Image by: Lisa Vallad (2009).

PSC is switching to a newExpense System

Why are we doing this?

“I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card. Both of these processes involve so much time and paperwork.”

“I wish there were some way to streamline travel and expense reports…

…that would give me time to concentrate on what I really do.”

All

Currently…In the new

Expense System…You use different websites

for different aspects of travel (authorization, Per Diem calculation, gas prices, etc.)

You use the Telnet Secure Shell to allocate and itemize expenses and submit receipts by campus mail.

Payment Vouchers, Employee Reimbursement and other procedures require paper forms.

All of these tasks are handled in the expense system, saving time and money.

Forms Your

Currently…In the new

Expense System…

Making a mistake on a form can add days, sometimes weeks to approval and payment processes.

Your busy schedule is not always compatible with the time bound expense system tasks.

Hard copies of forms and reports mean lots of paperwork to keep track of.

Self-correcting electronic forms are accessed online in one convenient site, eliminating excess paperwork and reducing error. Delegates can be assigned to certain tasks to save you even more time.

Let’s take a look at how the new Expense System will work

LoggingIn

Enter your University user name and password

Click MY.TOOLS

Click Open CU Expense System

Procurement CardReports

How to submit

Building yo

ur

reportReport

Header

Adding Expenses

Attach Receipts

Itemize & Allocate

Certify & Submit

Approval

Report Headers

This section shows you charges that can be added to the report

Click New Expense Report

From the Policy drop down menu, select Procurement Card

Give the report name:Last name-Proc-Month Year

You will have a chance to change the SpeedType later

AddExpenses

Expenses will appear on the left

2) Click Import

1) Check the boxes of the expenses you want to add to the report

Allocate & Itemize

2) Add Business Purpose

3) Click Allocate

1) Check the box next to the item you want to allocate

1) Enter SpeedType

2) Click save

It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%

AttachReceipts

From the Print pull-down menu, select CU Fax Receipt Cover Page

Print fax cover page

Fax or scan all of the receipts required for the expense report.

You can use a plastic cover sheet to fax small receipts

You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.

Certify& Submit

Once your receipts are uploaded,Click Submit Report

Take a moment to review your report

Click here to certify and submit your report

Would you like to see some demonstrations?

Report Headers

Add Expenses

Attach Receipts

Allocate & Itemize

Certify & Submit

See It

Try It

See It

See It

See It

See ItTry It

Try It

Try It

Try It

For more information, visitPSC’s Expense System Microsite

Or call the

Finance & Procurement Help Desk:303-837-2161

Thank youLisa Vallad

Diana GeorgeAnn Cline