User Guide Expense Reports and Payment Requests Creating and Reviewing/Approving ROCHESTER REGIONAL LEARNING & DEVELOPMENT RochesterRegional20151229
Expense Reports and Payment Requests Contents Contents Getting Started... 1 Log In... 1 Creating an Expense Report... 3 Complete the Expense Report Header... 3 Enter the Expense Details... 4 Attach Receipts... 6 Itemize Expenses... 7 Set the Location... 7 Break Out Hotel Expenses... 8 Add Per Diem Expenses... 11 Add Personal Vehicle Mileage... 13 Enter Other Types of Expenses... 15 Submit the Expense Report... 16 Tracking a Submitted Expense Report... 17 Creating a Payment Request... 18 Tracking a Submitted Payment Request... 22 Approving an Expense Report/Payment Request... 23 Log In... 23 Review the Document... 24 Appendix: Approval Process... 26 Where does a submitted document go?... 26 i
Expense Reports and Payment Requests Contents Use of Icons Icons are used to call appropriate attention to specific content such as: Information that is a note or reminder. A stop or warning; something that must be done in order to proceed. Images in this document may not match the images you see in the live system. ii
Expense Reports and Payment Requests Getting Started Getting Started Infor Expense Management (XM) is a web-based application used by Rochester Regional Health (RRH) employees for two primary purposes: Expense Reports Create an expense report whenever you should be reimbursed for business expenses incurred, including but not limited to personal vehicle mileage, travel expenses, meals, and dues and subscriptions. Corporate credit card users will continue to follow the corporate credit card policy. Use expense reports for business expenses already incurred. Reimbursement will be in your regular paycheck. Payment Requests Sometimes referred to as check requests, documents created to request payment to vendors directly for goods and/or services that are not accompanied by a typical invoice, such as dues payments. Log In If you do not have a network username, enter a request for service through your IT department. 1. Click the link. https://extranetcitrix.rochestergeneral.org/citrix/xenapp/auth/login.aspx 2. Enter your network User name and Password. Click Log On. 1
Expense Reports and Payment Requests Getting Started 3. On the Applications tab, click Lawson XM. 2
Accounts Payable Creating an Expense Report Creating an Expense Report Use expense reports for business expenses already incurred. Reimbursement will be in your regular paycheck. The example here is an expense report for traveling to a conference, including airfare, hotel expense, and meals. There also is an example of creating an expense report for reimbursement of mileage on your personal vehicle. Complete the Expense Report Header 1. Click the Create a New tab. Click Expense Claim. 2. Complete the required fields (marked with a red *). Click Continue. 3. Continue with Enter the Expense Details. 3
Accounts Payable Creating an Expense Report Enter the Expense Details 1. Click Out of Pocket. 2. Click the Expense Type drop-down and select the appropriate type. The type selected here determines the fields you fill in next. 3. In Standard Information, complete the required fields (marked with a red *). In Date, enter the date you checked out of the hotel. 4
Accounts Payable Creating an Expense Report 4. For expense types that require a receipt, mark the Receipt Included checkbox; you will attach the actual receipts later. If any of the expense is personal/ non-reimbursable, mark the Do Not Reimburse (Personal) checkbox. 5. To break out the expense into smaller sections (such as separating base airfare and carrier-imposed fees), click View/Add Itemizations. 6. By default, your home Cost Center is entered; ensure it is appropriate for the expense incurred. Project is optional. 7. The fields in Additional Information vary based on the Expense Type selected in step 2. Complete as appropriate. To flag a CME expense, mark the Is Physician CME checkbox. 8. Add Notes as applicable. Text entered here is visible by all approvers. 5
Accounts Payable Creating an Expense Report 9. Click Save. 10. Confirm the expense line is added to the report. Continue with Attach Receipts. Attach Receipts 1. To upload one or more receipts to the expense line, click the paperclip icon. Note: Uploading a receipt does not automatically mark the Receipt Included checkbox in section 1. 2. Click Choose File and select the receipt or supporting documentation. Then click Attach. There is no limit to the number of attachments to an expense line. 3. Repeat steps 1 and 2 until all receipts have been attached. 6
Accounts Payable Creating an Expense Report 4. Click Save. 5. Check section 5 to confirm the attachments. Continue with Itemize Expenses. Itemize Expenses Set the Location The Location field references the Government Services Administration s (GSA) database of hotel and meal per diem rates, which vary significantly based on the city, season, and year. The GSA rate is used to determine Per Diem Expenses and as a benchmark for hotel expenses. 1. To search for a city, click the Search icon next to Location. Alternatively, click the Location drop-down and select from previous locations. 7
Accounts Payable Creating an Expense Report 2. Enter the City and/or State and click Search. 3. Identify the location in the search results and click Select. Break Out Hotel Expenses Some details, such as hotel expenses, should be itemized, especially if additional charges are included in the receipt. Be sure to include the total actual amount of the hotel bill, including room rates, taxes, internet charges, and incidental charges (such as personal meals and entertainment), even if they are not reimbursed. 1. Click View/Add Itemizations. 8
