Be sure these required receipts were part of your saved PDF file. Click the Import
Receipts link. ... For example – Missing hotel receipt; send asap to Jane Smith.
INSTRUCTIONS ON HOW TO IMPORT (Attach) DOCUMENTS TO TRANSACTIONS IN THE EMPLOYEE REIMBURSEMENT SYSTEM In the Employee Reimbursement System, users with verifier and approver/proxy access rights have the ability to import (attach) documents to transactions. Employees cannot import documentation for their own reimbursement request. After a transaction has been put into routing, it must be unrouted if additional documents need to be imported. This instruction manual outlines the four (4) basic transaction scenarios from the perspective of the verifier: 1. Verifier enters travel expenses on behalf of another employee, 2. Employee entered own travel expenses, 3. Verifier enters non-travel expenses on behalf of another employee, and 4. Employee entered own non-travel expenses. The importing process is the same for all scenarios. After a transaction has been approved, the system no longer allows importing and any additional documentation should be sent to Carole or Bill in the Accounting Office for importing.
Scenario 1 - Verifier enters Travel expenses on behalf of another employee: THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: Log in to AccessPlus. Select the uBusiness tab. Under the Business menu select Empl Reimbursement. Enter the name of the traveler under Payee Name. From the menu select Start/Cont Travel. Click New Rmbrs (or Prev Rmbrs if a pre-trip authorization already has been entered, or a ticket has been purchased through our contracted travel agency). Click Continue. Complete the Travel Dates and Purpose screen. Click Continue. Enter expenses for each day of the trip. Click the Allocate Expenses button on the last day. Enter the fund(s) to be used and the respective amounts. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: Click Allocate Now to update the screen and then click Go To Import Receipts. (Another good check prior to clicking on the Go To Import Receipts button is to select Daily Expense Detail from the menu and compare expenses entered to the original receipts provided. While this particular menu function is not new and you could skip over this step and proceed to the importing function, this is a good place to re-check what was entered to make sure it is correct before proceeding. You will get a message reminding you that no receipts currently are attached, which you will address shortly. After reviewing Daily Expense Detail select Import Trvl Rcpt from the menu, located under the Route heading.) (Note: The italicized steps do not happen in the Employee Reimbursement System.) Create PDF documents of original receipts. Combine multiple PDF documents into single file if possible. Save the PDF file, using the prescribed naming conventions, to your personal computer and preferably to a designated folder established for this purpose. Page 1
You are now at the new Import Receipts Screen. There is a Receipts Required section in the middle of the page that will identify with a Y(Yes) indicator which cost categories exceed limits and require receipts. In the case of Lodging, a receipt will always be required. Be sure these required receipts were part of your saved PDF file.
Click the Import Receipts link. A new CM E-Documents Import screen will open, which allows you to click Browse to search for the name of the PDF file of receipts supporting this transaction.
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Find and highlight the correct file, click Open. The file name will appear in the shaded box on the CM E-Documents Import screen. Verify this is the correct file, and then click the Import button. A message will appear – “You have successfully imported an item” and the screen will provide the option to either Import Another Item or Close. Imported files appear under the Hit List on the bottom half of the Import Receipts Screen. (There may be a second or two delay here as the screen refreshes, so be patient). Updating the Import Status – •
After documents have been imported, o
Change the Import Status message in the drop-down menu to Doc Imported. Click Update. The Importer’s Name and Last Import Date have now been recorded on the screen. Click Email Payee to Confirm. Note - The Email Payee to Confirm button will remain on the screen, although the employee has been notified to confirm. A system message will appear to let you know an email has been sent. If you re-click the button, the system will send another e-mail.
If no receipts are required (e.g., only mileage is being reimbursed), o
The Import Status message in the drop-down menu will default to Doc Import Not Req to reflect that attachment of receipts is not required. If this is correct, click on Update to update the Import Status. Then click on Email Payee to Confirm to have the system automatically alert the traveler via email that their travel transaction is ready for confirmation. Note - There may be circumstances where you want to import documents even though technically no receipts are required. The system will still allow you to import files and you should update the Import Status to Doc Imported.
