Documentation
- Employee Report Checklist
- Employee
- Non-Employee
- Add Account code
- CASH Expenses
- Itemize
- Group Meals
- PCARD Meals
- Per Diem Meals (Travel Allowances)
- OCONUS Per Diem (Travel Allowances)
- Create an Itinerary
- Delete an Itinerary
- Use Multiple Itineraries
- Apply Cash Advance
- Upload Scanned Receipts or Fax
- Report or FAX Cover Page
- Submit Report
- Approve Report
- Approve & Forward (to an off-path Approver)
- Approve as A Delegate
- Delegates & Email Notices
- Training Documents
How To:
Create Expense Reports
Add Expense Entries
Using Itineraries
Add Cash Advance
Attach Receipts
Submit
Approve
- Administrator Guides
HOW TO |
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Create An Expense Report |
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| Employee Report Checklist | Checklist of diffferent steps that may be necessary when creating an employee expense report. | Word | ||
| Employee | Steps necessary to create an employee expense report. | Word | Demo | |
| Act as a Delegate | Process to create an employee expense report as a Delegate for the employee. | Demo | ||
| Non-Employee | Steps involved in creating a Non-Employee expense report. | Word | Demo | |
| Add Account | Steps involved in selecting account codes using the Connected List Helper. | Word | Demo | |
Expense Entries |
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| Cash Expenses (Out-of-Pocket) | How to add cash expenses -- not cash meal expenses.. | Word | ||
| Itemize to Multiple Accounts | Demo of itemizing an expense to distribute cost to multiple accounts. | Demo | ||
| Itemize Lodging Expenses | Explanation of when an expense entry should be itemized and step by step instruction itemizing Hotel/Motel Expense. | Word | Demo | |
| Itemize Lodging with Different Room Rates | Explanation of how to complete a Hotel/Motel expense with at least one night has a different room rate. | Demo | ||
| Group Meals | Process of completing a group meal expense (PCARD or CASH). | Word | Demo | |
| Pcard Meals | Documentation for assigning PCARD meal charges to an expense report. | Word | ||
| Per Diem Meals | How to process meal expenses -- PCARD, Cash and Per Deim (Travel Allowance). | Word | Demo | |
| OCONUS Per Diem | How to process OCONUS Per Diem for meals, lodging and incidentals. | Word | ||
Itineraries |
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| Itinerary-Create | Step-by-step process to request Per Diem reimbursement by creating an Itinerary. | Word | Demo | |
| Itinerary-Delete | Step-by-step process to delete and remove an Itinerary. | Word | Demo | |
| Itinerary-Multiple | Outlines process of assigning more than one itinerary to an expense report. | Word | ||
Cash Advance |
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| Apply Cash Advance | Step by step process to locate and assign a Cash Advance to an expense report. | Word | Demo | |
Receipts |
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| Attaching Receipts | Short, step by step documentation for attaching receipts by fax or by uploading images. | Word | ||
Printing |
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| How to print an expense report. | Word | |||
Submitting |
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| Submit | Short, step by step documentation for submitting reimbursement requests. | Word | Demo | |
Approving |
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| Approve | Documentation for the expense report approval process: Approve, Approve and Forward, or Send Back to Employee. | Word | Demo | |
| Approve As Delegate | Short, step by step documentation for approving reimbursement requests as a delegate for a workflow approver. | Word | Demo | |
Delegates & Email Notices |
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| Setup a Delegate | Outline of process to select a Delegate to prepare reports and view receipts for another employee. | Word | Demo | |
| Setup an Approval Delegate | If you are in the ERS workflow approval path and a delegate needs authority to approve reports in your absence, contact your FO or an Employee Administrator for ERS within your Department/Admin Area. | |||
| Email Notices | Short outline on process of changing email notifications and prompts in ERS. | Word | Demo | |
Training Documents |
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| User's Guide | Explains how to use the Employee Reimbursement System to create, edit, submit, and approve expense reports. | Word | ||
| MCC Codes | Lists specific MCC Codes (Merchant Category Codes) relating to PCARD expenses that will be sent to ERS for resolution. | Word | ||
Administrator Guides |
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| Employee Administrator | Outlines the tools and processes available to the Financial Officer as an Employee Administrator in ERS. | Word | ||
| Administrator for Non-Employee Group | Outlines the tools and processes available to the Administrator of a non-employee group for processing ONLY non-employee travel expenses. | Word | ||
| Cash Advance Administrator | Outlines the Cash Advance process as it relates to ERS. | Word | ||
| Authorization Request Administrator | Outlines the process of monitoring and approving pre-travel Authorization Requests in ERS. | Word | ||
| Workflow Approvers | Outlines the process of preparing and updating account code approvers for ERS approvals. | Word | ||
| FO Implementation | Outlines process at the Financial Officer level to implement ERS. | Word | ||
