Welcome to State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

38
Welcome to State of Michigan Managerial and Supervisory Expense Expense Approval & Modification Approval & Modification Tutorial Brought to you by the Office of Financial Management

description

Welcome to State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial. Brought to you by the Office of Financial Management. Approval Window. The Managerial Approval Window is used to:. Approve Expense Reimbursement Requests - PowerPoint PPT Presentation

Transcript of Welcome to State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Page 1: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Welcome to State of Michigan

Managerial and Supervisory ExpenseExpense

Approval & ModificationApproval & Modification Tutorial

Brought to you by the Office of Financial Management

Page 2: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approval Window

The Managerial Approval Window is used to:

Approve Expense Reimbursement Requests

Modify Expense Reimbursement Requests

Approve Advance Requests

Modify Advance Requests

For approving Advance requests, please see the

Advance Approval and Modification Tutorial

This tutorial will focus on approving and modifying Expense Reimbursements

Page 3: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

When approving or modifying expense requests, there are six tabs on the Expense Page.

ID Tab

Expenses Tab

Summary Tab

Liquidations Tab

Coding Block Tab

History Tab

Expense Approval Window

Used to certify supporting documentation/receipts prior to expense approval or submit/reject the approval or modification.

Used for additional review of the expense request prior to approval or to change the liquidation or coding during modification.

Used to access the modification button or to review general information about the expense request.

Page 4: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Managerial Expense Approval Scenario

Jolaine Leatherwood submitted her expense request for a learning conference she attended in Gaylord and it is now ready for managerial review and approval.

Jolaine had received an advance amount of $200 prior to her trip to Gaylord and she fully liquidated her advance outstanding on her expense request.

This example will show the managerial approval process for her expense request. It will also show how to approve expense requests where no advance was issued.

Page 5: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Home Page

Managers can reach the Approvals Screen through the Manager/Approvals Menu.

Page 6: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Manager Approval Page

Select Employee – defaults to ‘My Employees’.

Managers can search for Expense transactions two ways:

The filter feature is available on this page.

This will bring up a selection of employee names in the Search Results window that match the criteria you selected, as shown on page 8…

Note: Select ‘All Employees’ to retrieve all employees within your security scope.

Page 7: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Manager Approval Page

Multiple arguments can be chosen

The filter allows you to choose any heading to filter on.

When you click on the filter button found on many screens you will get a window that can be used to filter your data.

Page 8: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Manager Approval Page - Search Results

Note: Clicking any of the (blue) column titles will bring up an arrow allowing you to sort the column in ascending or descending order.

You can click the employee name to access General Information about the employee.

If you want to be able to approve a list of people without returning to this screen click in the box next to the view link. Every box that is click will be entered into a queue. Once you have your queue set up click View to access the ‘Expenses’ tab where you can review the expense transaction details prior to approval.

Click View to access a single Expenses where you can review the expense transaction details prior to approval.

Page 9: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - ID Tab

Note: Error messages can accompany the expense and will be displayed when there are insufficient and/or invalid inputs.(Severity: W = Warning E = Error)

The ‘ID’ tab shows expense From and To dates, Nature of official business, User event description, Expense Type and if the expenses were for Out of state travel.

Next, click ‘Expenses’ tab.

Note: All the tab fields are in “read only” mode during the approval process.

Only one expense will show up at a time. Once you have finished with this expense. The options will be listed on the Summary Tab.

Page 10: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Expenses TabAdvance Outstanding shows the total of all approved advances net of approved liquidations.

If Advance Outstanding is zero. There is nothing available to liquidate at this time.

The Total Expenses are $337.22 and are detailed in the Expense Summary section.

Note: Even though the employee fully liquidated her $200 advance on this expense request, the Advance Outstanding field will not reflect the liquidation until the expense request is fully approved.

Page 11: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Expenses Tab Continued

For each line selected, make sure expense Date, Expense Type and Reimbursement amount are correctly recorded and match the supporting documentation (receipts, etc.) from the employee. Repeat for all lines. Expense Types Handout

Review line items by clicking on a particular row in the Expense Summary section which displays the details of that line item in the Expense Details section.

Page 12: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Expenses Tab Continued

After review, click the check box to indicate that the Supervisor Certifies Reviewing Supporting Documentation (receipts reviewed). This box must be checked before approval is allowed.

Next, click ‘Coding Block’ tab if your agency allows employee entry of coding block detail.

