Submitting Expense Reports via SIRVA Connect Portal. Quick Reference Guide for the Global Employee

Transcription

1 Learn how to submit expense reports from the SIRVA Connect Portal. Submitting Expense Reports via SIRVA Connect Portal Quick Reference Guide for the Global Employee

2 Table of Contents Set up Direct Deposit (US) /Bank Account information (as applicable)... 2 Create a New Expense Report... 5 Reimbursement via Check... 7 Reimbursement via ACH or Wire... 9 Add Line Items Delete a Line Item Upload Receipts Submit Expense Report for Payment View Existing Expense Report Download Existing Expense Report P a g e

3 Set up Direct Deposit (US) /Bank Account information (as applicable) Prior to submitting your first expense, you MUST provide the remittance details of each account you will be receiving funds. 1. Click on the Expense Entry Instructions to view/print this detailed expense entry manual prior to the first submission. 2. On your home page of the SIRVA Connect portal, you will click on the Direct Deposit Information (Banking information) button. 3. On the Wire Instructions Page, Remittal preferences, Select the Remit Method from the dropdown and then proceed to Wire Transfer instructions 1. - ACH - (Automated Clearing House also called Direct Deposit) For US bank accounts ONLY - Wire International wire transfers - NON US bank accounts only - Check ONLY used for employees being paid via their payroll - Apply to open invoice N/A - DO NOT USE 3. Select Remit type as ACH (US accounts ONLY), Wire (NON-US accounts only) 2 P a g e

4 3. Enter Bank account details. See sample below, See legend below for field definitions. US (ACH only) Bank Account Details requires routing # (ABA) and Account number (no dashes, spaces or characters) Non - US (WIRE only) bank account details will change once you enter the country where the account is located. (i.e. Swift code, Iban, sort codes) 3 P a g e

5 Wire Instruction Field descriptions Name of Bank - Use full bank name (no abbreviation) for example, Deutsche Bank instead of DB. Address of Bank - location of your account. Country - state the country in which your account is located. Currency currency your account accepts Beneficiary phone your phone number (you are the beneficiary of the funds) Remit Type ACH (US accounts) or Wire (Non-US accounts) Account name How your name appears on your account Account number your personal account number (varies by country, bank and account type) Routing # (US accounts) or SWIFT Codes These are unique identification codes for a particular bank. The SWIFT code identifies the Bank, ISO #, location and branch. It is used for transferring money between banks. IBAN (International Bank Account Number) - uniquely identify a customer s bank account. The IBAN consists of an alphabetical country code, followed by two digits, and then up to thirty-five characters for the bank account number. Effective date Begin Date you are entering the account details. Effective date End Should you need to close an account or inactivate it, enter an effective end date. Once you do this, you will no longer be able to receive payments to that account. IMPORTANT: Check with your bank for the correct information needed to transfer ACH (US) or WIRE funds (Non-US) into your account before entering your account detail into your SIRVA Connect Portal. Failure to do so can result in payment rejection or delay. 4 P a g e

6 Create a New Expense Report 4. From the home page of the SIRVA Connect portal, click on the Submit Expense Report button. 5. Click on the Create Expense Report button. Please Note: All expense reports previously created will be displayed below. 5 P a g e

7 Status Draft Ready to Submit Submitted Processed Paid On Hold Description Required data is incomplete (no line items added), not ready to submit Required data entered and saved but not yet submitted to SIRVA Expense has been submitted to SIRVA for processing Expense has been audited and processed for payment by SIRVA Expense has been processed and funds have been sent Expense has been put on hold (missing receipts or additional approval needed) 6. Enter the report name and click the Enter Payment Method button. 7. In the Remit Method drop down, select one of the three options 6 P a g e

8 Reimbursement via Check 8. If you selected the check method, In the Remit Account drop down, select the address where the check should be sent. 9. Select the currency in which you would like to be reimbursed from the Currency drop down. 10. In the Incurred Currency list select the currency in which the expenses were made. 7 P a g e

9 11. Once all information has been entered click the Save button Please Note: The Remit Address displayed on the screen will not show the entire mailing address. 12. You will see a summary of your payment method selection on the main expense report screen 8 P a g e