Accounts Payable Creating an Expense Report 2. Complete the required fields. As applicable, complete Daily Lodging Charges and Other Daily Charges. Click Continue. 3. Review the auto-created itemizations. Verify the Item Total matches the Itemized Amount. If they do not match, it may be there are meals or entertainment expenses that were charged to the room and should be flagged as personal/nonreimbursable or the room rate was higher on a particular night and needs to be adjusted. 4. If there is an amount remaining to be itemized, click Add Expense. 9
Accounts Payable Creating an Expense Report 5. Enter the details for the expense. As appropriate, click Do Not Reimburse (Personal). In Notes, include a description of the expense. Text entered here is visible by all approvers. 6. Click Save. 7. The new expense is added to the list. The icons indicate the item has notes and is personal/nonreimbursable. Repeat this process as necessary until the expense is fully itemized. 10
Accounts Payable Creating an Expense Report Add Per Diem Expenses Rochester Regional s travel and expense policy states that all travel-related meals are paid on a per diem basis (a flat amount based on the city and date of travel is paid to the employee for days traveled, regardless of actual meal expenses). Follow these steps to add a Per Diem expense: 1. Click Out of Pocket. 2. Click the Expense Types drop-down and select Meals Per Diem. 3. By default, the previously selected Location displays. If applicable, change it. The Amount Paid is based on the location. 11
Accounts Payable Creating an Expense Report 4. To appropriately reduce your per diem, mark the applicable checkboxes in section 1. Per diem is reduced by a standard amount if: You do not travel a full day; You used your corporate credit card to pay for the meal (exclude that meal) Breakfast, lunch, or dinner was provided at the event or hotel; A meal was otherwise paid for by RRH (lunch at a company meeting, etc.). 5. Click Save. 6. To quickly add multiple per diem expenses, mark the checkbox next to the per diem line and click Copy Item. In the copied item, change the date of the expense, save it, and repeat as necessary. 12
Accounts Payable Creating an Expense Report Add Personal Vehicle Mileage Your typical commute miles are not reimbursable only those above and beyond your normal commute. 1. Click Out of Pocket. 2. Click the Expense Type drop-down and select Mileage. 3. Enter the Date of the expense; the current rate populates automatically. 13
Accounts Payable Creating an Expense Report 4. Use one of the following to enter the miles travelled. In Distance, enter the number of miles traveled OR Click the Distance globe to bring up a Google Maps, 1 which is saved as a note with the report so it can be viewed by approvers/ auditors OR Click the Mileage Route drop-down and select from popular routes of travel as well as previously defined routes 5. In Commute Miles, enter your normal commute mileage. It will be deducted from the total distance. 7. Click Save. 1 To use the Google Maps interface, enter one or more addresses as destinations in the left pane of the pop-up. To add additional destinations (for either a multi-stop trip or a round trip), click the +next to the last address. To save the route for future expense reports, enter a Route Name. When finished, click Done. 14
Accounts Payable Creating an Expense Report Enter Other Types of Expenses 1. Click Out of Pocket. 2. Click the Expense Types drop-down and select the type. 3. Complete the required fields (marked with red *). 4. Click Save. 15
Accounts Payable Creating an Expense Report Submit the Expense Report Expense reports are sent to your direct supervisor first for approval and then to the designated approver for the cost center to which the expense report was charged (often your direct supervisor). 1. Review all information entered. 2. Click Submit. 3. To electronically sign your expense report, enter your User ID and Password. Click Continue. 4. You are reminded that receipts must be attached, whether you attached receipts to report or not. To attach additional receipts, click Attach Receipts. If your receipts are already attached, click Close Document. 5. Sign out of the application. Important: Look for your reimbursement in your regular paycheck. 16
Accounts Payable Creating an Expense Report Tracking a Submitted Expense Report Your direct supervisor will be notified via email of the need to review your expense report. You will be notified via email if your expense report is approved or rejected. 1. Log into the application. 2. Click My Documents. In the Pending column, note the current status of the document, which reflects who, if anyone, has a pending action on the document. 17
Expense Reports and Payment Requests Creating a Payment Request Creating a Payment Request Use payment requests to have RRH pay vendors directly for items such as dues, memberships, conference registration fees, etc. Use expense reports for business expenses already incurred. The example here is a request for payment of job-related membership dues. 1. Click the Create a New tab. Click Payment Request. 2. Complete the required fields (marked with a red *). Complete the Document Title and Purpose of Payment fields. Search for the vendor using a couple of variations of the name. If the vendor does not exist, choose the vendor named A New Vendor. Enter the vendor s address information in the Special Handling field. Accounts Payable must set up the vendor before the Payment Request is paid. 18
Expense Reports and Payment Requests Creating a Payment Request 3. Click Save. 4. Click Add Item. 5. Click the Payment Types drop-down and select the appropriate type. The type selected here determines the fields you fill in next. 6. Complete the required fields. 19