If receipts are missing, lost or otherwise unavailable, o
Under the Import Status drop-down field select Doc Missing. Click on Update to update the Import Status. The system is ready to send an automated email message to the traveler requesting missing receipt information. Complete the Verifier Comments field with information that will help the traveler know what receipt(s) is(are) missing. For example – Missing hotel receipt; send asap to Jane Smith. This message will show up in the email message to the traveler. Click Update/Email payee for missing receipts. The system message will update to notify you a missing receipts email has been sent.
For most missing/lost receipts, the remedy will be to contact the hotel or other receipt provider for a duplicate receipt, rather than simply accept the lack of a receipt. However, if for some reason, a receipt cannot be obtained, the traveler will be required to complete a Missing Receipt form which the Verifier will import instead of the actual receipt. Upon import of the Missing Receipt form, the Import Status must be updated to Doc Imported. Click Update. Click Email Payee to Confirm.
IMPORTANT – The Import Status must be updated to either Doc Import Not Required or Doc Imported before the system will allow the transaction to be confirmed or routed.
THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: The employee must log in and Confirm Expenses. After the employee has confirmed, the system notifies the Verifier confirmation has been completed. Page 3
The verifier logs back in, enters the Rmbrs#, clicks Route Trvl Rmbrs, and routes for approval. The approver logs in to E-Forms Approval to approve.
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Scenario 2 - The Employee entered his/her own Travel expenses and confirmed: THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: Log in to AccessPlus. Select the uBusiness tab. Under the Business menu select Empl Reimbursement. Enter the name of the traveler under Payee Name. From the menu select Start/Cont Travel. Click Prev Rmbrs and click on the Rmbrs # for the trip to be reimbursed. Click Continue. Continue through Travel Reimbursement Information by Day to review expenses entered and audit detail against original receipts provided by the Traveler. Click the Allocate Expenses button on the last day. Alternately, the Verifier could enter the Rmbrs # and click on the Daily Expense Detail menu option to audit expenses entered against the original receipts. Select Allocate Expenses from the menu. Review/complete allocation of expenses. THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: After allocation of expenses has been reviewed/completed, click Go To Import Receipts (Note: The italicized steps do not happen in Employee Reimbursement System.) Create PDF documents of original receipts. Combine multiple PDF documents into single file if possible. Save the PDF file, using the prescribed naming conventions, to your personal computer and preferably to a designated folder established for this purpose. You are now at the new Import Receipts Screen. There is a Receipts Required section in the middle of the page that will identify with a Y(Yes) indicator which cost categories exceed limits and require receipts. In the case of Lodging, a receipt will always be required. Be sure these required receipts were part of your saved PDF file.
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Click the Import Receipts link. A new CM E-Documents Import screen will open, which allows you to click Browse to search for the name of the PDF file of receipts supporting this transaction.
Find and highlight the correct file, click Open. The file name will appear in the shaded box on the CM E-Documents Import screen. Verify this is the correct file, and then click the Import button. A message will appear – “You have successfully imported an item” and the screen will provide the option to either Import Another Item or Close. Imported files appear under the Hit List on the bottom half of the Import Receipts Screen. (There may be a second or two delay here as the screen refreshes, so be patient). Updating the Import Status •
After documents have been imported, o
Change the Import Status message in the drop-down menu to Doc Imported. Click Update. The Importer’s Name and Last Import Date have now been recorded on the screen. Click Go to Routing. Click Route.
If no receipts are required (e.g., only mileage is being reimbursed), o
The Import Status message in the drop-down menu will default to Doc Import Not Req to reflect that attachment of receipts is not required. If this is correct, click on Update to update the Import Status. Then click on Go to Routing. Note - There may be circumstances where you want to import documents even though technically no receipts are required. The system will still allow you to import files and you should update the Import Status to Doc Imported. Page 6
If receipts are missing, lost or otherwise unavailable, o
Under the Import Status drop-down field select Doc Missing. Click on Update to update the Import Status. The system is ready to send an automated email message to the traveler requesting missing receipt information. Complete the Verifier Comments field with information that will help the traveler know what receipt(s) is(are) missing. For example – Missing hotel receipt; send asap to Jane Smith. This message will show up in the email message to the traveler. Click Update/Email payee for missing receipts. The system message will update to notify you a missing receipts email has been sent.
