E.R.A. - Allocations. Allocating a Single Expense. Figure 1.1 The expense report s Items tab. Figure 1.2 The Expense Item page

Transcription

1 Allocating a Single Expense Figure 1 The expense report s Items tab Allocations allow you to partition an expense between one or more cost centers. If you do not allocate an expense, 100% of reimbursement defaults to your cost center. Follow these steps to allocate a single expense. Note: To allocate multiple expenses, refer to page 8 of this document. From the expense report s Items tab, click Edit Item next to the expense item you want to allocate. (Figure 1) On the Expense Item page, click Multiple Allocations. (Figure 2) Click Edit Item Figure 2 The Expense Item page 1 Click Multiple Allocations

2 On the Allocations page, make the desired changes. (Figure 3) Figure 3 The Allocations page Note: For instructions on finding the right cost center, refer to page To allocate to a single alternate cost center, refer to page 10 of this document. To allocate to multiple cost centers, refer to page 12 of this document. When you are finished making the desired changes, click Save. (Figure 3) Make desired changes Click Save 2

3 Searching for a Cost Center When selecting a cost center for an allocation, you have the option to select a cost center you used previously, or if using a new cost center, you must find the cost center manually. You have the ability to search for a cost center by Cost Center Code or Cost Center Name. Follow these steps to manually locate a cost center: Figure 1 The Expense Item page On the Expense Item page, under the Charge Code Allocations section, click the Find Cost Center/Entity button. (Figure 1) Click the Find Cost Center/Entity button 3

4 Searching by Cost Center Code Figure 2 The Find Cost Center/Entity page Searching by the Cost Center Code is the preferred method of searching for a Cost Center. If needed you can search by Cost Center Name. In the Search tab, enter all or part of the Cost Center Code into the Code field. (Figure 2) Click Search. (Figure 2) When the page refreshes, click Select next to the appropriate Entity for the cost center. (Figure 3) Enter all or part of the Cost Center Code Click Search Note: If you are unsure, use the Corporate Online Directory to determine the appropriate entity. Figure 3 The Find Cost Center/Entity Page Click Select next to the appropriate Entity 4

5 Searching by Cost Center Name Click the Hierarchy tab, and in the Company List section, click Assurant. (Figure 4) When the page refreshes, in the Division List for Assurant section, depending which processing center you fall under, click either IOWA or MIAMI. (Figure 5) Figure 4 The Find Cost Center/Entity page Click the Hierarchy tab, and in the Company List section, click Assurant Figure 5 The Find Cost Center/Entity Page Click either IOWA or MIAMI 5

6 When the page refreshes, enter all or part of the Cost Center Name into the Code field. (Figure 6) Figure 6 The Find Cost Center/Entity page Note: You may include an * before and after any search criteria to act as wild cards. In the Department List section, click the appropriate Department Name. (Figure 7) Enter all or part of the Cost Center Name Click Search Current Level Figure 7 The Find Cost Center/Entity Page Click the appropriate Department Name 6

7 5. When the page refreshes, enter all or part of the Cost Center Name into the Code field. (Figure 8) Figure 8 The Find Cost Center/Entity page 5. Click Select next to the appropriate Entity 7

8 Allocating Multiple Expenses Figure 1 The expense report s Items tab If you will be allocating more than one expense in equal portions to the same cost centers, you can allocate them at the same time. This prevents you having to allocate each expense individually. On the expense report s Items tab, select the items you want to allocate by clicking the checkboxes next to them. (Figure 1) Note: Click the check box at the very top to select all items simultaneously. Click Change Allocations. (Figure 1) Click Change Allocations Select items you want to allocate 8

9 On the Change Allocations page, make the desired changes. (Figure 2) Figure 2 The Change Allocations page Note: For instructions on finding the right cost center, refer to page To allocate to a single alternate cost center, refer to page 10 of this document. To allocate to multiple cost centers, refer to page 12 of this document. When you are finished making the desired changes, click Save. (Figure 2) Make desired changes Click Save 9

10 Allocating to an Alternate Cost Center Figure 1 The expense report s Items tab In this example, 100% of the expense will be allocated to an alternate cost center. From the expense report s Items tab, click Edit Item. (Figure 1) On the Expense Item page, in the Charge Code Allocations section, click the Multiple Allocations. (Figure 2) Click Edit Item On the Charge Code Allocations page, click Edit Allocation. (Figure 3) Figure 2 Figure 3 The Expense Item page The Allocations page Click Edit Allocation Click Multiple Allocations 10

11 Select an alternate Cost Center from the Cost Center/Entity list. (Figure 4) Figure 4 The Edit Allocation page Note: Users are prohibited from crossallocating between the Assurant Midwest and Assurant Solutions/Specialty Property business segments. Note: If the cost center you wish to allocate to is not listed, you must search for it using the Find Cost Center/Entity button. Follow the steps on page 3 to search for a cost center. 5. Click Save. (Figure 4) 6. On the Charge Code Allocations page, click Save. (Figure 5) Note: Any expense added to the expense report from this point on will default to the most recent allocations. So, you may need to allocate each expense individually. If you only need to change the allocation for one expense on the expense report, it is recommended that you allocate the expense after adding the others to the report. Select an alternate Cost Center 5. Click Save Figure 5 The Allocations page 6. Click Save 11

12 Allocating to Multiple Cost Centers Figure 5.1 The expense report s Items tab Occasionally, you may need to allocate an expense between several cost centers. In this example, the expense item is divided evenly between two cost centers. From the expense report s Items tab, click Edit Item. (Figure 5.1) On the Expense Item page, click Multiple Allocations. (Figure 5.2) On the Charge Code Allocations page, click Add Allocation. (Figure 5.3) Click Edit Item Figure 5.2 Figure 5.3 The Expense Item page The Allocations page Click Multiple Allocations Click Add Allocation 12

13 5. On the Add Allocation page, enter a Percentage or an Amount of the expense to allocate. (Figure 5.4) Figure 5.4 The Add Allocation page Select an alternate Cost Center from the Cost Center/Entity list. (Figure 5.4) Note: If the cost center you want to allocate to is not listed, you must search for it using the Find Cost Center/Entity button. Follow the steps on page 3 to search for a cost center. 6. Click Save. (Figure 5.4) Note: After adding this allocation, you should see both the original allocation (at 100%) and the new allocation (at 50%) listed on the Allocations page. (see Figure 5.5) This presents a problem, because the total for both is 150% of the actual cost. We need to balance the allocations so that the total is 100%. To do this, we simply need to modify the original allocation. Enter a Percentage or an Amount to allocate 5. Select a Cost Center 6. Click Save Figure 5.5 The Allocations page 13

14 7. On the Charge Code Allocations page, click Edit Allocation next to the original allocation. (Figure 5.6) 8. On the Edit Allocation page, modify the Percentage or Amount so that the total of all allocations is 100%. (Figure 5.7) 9. Click Save. (Figure 5.7) Figure 5.6 The Allocations page 7. Click Edit Allocation Figure 5.7 The Edit Allocation page 8. Modify the Percentage or Amount to balance the Total Click Save

15 10. On the Charge Code Allocations page, ensure that the allocations total 100% of the expense item. (Figure 5.8) Figure 5.8 The Allocations page 1 Click Save. (Figure 5.8) Repeat steps 1-11 as needed. Note: Any expense added to the expense report from this point on will default to the most recent allocations. So, you may need to allocate each expense individually. If you only need to change the allocation for one expense on an expense report, it is recommended that you allocate the expense after adding the others to the report. Balanced Allocations 1 Click Save 15