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Montgomery County Public Schools
Division of Controller
Financial Management System (FMS)
User’s Guide
iExpense
Version 3.0
May 2013
Copyright and Trademarks
Copyright Montgomery County Public Schools, MD. All rights reserved. Information in this document
is subject to change without notice and does not represent a commitment on the part of Montgomery
County Public Schools.
Montgomery County Public Schools Division of Controller 45 West Gude Drive Rockville, Maryland 20850 301-279-3115
iii
TABLE OF CONTENTS
Table of Contents .........................................................................................................iii
Overview ....................................................................................................................... 1
iExpense Log In ............................................................................................................ 2
Setting iExpense Preferences ..................................................................................... 3
E-mail Notification Preferences ................................................................................................. 3
Expenses Preferences ................................................................................................................ 4
Authorization Preferences ........................................................................................................ 6
Creating an Expense Report for Mileage .................................................................... 8
How to Create Expense Report ................................................................................................. 9
Enter General Information ................................................................................................ 10
Enter Expense Details ....................................................................................................... 11
Enter Receipt-Based Expense Details ............................................................................... 11
Enter Mileage Expense Details ......................................................................................... 11
Review or Update Expense Allocations (Account Number) .............................................. 15
Track Submitted Expense Reports .................................................................................... 18
Submitting Receipts ................................................................................................................. 19
Manually ........................................................................................................................... 19
Online (How to Attach Documents) .................................................................................. 19
Calculating Mileage .....................................................................................................21
Understanding Expense Report Approval Process and Responding to E-mail
Notifications .................................................................................................................22
Expense Report Action ............................................................................................................ 22
Complete Audit ................................................................................................................. 24
Report Rejected ................................................................................................................ 25
Incomplete Receipt Package ………………………………………………………………………………………. 25
Questionable Expenses ………………………………………………………………………………………………. 25
Business Expenses with Policy Non-Compliance ……………………………………………………….. 30
Wrong Template ………………..………………………………………………………………………………………. 30
Request More Information ............................................................................................... 31
Time Out ........................................................................................................................... 33
Updating, Withdrawing, & Duplicating an Expense Report ......................................37
Update Expense Reports ......................................................................................................... 37
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Withdraw /Duplicate Expense Reports ................................................................................... 37
Actions of the Account Owner ...................................................................................39
Implementing iExpense Best Practices .....................................................................41
Checklist for Terminating/Long-Term Leave Employee .......................................................... 41
Update Report Monthly .......................................................................................................... 41
Schedule Outlook E-mail Reminder ......................................................................................... 41
Frequently Asked Questions 42
What is iExpense? ............................................................................................................. 42
Who has access to iExpense? ........................................................................................... 42
How do I log in to iExpense? ............................................................................................. 42
What qualifies as mileage reimbursements? ................................................................... 43
What does not qualifies as mileage reimbursements? .................................................... 43
I keep getting e-mail messages. What should I do? ........................................................ 42
How do I find out the full FMS account number to process my mileage expense in FMS?
.......................................................................................................................................... 43
How do I designate my principal as approver for my expense report? ............................ 43
What should I do when my report is rejected? ................................................................ 43
What does it mean that my report has been timed out? ................................................. 43
How do I add my immediate supervisor as approver? ..................................................... 43
How come my immediate supervisor did not get a notification message to approve my
reimbursement request? …………………………………………..………………………………………………. 43
You are asking for more information but I don’t know where to put the information you
requested? ........................................................................................................................ 44
If I went to a meeting from home and then return to school, how do I calculate the
mileage? ............................................................................................................................ 44
I have a chaperon duty in the evening; can I get reimbursed for driving back to school?
.......................................................................................................................................... 44
I teach in two different schools; do I get reimbursed for driving to the locations? ......... 44
How do I delete an item that was not reimbursable? ...................................................... 44
Can I duplicate my report for the future months since I teach at two schools? .............. 44
I forgot to submit reports for the last three months; will I still get reimbursed? ............ 44
How do I know who my approver is when I teach at three schools? ............................... 45
The MapQuest mileage is almost always more than the MCPS Mileage Chart. Which one
do I use? ............................................................................................................................ 45
1
OVERVIEW
FMS Internet Expense (iExpense) is a quick and easy method for employees to submit local
mileage electronically. All employees with access to a Montgomery County Public Schools
(MCPS) computer have access to iExpense and are encouraged to use it online.