For most missing/lost receipts, the remedy will be to contact the hotel or other receipt provider for a duplicate receipt, rather than simply accept the lack of a receipt. However, if for some reason, a receipt cannot be obtained, the traveler will be required to complete a Missing Receipt form which the Verifier will import instead of the actual receipt. Upon import of the Missing Receipt form, the Import Status must be updated to Doc Imported. Click Update. Click Go to Routing.
IMPORTANT – The Import Status must be updated to either Doc Import Not Required or Doc Imported before the system will allow the transaction to be routed.
THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: Verifier is taken to Route Trvl Rmbrs screen and clicks Route. The approver logs in to E-Forms Approval to approve.
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Scenario 3 - Verifier enters Non-Travel expenses on behalf of another employee: THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: Log in to AccessPlus. Select the uBusiness tab. Under the Business menu select Empl Reimbursement. Enter the name of the employee under Payee Name. From the menu select Start Non-Travel. Click New Rmbrs. Click Continue. Enter each non-travel receipt on a separate screen.
THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: At the bottom of the screen either click Next Receipt to enter more expenses, or Import Receipts if the current receipt is the last receipt. (Another good check prior to clicking on the Import Receipts button is to select NT Expense Detail to compare expenses entered to the original receipts provided. While this particular menu function is not new and you could skip over this step and proceed to the importing function, this is a good place to re-check what was entered to make sure it is correct before proceeding. You will get a message reminding you that no receipts currently are attached, which you will address shortly. After reviewing NT Expense Detail, select Import NT Rcpt from the menu, located under --NT Routing-- on the menu.) (Note: The italicized steps do not happen in Employee Reimbursement System.) Create PDF documents of original receipts. Combine multiple PDF documents into single file if possible. Save PDF file, using the prescribed naming convention, to your personal computer and preferably to a designated folder established for this purpose. You are now at the new Import Receipts Screen. Receipts are required for all non-travel reimbursements, so the Import Status will always start as Doc Import Needed. Be sure required receipts were part of your saved PDF file.
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Click the Import Receipts link. A new CM E-Documents Import screen will open, which allows you to click Browse to search for the name of the PDF file of receipts supporting this transaction.
Find and highlight the correct file, click Open. The file name will appear in the shaded box on the CM E-Document Import screen. Verified this is the correct file, click the Import button. A message will appear – “You have successfully imported an item” and the screen will provide the option to either Import Another Item or Close. Imported files appear under the Hit List on the bottom half of the Import Receipts Screen. (There may be a second or two delay here as the screen refreshes, so be patient). Updating the Import Status •
After documents have been imported, o
Change the Import Status message in the drop-down menu to Doc Imported. Click Update. The Importer’s Name and Last Import Date have now been recorded on the screen. Click Email Payee to Confirm. Note - The Email Payee to Confirm button will remain on the screen, although the employee has been notified to confirm. A system message will appear to let you know an email has been sent. If you re-click the button, the system will send another e-mail.
If receipts are missing, lost or otherwise unavailable, o
Under the Import Status drop-down field select Doc Missing. Click on Update to update the Import Status. The system is ready to send an automated email message to the employee requesting missing receipt information. Complete the Verifier Comments field with information that will Page 9
help the employee know what receipt(s) is(are) missing. For example – Missing receipts for Lowes; send asap to Jane Smith. This message will show up in the email message to the employee. Click Update/Email payee for missing receipts. The system message will update to notify you a missing receipts email has been sent.
For most missing/lost receipts, the remedy will be to contact the vendor for a duplicate receipt, rather than simply accept the lack of a receipt. However, if for some reason, a receipt cannot be obtained, the employee will be required to complete a Missing Receipt form which the Verifier will import instead of the actual receipt. Upon import of the Missing Receipt form, the Import Status must be updated to Doc Imported. Click Update. Click Email Payee to Confirm.
