Slide 1

FastFactsFeature Presentation

January 10th, 2007

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

Slide 2

Today’s Topic

We’ll be taking a look at Travel, and focusing on a few of the issues and procedures that have caused people some confusion in the past.

Slide 3

Today’s Presenters

Tom GreeneAssociate Director Accounts Payable Shared Services

Debbie HawkesTravel Unit SupervisorAccounts Payable Shared Services

Slide 4

Session Segments

PresentationTom and Debbie will talk about some of the Travel issues that have caused confusion in the past. During their presentation, your phone will be muted.If you would like to submit a question during the presentation, you can email it to: fastfacts@jhu.edu

Q&AAfter their presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Tom and Debbie will answer as many of your questions as time allows.

Slide 5

Session Segments – Continued

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 6

Travel

Slide 7

Agenda

Today, we’re going to talk about how to…Identify and select the correct personnel numberChange a TRIP’s Alternative Cost AssignmentSave a TRIP for workflowSelect and enter correct expense types for receiptsCheck the status of a TRIPCheck the workflow for a TRIP

We’ll also be providing some additional information on…Scanning and attaching receiptsExchange ratesTravel advances

Slide 8

Personnel Numbers

Identifying and Selecting the Correct Personnel NumberSince some travelers may have multiple personnel numbers, to verify that you’re choosing the correct personnel number, you can now lookup an individual’s number using the Address Search Function. Beside the traveler’s name, you can now view the corresponding address to help ensure you are selecting the correct payee.

Slide 9

Personnel Numbers1. Go into transaction type TRIP in SAP and click the “Change

Personnel Number” icon. (It’s the third icon on the upper-left side of the screen – the one that has two people on it.) A pop-up window will open.

2. Within this pop-up, click the drop-down icon.

Slide 10

Personnel Numbers3. Click the “Address Search” tab OR click the third icon on the

upper-right side of the screen to generate a drop-down list of tabs and select “Address Search” from this list.

4. Enter the traveler’s last name and first name in the appropriate name fields. The wildcard function (*) can also be used when conducting a name search. Click the green checkmark located on the lower-left side of this window to begin the search.

Slide 11

Personnel Numbers5. A list of names will appear once you initiate the search.

Double-click on the correct person’s name.6. Enter the correct person’s personnel number in the

personnel number box. Click the green checkmark to complete the search.

Slide 12

Alternative Cost Assignment

Entering An Alternative Cost AssignmentA TRIP’s workflow is determined by the cost assignment associated with the TRIP. In order to ensure a TRIP is sent through the correct department approval path, users must enter an Alternative Cost Assignment that overrides the default cost handling.

Slide 13

Alternative Cost Assignment

1. In SAP, you must be in your trip document to enter your alternate cost. Click the “Alternative Cost Assignment for Entire Trip” button.

Slide 14

Alternative Cost Assignment

2. Click the “Cost Distribution” button and enter your cost assignment on the second line. Click the green checkmark once you have entered information in the required fields.

Slide 15

Saving a TRIP for Workflow

Saving A TRIP for WorkflowAfter you have entered an expense report into SAP, the trip must be saved twice in order to initiate and begin the workflow.

Slide 16

Saving a TRIP for Workflow

When you click the Save button the second time, you will see a pop up box asking “Are you ready to submit your Expense Report for Approval?” Click “Yes” and the workflow will be initiated for this trip.

Slide 17

Expense Types for ReceiptsSelecting and Entering Correct Expense Types for Receipts

Selecting the correct expense type for receipts has been a common problem with the end users. The “PD” (which is a part of some of the expense type descriptions) means that the receipt amount is not to be paid out to the traveler.

“PD” expense types will not be included in the disbursement.

“PD” expense types will not be included in the disbursement.

Slide 18

Checking the Status of a TRIPChecking the Status of a TRIP

To check the status of a trip in SAP transaction “TRIP,” click the “List of All Trips” link.

Slide 19

Checking the Status of a TRIPA list of “Open” and “Paid Trips” will appearIf the paid trips are not displayed, click the drop-down arrow next to the yellow file folder. A list of trips should appear if there are paid trips for the individual. Click the drop-down arrows next to the dates (this is the date the trip was created) to display more detailed payment information regarding the trip.

Slide 20

Checking the Status of a TRIPUnder the Travel Expense Statement column, you will see different icons.

Note: If you see a white clock with the label “Trip on Hold/To Be Settled,” this means that the trip is waiting for Accounts Payable to audit and approve.

Note: If you see a white clock with the label “Trip on Hold/To Be Settled,” this means that the trip is waiting for Accounts Payable to audit and approve.

The yellow triangle with the label “Trip Completed/To Be Settled” means the trip is pending department approval.

The yellow triangle with the label “Trip Completed/To Be Settled” means the trip is pending department approval.

The green dollar sign with coins means the trip has been paid to the traveler. If you expand the column next to “Status,” you will see the paid date information for the trip.

The green dollar sign with coins means the trip has been paid to the traveler. If you expand the column next to “Status,” you will see the paid date information for the trip.

Slide 21

Checking the WorkflowHow To Check the Workflow for a TRIP

In the upper-left corner of the document, you will see an icon that is called the “Services for Object” icon. Right next to it is an icon that looks like a white sheet of paper.Click the white sheet of paper icon. Place your cursor over the word “Workflow” and then click “Workflow overview.”

