Documentation - 2009 Upgrade

User Administration Guides

Comparison of software versions:

Approvers	Comparison of approval process between 2008 interface and 2009 Upgrade.	Word	PDF
Delegates	Comparison of delegate functionality between 2008 interface and 2009 upgrade.	Word	PDF
Navigation	Comparison of navigation in 2008 interface and 2009 upgrade.	Word	PDF
Reports	Comparision of report prepration changes between 2008 interface and 2009 upgrade.	Word	PDF
Smart Expenses	Guidelines for using Smart Expenses in ERS.	Word	PDF
Terms & Icons	Listing of new terms and icons found in the 2009 upgrade.	Word	PDF

How To:

Create Expense Report

Authorization Request
Report Checklist
Employee Expense Report
Non-Employee Expense Report
Add Account to Report Header

Add Expense Entries

CASH Expenses
Group Meals
PCARD Meals
Itemizing
Per Diem Meals (Travel Allowances)
OCONUS Per Diem (Travel Allowances)
Allocate Expenses

Create Payroll Deduction

Create Payroll Deduction

Using Itineraries

Create an Itinerary
Delete an Itinerary
Single Day Itineraries
Use Multiple Itineraries

Add Cash Advance

Add Cash Advance

Attach Receipts

Upload Scanned Receipts or Fax

Submit

Submit Report

Approve

Change Allocation
Approve Report
Approve & Forward (to an off-path Approver)
Send Report Back

Email Notices

Email Notices -- Change Preferences

Training Documents

PCARD MCC sent to ERS
User Guide
Report Checklist

Administrator Guides

User Administration Guide
Non-Employee User Administration Guide
Workflow Approvers Application

Fiscal Year End Guidelines

Create An Expense Report
Authorization Request	Guide to requesting pre-travel approval by completing an Authorization Request.	Word	PDF
Report Checklist	Checklist of different steps that may be necessary when creating an employee expense report.	Word	PDF
Employee Report	Steps involved in creating a new Employee expense report.	Word	PDF	Demo
Non-Employee	Steps involved in creating a Non-Employee expense report.	Word	PDF
Add Account	Steps involved in selecting account code for Report Header.	Word	PDF
Expense Entries
Cash Expenses (Out-of-Pocket)	How to add cash expenses -- not cash meal expenses..	Word	PDF
Allocate Expenses	Using allocation to distribute expenses to one or more accounts.	Word	PDF	Demo
Itemize	Explanation of when an expense entry should be itemized and step by step instruction itemizing Hotel/Motel (Itemization Required) expenses.	Word	PDF
Group Meals	Process of completing a group meal expense (PCARD or CASH).	Word	PDF
Pcard Meals	Documentation for assigning PCARD meal charges to an expense report.	Word	PDF
Per Diem Meals	How to process meal expenses -- PCARD, Cash and Per Deim (Travel Allowance).	Word	PDF
OCONUS Per Diem	How to process OCONUS Per Diem for meals, lodging and incidentals.	Word	PDF
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Payroll Deduction
Payroll Deduction	Explanation of how a Payroll Deduction is calculated.	Word	PDF
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Itineraries
Create Itinerary	Guidelines for creating an itinerary in 2009 Upgrade.	Word	PDF
Delete Itinerary	Step-by-step process to delete/remove an Itinerary.	Word	PDF
Single Day Itineraries	Outlines process in 2009 Upgrade to create 1-day trip itinerary(s).	Word	PDF
Multiple Itineraries	Outlines process in 2009 Upgrade to assign more than one itinerary to an expense report.	Word	PDF
Add Per Diem	Add per diem entries to expense report after creating an itinerary.	Word	PDF
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Cash Advance
Apply Cash Advance	Outlines process in 2009 Upgrade to locate and assign a Cash Advance to an expense report.	Word	PDF
Receipts
Attaching Receipts	Short, step by step documentation for attaching receipts by fax or by uploading images.	Word	PDF
Submitting
Submit	Steps through process for submitting reimbursement requests in 2009 Upgrade.	Word	PDF
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Approving
Allocations	Documentation for viewing and editing allocations as an approver.	Word	PDF
Approve	Documentation for approving an expense report.	Word	PDF
Approve and Forward	Documentation of the approve and forward functionality in 2009 Upgrade.	Word	PDF
Send Back	Documentation for sending a report back to the employee in 2009 Upgrade.	Word	PDF
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Email Notices
Email Notices	Short outline on process of changing email notifications and prompts in 2009 Upgrade	Word	PDF
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Training Documents
User's Guide	Explains how to use the Employee Reimbursement System 2009 Upgrade to create, edit, submit, and approve expense reports.		Word	PDF
Report Checklist	Listing of steps to create an expense report.		Word	PDF
PCARD MCC	Lists specific Merchant Category Codes (MCC) identifying PCARD expenses that will be sent to ERS for resolution.		Word	PDF
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Administrator Guides
User Administration	Outlines the tools and processes available to a User Administrator in ERS.		Word	PDF
User Administration for Non-Employee Groups	Outlines the tools and processes available to a User Administrator for a non-employee group created specifically to process ONLY non-employee travel expenses.		Word	PDF
Workflow Approvers	Outlines the process of preparing and updating account code approvers for ERS approvals.		Word	PDF
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Documentation - 2009 Upgrade

User Administration Guides

Comparison of software versions:

How To:

Create An Expense Report

Expense Entries

Payroll Deduction

Itineraries

Cash Advance

Receipts

Submitting

Approving

Email Notices

Training Documents

Administrator Guides