Page 13: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Review Expense - Coding Block Tab

Note: Users could have assigned coding blocks by expense line items for their reimbursement request.

Default Standard Expense Coding Block is indicated by a check mark in the Std field.

Next, click ‘Summary’ tab to complete the approval.

Page 14: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Summary TabThis Expense has liquidated the Outstanding Advance.

The total due before taxes to employee is $137.22 and will result as an increase to employee’s net pay.

Totals shows the Total Expenses, Total Advance Liquidated and the Total Due To Employee.

Summary by Category shows the total for each category of expense.

Summary by Coding Block shows the total for each coding block.

Page 15: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Summary Tab Continued

If you are reviewing an expense with no ‘Current Outstanding Advance’, you could approve now using the buttons below.

‘Approve with Comments’: Allows the user to add comments to the approval action

‘Approve’: Queues the request to the next step in the approval path

‘Reject’: Rejects the expense request and displays comments entry box (comments required). Rejected requests may be subsequently modified and resubmitted.

‘Print Summary’: Opens the reimbursement request summary in a printable report.

‘Print Detail’: Opens the reimbursement request detail in a printable report.

Skip and Reject can be chosen before certifying the expense and the next expense will appear.

Page 16: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Summary Tab ContinuedClick the ‘Liquidations’ tab. If you are reviewing an expense

with a ‘Current Outstanding Advance’ (as in this example), you should determine if the liquidation was entered correctly.

Page 17: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Review Expense - Liquidations Tab

Note: Total Outstanding Advances will be reduced by $200 once the expense request has been fully approved.

The Amount to Liquidate Column shows that the employee fully liquidated the advance outstanding and the New Outstanding is .00.

Click ‘Summary’ tab to complete the approval.

Note: This screen lists all non liquidated approved advances for this employee.

Page 18: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Approve Expense - Summary Tab ContinuedFinally, click ‘History’ tab to view historical processing information.

‘Print Summary’: Opens the reimbursement request summary in a printable report.

‘Print Detail’: Opens the reimbursement request detail in a printable report.

‘Reject’: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously.

‘Approve’: Queues the Advance to the next step in the approval path and returns you to the Manager->Approval screen..

After reviewing the request for accuracy, click ‘Approve’.

‘Approve-Next’: queues the Advance to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined Previously.

‘Approve with Comments’: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined Previously.

‘Skip’: allows you to review the Advance at another time. After skip you are taken to the next item in the approval queue if defined previously.

Page 19: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Review Expense - History TabThe ‘History’ tab shows the actions associated with the Expense Reimbursement Request.

Note: The Action Code changes to APRW when approved by the Manager/Supervisor.

Previous Page will return you to the Manager Approval Page.

Version shows the number of times the Expense request was modified after being submitted the first time.

Action Code shows the action that was done. Click title for list of values.

Comments will show additional information about the action.

Action Taken Byis the userid that performed thelisted action.

Action Date is the date the listed action was done.

Note: Status: Lists out the remaining actions required in the approval pat for the expense to be paid

Page 20: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Note: Once you approve an expense, it clears off your Manager/Approvals Search Results listing as shown below. If you need to view it later, you can access it via the Manager/Expenses menu.

Note: You can always access employee expenses via your Manager/Expenses menu. The Expenses Select Employee section will be slightly different than the Approval Select Employee Section. The filters will be different.

Employee expenses are viewable by the manager (via the Manager/Expenses menu) immediately after the employee saves them and remain as viewable records as they process through to payment. In fact, expense requests remain viewable/accessable until purged.

Manager Approval Page After Approval

Page 21: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modifying an Expense - Manager

•Expense modifications initiated by the manager can be processed from either the:

Manager/Approvals Menu

OR

Manager/Expenses Menu

•If you modify via the Manager/Approvals menu, you can immediately approve the expense modification afterward.

•The Modify Button resides on the same ‘ID’ tab for both.

Page 22: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Managerial Expense Modification Scenario

The day after Orene Searing submitted her expense reimbursement request for approval, she realized that she had incorrectly recorded one of her lunch amounts.

She asked her supervisor to modify the amount for her (per the receipt).

Page 23: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Search Results

Click View to access the Expense you wish to modify.

Note: We will be modifying through the Manager/Approvals menu.

Page 24: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - ID Tab

Click ‘Modify’.

Note: Expense Versions begin at zero and increment each time a modification is submitted.

An expense modification is initiated from the ‘ID’ tab.

