Approving Requests and Expense Reports

Transcription

1 As an Approver, you can approve requests and expense reports as is, change the coding (chartfield information), send a request or an expense report back to the employee to modify and resubmit, or Approve and Forward to another Approver. All requests and reports awaiting your approval appear on the Approvals tab. Request includes Trip Pre-approvals and Cash Advances for Travel includes Reports (claims for travel and employee reimbursements) and Cash Advances for research-related Subject Payments Cash Advances includes Cash Advances for Research Subject Payments. This tab will only show if you have something to approve. (Please note once a Request is approved it will duplicate on the claimants Task Bar under their Cash Advance, this happens so payment can be processed) Request Approving a Request - For Trip Pre-Approval (not Cash Advance for travel) I Help Ci CONCUR Travel Approvals App Center I Profile _, Approvals Home Reports Cash Advances Approvals 01 H Reports Cash Advances Request Name Request ID Employee Request Oates Date Submitted Total China PA To study pandas 33AE Traveller, Bre 31/03/ /04/ /2015 CAD 10, The Pre-Approval request will open on the Summary tab so that you can review the expense breakdown for the requested trip. March 2017 Page 1

2 Request 33AE [T rav ell er, Bre] Request Name: Ch ina PA Business Purpose: To study pandas Re,qu est Header Segments.[ Exl)ense Summary ] Approv al Flow Au dtt Trail Date I Exl)ense I 31/03/2015 A irline - (Canad ian destinations only) «Amount Requested! I I CAD 5, CAD 5, /03/2015 A ccomodations - Tax CAD 2, CAD 2, /03/2015 Business Meals (A ttend ees) CAD CAD /03/2015 TechnicaVLat> Supplies CAD 1, CAD 1, /2015 M iscella.n ea us 0 CAD 1, CAD 1, Once you have selected a request to review, on the Request Header tab, no amount for Cash Advance should be showing for Pre-Approval 4. There are 3 main options: 1) Approve (as is), 2) Send Back Request(as denied or for more information), or 3) Approve and Forward (forward to a secondary approver) Click on your selection Attachments FIPMM Send Back Request Mh M A pprove & Forw ard Status: Su bmitted & Pend ing Approval Amount: CAD 10, The requestor is notified that the trip pre-approval has been either approved or sent back depending on the Approver s selection March 2017 Page 2

3 Approving a Request - For Cash Advances for Travel Support I Help 31 CONCUR Travel Approvals App Center I Profile W Approva ls Home Reports Cash Advances Approvals Reports Cash Advances Request Name Request ID Employee Request Oates Date Submitted Total Ottawa CA Meeting 339V Training, Nine 03/03/ /03/ /03/2015 CAD The Cash Advance request will open on the Summary tab so that you can review the expense breakdown for the requested cash advance for travel Note: If the Summary tab does not open and a Request Header tab opens instead, it means that the employee (or delegate) did not fill in the Segments tab (showing the breakdown) for the cash advance *The amount in the top right corner is the amount approved for budget (segments), the amount that will actually be paid is on the Request Header tab, in box Cash Advance Amount Request 33AG,,,...,...,.., Request Name: VanCOlM!r CA Business Purpose: Meetings with alurmi rmrmwi@ Mt'ffine Status: Submitted&PendingAwoval Amount: CAO 3, Requff!Heade< Segments ExpenuSurnne,,y Awovslflow AUdtTt1I l bpenn - Expens.eType --:anl'(ln-'wionsonljl) CA02,00000 CA02, TOTALAMOUNT I TOTALREQUESTEO CAD 3, CAD 3, I ViewHgrnentdetal ] 3. There are 3 main options: 1) Approve (as is), 2) Send Back Request(as denied or for more information), or 3) Approve and Forward (forward to a secondary approver) Click on your selection 4. The requestor is notified that the cash advance for travel has been either approved or sent back depending on the Approver s selection 5. If the cash advance request for travel has been approved, the Cash Advance Administrator in Financial Services will process March 2017 Page 3