Employees may request mileage reimbursement for local official business travel. Mileage
reimbursement will be made in accordance with procedures described in each of the union
negotiated agreements. Refer to the MCPS Financial Manual: Chapter 10, Employee Business
Travel, and MCPS Regulation DIE-RA: Travel for Montgomery County Public Schools (MCPS)
Purposes.
FMS Internet Expense (iExpense) Home page.
Expenses Home
2
IEXPENSE LOG IN
Users may access the login for FMS from the FMS website:
http://www.montgomeryschoolsmd.org/departments/fms/. If you are at a school location, you
will have a shortcut to the FMS login in the Staff Applications folder.
1. Log in using your Outlook username and password.
FMS Log In
2. Select the MCPS Internet Expenses responsibility from the Navigator section. The
Expenses Home page opens.
Navigator
NOTE: MCPS Internet Expenses for Grants responsibility is used only for capital
projects related expenditures. It requires the entries of the Project, Award,
Task, and Organization, but the Expenditure Type field is defaulted by the FMS
system (PATEO).
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SETTING IEXPENSE PREFERENCES
Preferences allow you to specify default values in standard fields. There are Preferences links
on the FMS Home page and the Expenses Preference tab on the iExpense Home page.
E-mail Notification Preferences
Copies of FMS Notifications can be sent to the preparer’s Outlook e-mail by setting the
Preferences link on the FMS Home page.
NOTE: The preparer must log in to FMS to respond to the Notification. The preparer
cannot respond to the sender via the Outlook e-mail message.
1. Log in to FMS to open the FMS E-Business Suite Home Page.
E-Business Suite Page
2. At the top right of the page, click the Preferences link. The General Preferences page
opens.
General Preferences
3. In the Notifications region in the E-mail Style field, select HTML mail with attachments
from the drop-down list.
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4. Click the Apply button to save. A confirmation message appears at the top of the page.
Notifications Preferences
Expenses Preferences
Expenses Preferences are what employees use to specify default values in the fields so that they
do not have to enter this information each time they complete a new expense report.
1. Click the MCPS Internet Expenses responsibility after logging into FMS.
2. Click Preferences link on the top right corner on the Expense Reports row.
3. Click Expenses Preferences on the light green Preference area. The Expenses Preferences
page opens.
Expenses Home
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4. Enter the following information into each field:
Field Entry
Default
Source
Expenses Preferences will be pre-selected.
Expense
Template
Select the template you will use most often. In most cases, this
will be MCPS Mileage.
Approver You may specify more than one approver if your job requires
it.
Enter the additional name of the approver:
o School staff should enter the name of their principal in
this field using the following format:
Enter Last name%First name% before clicking the flashlight for a
list of values. For example: Smith%Joe%.
o Non-school based staff members should contact the
fiscal specialist or supervisor for their unit. Approvals
will be directly routed to the account owner of the
department against which the mileage is charged. If
your office/department requires the approval of your
immediate supervisor or other individual, you should
add that name here using the following format:
Enter Last name%First name% before clicking the flashlight for a
list of values. For example: Smith%Joe%.
o Account Owners should add the name of their direct
supervisor.
Purpose Local Travel
Data Entry
Preferences
Check Enable Expense Allocations and Enforce Required
Fields under Data Entry Preferences.
Location Leave it blank.
5. Click the Apply button.
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NOTE: Because of personnel changes, the Approver listed under the “Expenses
Preferences” should be reviewed several times during the year. The
reimbursement request cannot be approved by the supervisor if the
information is incorrect.
Authorization Preferences
Authorization Preferences allow you to give someone else the capability of entering or
approving expenses on your behalf.