Note: The Expense fields are currently in non edit mode. Once the ‘Modify’ button is clicked, all the fields in all the tabs become editable.

Page 25: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - ID Tab Continued

Click ‘Save’.

Note: The ‘Save’ button is now activated and you must save the data on the ‘ID’ tab first (even if you do not make any changes on this tab) to create the new version. Otherwise you will receive a popup asking if you wish to save.

A new Version is created.

Note: You can navigate between different versions of the expense record using the scroll arrows.

Click on the ‘Expenses’ tab to continue with the modification.

Page 26: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Expenses Tab

‘Expense Details’ displays blank fields ready for additional data change or input.

Note: The Supervisor will modify the 3rd lunch (Line 4) to match the actual receipt amount ($6.85). Click Line 4.

‘Expense Summary’ displays the current expense details for this request.

Page 27: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Expenses Tab Continued

Once selected, Line 4 details display in the ‘Expense Details’ section.

Click ‘Apply’ to move the modified amount to the Expense Summary section.6.857.25

Enter the actual Reimbursement Amount from receipt.

Page 28: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Expenses Tab Continued

Line 4 shows the corrected lunch amount.

Total expenses is adjusted.

Click ‘Save’.

Next, click ‘Coding Block’ tab.

Saved successfully

Page 29: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Coding Block Tab

Next, click ‘Liquidations’ tab.

Expense Summary now displays the modified amount on Line 4.

Note: All lines are charged 100% to standard (Std) coding block.

Page 30: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Liquidations Tab

Next, click ‘Summary’ tab to complete the modification.

Note: Total Outstanding Advances will be reduced by $400 once the expense has been fully approved.

The Amount to Liquidate column shows the employee chose to fully liquidate advance outstanding and the New Outstanding is .00.

Page 31: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Summary Tab

Totals displays updated amounts after the expense modification.

Summary by Category displays expense items by expense types.

Summary by Coding Block displays coding block assigned to expense items. This example charged all items to standard coding block.

Click ‘Submit’, and a ‘Comments’ box appears.

Note: In this case Total Due From Employee before taxes is $95.55 and will result in a decrease in employees net pay.

Page 32: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Summary Tab Continued

Corrected Lunch amount.

Enter an appropriate comment to explain the reason for the modification. Click ‘OK’.

80Corrected Lunch amount per supv.

Page 33: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Modify Expense - Summary Tab ContinuedFinally, click ‘History’ tab.

Note: Check for possible errors after submission.

Modification has submitted successfully.

Note: The approval buttons appear but are grayed out.

You could approve immediately by returning to the Expenses tab and certifying receipts or wait to approve later.

Page 34: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Review Expense Modification - History TabThe history of actions associated with the Expense Reimbursement Request.

Version shows the number of times the Expense request was modified after being submitted the first time.

Action Code shows the action that was done. Click title for list of values.

Comments will show additional information about the action.

Action Taken Byis the userid that performed thelisted action.

Action Date is the date the listed action was done.

Note: The Action Code stays SUBM.

Note: The Version reflects the modification.

Awaiting Approvals

Note: Status: Notes the remaining approval action necessary for the expense to be paid.

Page 35: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

More on Modifying Expenses

Expense modifications initiated by the manager can be processed when the expense request has an SUBM or APRW Action Code.

When expense modifications are submitted by the manager prior to approval, the modified expense status remains SUBM and an email may be sent to the originator to advise them of the modification.

As long as the expense modification remains in SUBM status, it is available for further modification by the originator or the manager. If the originator or

manager chooses to modify it again, the version will increment and it will remain in SUBM status.

Page 36: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

More on Modifying Expenses

• When expense modifications are submitted by the manager after approval, the modified expense status will remain APRW.

• For example, after an advance request is submitted it can be modified by the originator until the next action (first level approval) has

taken place. Similarly, after the first level takes place, the first level approver can continue to modify the request only until the second level approval takes place.

• Expense Adjustments: Once the Expense reaches PROC status, users with appropriate security (those with EXP ADJ role) can still change the expense request if further corrections are needed. The process is similar to modification, but is called an adjustment because the incremental dollar impact will process in a subsequent payroll cycle.

Page 37: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

Where To Get Help

Users with questions or needing help should call the OFM Help Desk at:

517-373-6222

1-800-856-6246 (not local)

At the welcome message press “8” then press “3” for HRMN Payroll/DCDS.

We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial.

Page 38: Welcome to  State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

You are now ready to select your next tutorial…