4 Approving a Cash Advance in (Research-related Subject Payments only) 2. The Cash Advance window will open 3. Either Approve (as is) or Send Back to Employee (with a comment that the cash advance is denied or to receive more information/correct an error) Smith x I Details JI Comments History II s Audrt Trail J Cash Advance Name t)? Smrth Cash Advance Amount 1, Business Purpos-e ~? Project Number Subject payments for study Start Date End Date lrnd] MHl f Send Back to Employee Cancel Approving Reports (Travel Claims & Employee Reimbursements) Approva ls Report s 03 Cash Advances Reports Report Name Employee Report Date Amount Due Employee Requested Amount Toronto Meeti ng with alumni A Traveller, Bre 16/03/2015 CAD CAD Confirm all receipts that should be attached are present, the images are sharp, clear and legible and that the expenses were for authorized business purposes and you are authorized to approve a claim for the department (this may have already been done by a Previewer) Note: See Approver s Checklist 3. Review any Exceptions to see what they pertain to (this may have already been done by a Previewer) March 2017 Page 4

5 Toronto ""'-~., xcepuons ~penu Amoum Ellcepllon Jlr,. Youh v nun..-chiiaov1,,.,.balancel!111ffll1_,olle~loll'l report.pihnrlcalr l)ckllfll.n-det1ll, CHIIAdvlf>Cft, "PIIII' CADeooo Jlr,. Krlt1ton, ONIIII-MIUIIIIIMCfl,0!11<11'CIIHIMeauNl'tl'DilffllUSMIIIIIOOU.tlN0111lnQMvt_Ot_lllCAD -- xpenses C.penH G11utllou1"'11 Report Summary Rt!M>ffTolall Amount Ou com.,.ny AmounlDu Employu CAD CAD Click Approve Sending an expense report back to an employee 2. Click Send Back to Employee 3. In the Send Back Report page, add comments in the Comment box 4. Click OK Adding an additional approval step for an expense report (Approve & Forward) 2. Click Approve & Forward 3. In the Approval Flow window, click the Search Approvers By dropdown arrow 4. From the list of options displayed by the search, select the appropriate approver 5. Click Approve March 2017 Page 5

6 Checking the Audit Trail ( and Reports) The Audit Trail shows the names of everyone who acted in some way with the request or expense report, what they did and when they did it. Examples below Request Request 33D3 Request Name: Cash Advance Business Purpose: Meeting with alumni Request Header Segments Summary Approval Flow A udit Trail Request Level DatefTime 15/04/201501:18Pl,I 15/ :18PI.I Training, Instructor Training, Instructor 15/04/ :23 PM Approver, JiD 15/ :1 3PI.I Training, Instructor reminder has been sent I Descript ion Status ch anged from Not Submitted t o Submitted Comment Status ch anged from Submitted to Submitted & Pending Approval Comment St atus changed from Submitted & Pending Approval to Approv ed Comment An ema~ reminder w as sent to recipient: instructor@queensu.ca for: Request, Past Request without Reports Entry Level Dat e/time I Descript ion Segment Level DatefTime I Descript ion Cash Advance Level Date/Time 15104/ :23 Pl.I Training, Instructor 15104/ :25 Pl.I Approver, Jill 15104/ :26 Pl.I Processor, Brian St atus Change St atus Change St atus Change I Description Status ch anged from: Not Submitted t o: Filed. Co mment Status changed from: Pendin g Approval to: Approved Comment Status ch anged from: Pending Cash A dv ance Administrator to: Issued. Co mment Aud it Trail X Report Level Dat e/time ~ I Updat ed By 22/04/ :05 PM System, Concur 22/ :50 PM System, Concur Approval Status Ch ange Confirmation Agreement A cceptance I Description Status chang:ecl from Submitted to Submitted & Pending Approval Comment: Status changecl from Not Submitted to Submitted Comment: User Electronic Agreement Fielcl Ed rt The field "Receiptlma g:eav air' w as chan g,ed from "N" to ~ Field Ed rt The field "Receiptlma qeav air w as cha n qed fro m "N" to ~ I... ~ - ~,... Emry Level Date/Time ~ I Updat ed By 22/ :07 PM Training, Eight Exception Exception Exception I Description A lcoho l is on ly permitted if th e Hosl}rtality Po licy has been fo llowed and if eligil>ility crrteria are met. Gratu rties cannot exceed 20% of the ctrst of the meal and must be supported by a receipt. Please note: You hav e checked the 'Personal ' box, You w ill not be reimbu rsed fo r this portion of y our expense claim. I March 2017 Page 6