Expense Reports and Payment Requests Creating a Payment Request 7. Click Save. 8. Confirm that the completed payment type and amount has been added to the document. 9. To attach supporting documentation such as a dues statement, click the My Receipts tab and then click the paperclip icon. 10. Click Choose File and select the receipt or supporting documentation. Then click Attach. 11. Review all information entered. Click Submit. Click Continue. 20
Expense Reports and Payment Requests Creating a Payment Request 12. To electronically sign your expense report, enter your User ID and Password. Click Continue. 13. You are reminded that receipts must be attached, whether you attached receipts to report or not. To attach additional receipts, click Attach Receipts. If your receipts are already attached, click Close Document. 14. Sign out of the application. 21
Expense Reports and Payment Requests Creating a Payment Request Tracking a Submitted Payment Request Your direct supervisor will be notified via email of the need to review your payment request. You will be notified via email if your payment request is approved or rejected. 1. Log into the application. 2. Click My Documents. In the Pending column, note the current status of the document, which reflects who, if anyone, has a pending action on the document. 22
Expense Reports and Payment Requests Approving an Expense Report/Payment Request Approving an Expense Report/Payment Request Log In 1. Click the link. https://extranetcitrix.rochestergeneral.org/citrix/xenapp/auth/login.aspx 2. Enter your network User name and Password. Click Log On. 3. On the Applications tab, click Lawson XM. 23
Expense Reports and Payment Requests Approving an Expense Report/Payment Request Review the Document 1. Click the Documents for Review tab. View the Expense Reports and Payment Requests that require your approval. 2. Click the document to open it for review. 3. Review all expense lines, amounts, approved amounts, notes, and itemizations. To review details and notes for an individual line, click it. 4. To view all document notes on one screen, click the Notes tab. 24
Expense Reports and Payment Requests Approving an Expense Report/Payment Request 5. If you notice a minor error (typo or oversight), you can conditionally approve an expense for a lower amount, instead of rejecting the entire report. In Approved Amount, enter an expense that is lower than the amount of the expense line. Click Save. 6. To return the document to the employee to make corrections, click More. To approve or reject the document, click Approve or Reject. 7. To electronically sign the document, enter your User ID and Password. Click Continue. You are returned to your Inbox. 25
Expense Reports and Payment Requests Appendix: Approval Process Appendix: Approval Process Where does a submitted document go? The following is an overview of the approval process for both Expense Reports and Payment Requests. Expense Reports and Payment Requests follow the same approval path. The documents are paid as follows: o o Employee Expense Reports are paid through Payroll in employees regular paychecks. Vendor Payment Requests are paid through Accounts Payable with checks sent directly to the vendor. Whether an Expense Report or Payment Request, the first approval step is always the submitter s direct supervisor, with one exception: o o o o o XM evaluates the submitter s direct supervisor s job title. If the total amount of the document exceeds the direct supervisor s authority to act (according to their job title), then XM evaluates the supervisor s own direct supervisor s job title. XM repeats this evaluation until it finds an approver with the authority to approve the document in its entirety. XM routes the document directly to that supervisor and skips all lower levels. Example: Joe submits a Payment Request that totals $90,000. Joe s direct supervisor is Martha, whose job title is Manager. XM recognizes that the document amount exceeds Martha s authority to act ($5,000). Martha reports to Steve, a director, whose authority to act is $20,000. The document amount also exceeds Steve s authority to act. XM recognizes that Steve cannot approve the document. 26
Expense Reports and Payment Requests Appendix: Approval Process Steve s direct supervisor is Terri, a vice president with an authority to act of $100,000. XM routes the document directly to her, bypassing both Martha and Steve. After receiving approval from the direct supervisor (or someone to whom that supervisor reports), XM evaluates the designated approver for the cost center(s) to which the document has been coded. Note: Only one primary approver and one alternate approver are defined in XM for cost centers. If the person who first approved the document is not the listed approver for that cost center, then the document is then routed to the cost center approver, regardless of the amount of the document After receiving approval from the cost center approver, XM evaluates whether the document has been coded to a project or activity number. If the person designated to approve for that activity number has not already approved the document, it is routed to the project/activity approver for final approval. After being approved by the direct supervisor (or someone above the direct supervisor, based on the total document amount), the cost center approver, and/or the project/activity approver who may be the same person or three different people the document is routed to Accounts Payable for final review. Accounts Payable confirms adherence to company policy and submits the document for payment: o o Expense Reports are exported to Payroll Payment Requests are exported to the Accounts Payable system 27