IMPORTANT – The Import Status must be updated to either Doc Import Not Required or Doc Imported before the system will allow the transaction to be confirmed or routed.
THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: After the employee has confirmed, the system notifies the Verifier confirmation has been completed. The verifier logs back in, enters the Rmbrs#, clicks Route Non-Trvl Rmbrs, and routes for approval. The approver logs in to E-Forms Approval to approve.
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Scenario 4 - The Employee entered his/her own Non-Travel expenses and confirmed: THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE RESTATED HERE FOR ILLUSTRATIVE PURPOSES: Log in to AccessPlus. Select the uBusiness tab. Under the Business menu select Empl Reimbursement. Enter the name of the employee under the Payee Name. From the menu select Start/Cont Non-Travel. Click Prev Rmbrs and click on the Rmbrs # for the expenses to be reimbursed. Click Next Receipt to review all expenses entered and audit detail against original receipts provided by the employee. Click the Import Receipts button after reviewing the last receipt. Alternately, the Verifier could enter the Rmbrs # and click on the NT Daily Expense Detail menu option to audit expenses entered against the original receipts. (Note: The italicized steps do not happen in Employee Reimbursement System.) Create PDF documents of original receipts. Combine multiple PDF documents into single file if possible. Save PDF file, using the prescribed naming conventions, to your personal computer and preferably to a designated folder established for this purpose.
THE FOLLOWING STEPS ARE NEW AND EXPLAIN HOW TO IMPORT (ATTACH) DOCUMENTS TO THE TRANSACTION: After expenses have been audited, select the Import NT Rcpt menu option, directly under the --NT Routing-- heading, to import receipts. You are now at the new Import Receipts Screen. Receipts are required for all non-travel reimbursements, so the Import Status should always start as Doc Import Needed. Be sure required receipts were part of your saved PDF file.
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Click the Import Receipts link. A new CM E-Documents Import screen will open, which allows you to click Browse to search for the name of the PDF file of receipts supporting this transaction.
Find and highlight the correct file, click Open. The file name will appear in the shaded box on the CM E-Document Import screen. Verify this is the correct file, click the Import button. A message will appear – “You have successfully imported an item” and the screen will provide the option to either Import Another Item or Close. Imported files appear under the Hit List on the bottom half of the Import Receipts Screen (there may be a second or two delay here as the screen refreshes so be patient). Updating the Import Status •
After documents have been imported, o
Change the Import Status message in the drop-down menu to Doc Imported. Click Update. The Importer’s Name and Last Import Date have now been recorded on the screen. Click Go to Routing.
If receipts are missing, lost or otherwise unavailable, o
Under the Import Status drop-down field select Doc Missing. Click on Update to update the Import Status. The system is ready to send an automated email message to the employee requesting missing receipt information. Complete the Verifier Comments field with information that will help the employee know what receipt(s) is(are) missing. For example – Missing receipts for Lowes; send asap to Jane Smith. This message will show up in the email message to the employee. Click Update/Email payee for missing receipts. The system message will update to notify you a missing receipts email has been sent. Page 12
For most missing/lost receipts, the remedy will be to contact the vendor for a duplicate receipt, rather than simply accept the lack of a receipt. However, if for some reason, a receipt cannot be obtained, the employee will be required to complete a Missing Receipt form which the Verifier will import instead of the actual receipt. Upon import of the Missing Receipt form, the Import Status must be updated to Doc Imported. Click Update. Click Go to Routing.
IMPORTANT – The Import Status must be updated to either Doc Import Not Required or Doc Imported before the system will allow the transaction to be routed.
THE FOLLOWING STEPS IN THE PROCESS AND SYSTEM HAVE NOT CHANGED BUT ARE MERELY RESTATED HERE FOR ILLUSTRATIVE PURPOSES: The approver logs in to E-Forms Approval to approve.
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