit Trail (Requests and Expense Reports)

The Audit Trail shows the names of everyone who acted in some way with the request or expense report, what they did and when they did it. Examples below

Request

Expense


16April2015

Buttons & Icons

Button/Icon Description

Add New Allocation: Add a new allocation row.

Allocate By: Choose between allocating by percentage or amount.

Allocations: Indicates that an expense entry has been allocated.

Attendees: Indicates that an expense entry has associated attendees.

Approve: Approve the expense report for processing.

Approve & Forward: Add additional review steps for an expense report.

Comments: Indicates that an expense entry has comments associated

with it.

Delete Report: Deletes the current expense report.

Details: Provides options to view details of the expense report such as the

report header, allocations, and audit trail.

E-Receipt: Indicates that the expense report contains an electronic

receipt.

Exceptions (Yellow): Indicates that an expense entry has an exception

associated with it.

Exceptions (Red): Indicates that an expense entry has an exception

associated with it that must be resolved before you can submit the

expense report.

Itemize: Save the current expense entry and begin the itemization

process.

Note: Itemizations are no longer required for gratuities

Mobile Expense: Indicates that the expense was entered in the Mobile

app.

Multiply: Reverses the exchange rate when working with foreign out of

pocket transactions.

New Attendee: Add a never before used attendee to an expense report.

New Expense: Create an out of pocket expense entry.

New Expense Report: Create a new expense report.

Next: After creating the expense report header go to the next step in the

process.

Personal: Indicates that an expense entry was marked as personal.

Print: Print the fax cover page or detail report for the current expense

report.

Receipts: Access to attach receipt images or view previously attached

receipts.

Receipt Attached: Indicates that a receipt is attached to the expense

entry.

Receipt Image Required: Indicates that a receipt is required for the

expense entry.

Report returned by Approver: Indicates that the report was returned to

the submitter from the approver.

Send Back to Employee: Allows the approver to send the expense report

back for corrections.

Submit Report: Submit the expense report for approval.

Tooltip: Click the tooltip icon to view the associated field-related help.

Trip Data: Indicates trip information from an itinerary.

Show / Hide Itemization: Click this icon to view or hide itemization

specifics.


16April2015

Expense Reimbursement - Queen's University · Expense Reimbursement System (ERS) User’s Guide...

Documents

Transcript of Expense Reimbursement - Queen's University · Expense Reimbursement System (ERS) User’s Guide...