Slide 22

Checking the WorkflowFor this particular trip, no workflow exists. If you see this message at the bottom of your screen, it means that the trip was not saved twice to initiate the workflow for department approvals. You have to click the Save button again to initiate the workflow.

Slide 23

Checking the WorkflowScroll down to the last workflow entry (if more than one exists) in the title section and click the entry to highlight it.In the “Current Data for Started Workflow” box, you will see dated information regarding the expense report.

“Current Data for Started Workflow” box “Current Data for Started Workflow” box

Slide 24

Checking the WorkflowUnder the Agent column, you may see an “Information” link. Click this link to see whose inbox the trip is currently in, awaiting approval.

Slide 25

Checking the WorkflowOn the final line, if you see the words “Mail Sent,” this indicates that all approvals are done and an email was sent to the initiator indicating that the document was approved.

Note: To exit a document without starting the workflow again, click the green back arrow or the yellow up arrow to exit the trip.

Once the approval is received, the word “Approved” would appear under the Result column.

Once the approval is received, the word “Approved” would appear under the Result column.

Slide 26

Attaching Receipts

Scanning and Attaching ReceiptsEnd users can now scan and attach receipts directly. The instructions for scanning and attaching receipts to a trip document can be found at the following website:http://www.jhu.edu/hopkinsone/Support/documents/travel-expenseattaching.ppt

When scanning and attaching multiple pages, scan all the items as one image and attach the file. DO NOT scan and attach each page separately.If you fax receipts in to A/P, please use the appropriate cover sheet. The proper cover sheet can be found at this website: http://ssc.jhmi.edu/accountspayable/DataFiles/TRAVELRECEIPTSCOVERSHEET.doc

Slide 27

Exchange Rates

Exchange RatesWhen converting currency for international travel, please convert the currency using the website http://www.Oanda.com/ SAP DOES NOT have the current currencies updated. The exchange rates that appear in SAP where uploaded to populate the database to allow departments to enter their own exchange rates.The Oanda website will provide current exchange rates and will also allow you to enter the dates of the actual travel for the exchange rates for that day.

Slide 28

Travel Advances

Travel AdvancesYou must enter a request in the Trip transaction in SAP when requesting a Travel Advance.A signed Travel Advance Recovery form is required for all Travel Advances and must be faxed to 443-997-3554. You can find the travel advance recovery form at this website: http://ssc.jhu.edu/accountspayable/DataFiles/TravelAdvanceRecovery.docThe allowable amounts for travel advances are $50.00 per day for domestic travel. For International travel, the per diem rate can be used when requesting a Travel Advance. The international per diem rates can be found at this website: http://aoprals.state.gov/web920/per_diem_action.asp?MenuHide=1&CountryCode=0000

JHU Only

Slide 29

Travel Advances

If all of the Travel Advance funds are not used by the traveler, the traveler must write a check back to JHU for the amount due back to the institution. Please fill out the “Travel Advance Funds Due University” form found on this website: http://ssc.jhu.edu/accountspayable/DataFiles/TRAVELADVANCEFUNDSDUEJHUFORM.doc SAP will automatically deduct amounts owed to the University from future payments if an employee has future reimbursements due to them for travel expenses.

JHU Only

Slide 30

General Information

Fax Numbers:AMEX Receipts: 410-502-8020 Travel Receipts: 410-502-7959 or

410-502-7965 Travel Advance Recovery Form: 443-997-3554 Wires: 443-997-3554 JH Travel Mini Master Request: 443-997-3554

Slide 31

General Information

AMEX Corporate Card Reimbursements:When requesting reimbursement for the AMEX Corp. expenses, please enter “AMEX” as the first word in the “Reason For Trip” field when entering your expenses on the trip document. When A/P staff looks in the Travel Queue, they can identify the AMEX transactions quickly if it is labeled properly. A/P is committed to reimbursing the AMEX Corp. Card expenses within a 72 hour period once the department approves the expenses in workflow. However, A/P can only commit to the turnaround if the department has followed the proper directions when submitting the expense for reimbursement. Fax receipts to the appropriate AMEX line (410-502-8020) and enter AMEX as the first word of the “Reason For Trip” field.

Slide 32

General Information

Processing Expectation for End Users:A/P has 10 business days from the date the department approved the expense. If your payment has not been made within this time period, please contact the appropriate staff person in the Travel Unit.

Slide 33

General Information

Wire Payments for Travel Expenses: A/P can do International wires for travel reimbursements but the funds can only be sent in US currency. The amount has to coincide with the TRIP transaction amount. The Intl Wire form should be faxed immediately to 443-997-3554. This form is available at… http://ssc.jhu.edu/accountspayable/DataFiles/INTLWIREINFO.doc

Slide 34

Policies and Procedures

The Controller’s Office policies and procedures can be found on the following website:http://www.controller.jhu.edu/policy/list.htmlThe Travel Unit A/P Staff contacts can be found on the following website: http://ssc.jhu.edu/accountspayable/contact.html

Slide 35

Conclusion

When faxing in your travel receipts please remember to use the correct cover sheet. Using a different cover sheet will result in faxing the receipts in to the incorrect fax line and the travel unit will not receive the receipts.Initiating the workflow for a trip document, remember to hit the save button twice.Monitor the trips that you created. If the trip has not been approved for payment by A/P in 10 days, please contact the appropriate staff person for resolution.

Slide 36

Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Slide 37

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

Slide 38

Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/

Thanks again!