10 Reimbursement via ACH or Wire Please be certain your direct deposit information is on file before submitting an expense report. If your expenses are reimbursed directly by your employer, direct deposit information is not required and you can select Check as a remittance option. 1. If you selected the ACH or the Wire option, In the Remit Account drop down, select the account in which the reimbursement should be deposited. 2. The reimbursement currency will automatically default to the correct currency for the country in which the account is opened. 3. In the Incurred Currency list select the currency in which the expenses were made. 9 P a g e

11 4. Once all information has been entered, click the Save button. Please note: The bank name and account number will be automatically selected based on the information you provided when you ve entered your direct deposit information. 5. You will see a summary of your payment method selection on the main expense report screen. 10 P a g e

12 Add Line Items 1. Click on the Add Line Items button. 2. Provide the following information A. Start and End date for the expense you are submitting B. The category of the expense C. The subcategory of the expense D. Incurred amount 11 P a g e

13 3. Select the currency conversion method. If you selected the Interbank option, go to Step 6. Interbank option sets the currency exchange rate to the interbank rates, which are the official rates quoted in media such as the Wall Street Journal Override allows you to specify the exchange rate and date. This will be audited during the processing of the expense report. 4. If you selected the Override option in step 3, select the exchange date and enter the exchange rate. Then click the Calculate Submitted Amount button. 5. The submitted amount will be displayed 6. If you like, enter a description for your expense report and click the Save button to save and return to the main expense screen or click Save and Add Another Line Item to add additional line items. 12 P a g e

14 7. Summary of your added line item will display on the main expense screen. Please Note: A. You can see the status of the report in the upper right hand corner of the screen. B. If you need to make edits to the line item you ve added, click on the pencil icon. You can make edits while the report is in Draft or Ready to Submit status. C. Until report is submitted the Approved Amount and Status for the line item will remain blank. 13 P a g e

15 Delete a Line Item 1. Click the Trash icon next to the line item you would like to remove 2. Click OK to confirm 3. The line item will be removed. Click the Save button to save changes to your expense report 14 P a g e

16 Upload Receipts 1. Click on the Upload Receipts button. 2. Click the Browse button 15 P a g e

17 3. Navigate to where the receipt file is located, select it and click the Open button. You can only upload PDF, JPEG or PNG file type. 4. Type the attached file name and click the Save button to save and return to the main expense screen of click Save and Upload Another to add additional receipts. 5. Once you finish entering your expenses and clicked the Save button (Step 4) your receipt will be displayed on the Expense Report Detail screen. 16 P a g e

18 Submit Expense Report for Payment 1. Click the Submit button to submit your expenses for payment. Please note: Until you add at least one line the expense report will remain in the Draft status Once the line items have been added, the status will change to Ready to Submit 17 P a g e

19 2. Click OK when you see the submission warning. 3. The status of the report will change to Submitted. 4. It will also display on the list of expense reports on the home page. 18 P a g e

20 View Existing Expense Report 1. From the home page of the SIRVA Connect portal, click on the Submit Expense Report button. 2. The Expense Report page will show all expense reports created and their status. Click on the report name to see information about it. 19 P a g e

21 3. The Expense Report Details screen will display the following information: A. The overall report status. This is different that the line item status. B. The reason why the report is in On Hold Status and On Hold Comments. This information only appears in the reports in the On Hold status. C. The amount submitted for reimbursement in the line item. D. The amount approved for reimbursement for the line item. E. The status of the line item. This is different than the overall report status. F. Click the magnifying glass icon to view the Line Item Detail Screen. 20 P a g e

22 4. The Line Item Detail screen shows the following information: A. The dates for during which the expense was incurred. B. The status of the line item. C. The category and the sub-category of the expense. D. The incurred amount and currency. E. The exchange date and rate. F. The submitted expense amount. G. The approved amount. H. The reason the approved amount was adjusted (if applicable). I. Click the Back button to return to previous screen. 21 P a g e

23 Download Existing Expense Report 1. From the home page of the SIRVA Connect portal, click on the Submit Expense Report button. 2. Click on the Download icon. 3. You will see a copy of your report in a PDF version. 22 P a g e