1. While on the Expenses Home page, click Access Authorization on the top blue bar area.
Expenses Preferences
2. In the field marked Expenses Entry Delegation, click Add Another Row to enter the
names of those who can enter expense reports on your behalf.
LEAVE BLANK
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3. In Expenses Entry Permissions you will see the names of those who have authorized you
to enter expense reports on their behalf.
4. Click Save to save your work.
8
CREATING AN EXPENSE REPORT FOR MILEAGE
The Expenses Home page is divided into three sections: Update Expense Reports, Track
Submitted Expense Reports and Notifications.
Update Expense Reports contains reports created and saved, but not yet submitted.
This allows you to enter data throughout the month for submission.
Track Submitted Expense Reports contain reports that have been submitted and
allows the employee to track the status or make modifications if the report has been
rejected.
Notifications contain messages or alerts from FMS that inform you where the expense
report is in the workflow and if your response is required before your report can be
approved.
Expenses Home
Here is the definition for each field:
Field Entry
Report Number Number issued once report is saved
Report Date Creation date
Status Provides status of report
Report Total
(USD)
Total amount of expense
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Field Entry
Purpose Reason for the expense
Update Allows user to modify saved report
Duplicate Users can copy expense reports if information is the same each
month
Delete This is a permanent action and cannot be reversed
How to Create Expense Report
Once you have logged into FMS and selected MCPS Internet Expenses from the Navigator
area, you are ready to create your expense report.
Enter General Information
1. From the Expenses Home page click the Create Expense Report button.
Expenses Home Page
NOTE: Your default values might be in the fields which were pre-selected through the
Expenses Preferences section; however, if necessary, you can modify the fields
as needed.
Create Expense Report: General Information
This is the first step of a four step process.
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2. Enter the following information into each field:
Field Entry
Name Your name will default into this field. If you have been
granted access to enter an expense report for someone else,
you will see a drop down arrow that you must click to select
another name.
Expense Cost Center This field will be auto-filled based on the employee’s
department number, as identified in the HR System. You can
change this field if necessary.
Expense Template MCPS Mileage is the most common template to use. If a
capital grant is used then change the template by clicking the
drop down arrow and selecting MCPS Mileage for Grants.
Purpose Defaults to Local Travel from your preferences. You can
change this as necessary.
Approver Defaults to blank.
Enter the additional approver as needed:
o School staff should enter the name of their principal
in this field using the following format,
Enter Last name%First name% before click the flashlight for a
list of values. For example: Smith%Joe%.
o Non-school based staff members should contact the
fiscal specialist or supervisors for their unit.
Approvals will be directly routed to the account
owner of the department against which the mileage
is charged. If your office/department requires the
approval of your immediate supervisor or other
individual, you should add that name here using the
following format:
Enter Last name%First name% before click the flashlight for
list of values. For example: Smith%Joe%.
Account Owners should add the name of their direct
supervisor.
3. If you click the Save button, a report number will be issued and the report will remain in the
Update Expense Reports section of the Expenses Home page for you to update, duplicate or
delete. The IEXP283172 has been assigned in the following screen.
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Expense Saved
4. The Internet Expense report can be accessed at any time under the Expenses Home on the
top blue bar area. The report is listed under Update Expense Reports.
Expenses Home
5. After completing Step 1 of the Expense Report, click the Next button to continue with your
mileage entry. The Update Expense Report: Cash and Other Expenses page opens.
NOTE: The MCPS Mileage Chart located on the FMS home page is the official chart for
mileage between MCPS locations. To avoid the reimbursement request to be
rejected, please use this chart for the mileage.
Enter Expense Details
Enter Receipt-Based Expenses
Receipt-Based Expenses is the default tab in Step 2 of the expense process. The FMS form has
buttons on the form to “Duplicate” a line on the form, “Remove” a line from the form and
“Show Receipt Currency”. There are 10 lines on the form to enter reimbursement amounts for
other, parking or toll fees. All entries in this tab require the employee to submit the actual
receipt along with the expense report. Receipts can be attached or sent manually to the
Division of Controller for processing. Refer to the Submitting Receipts section.
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Receipts-Based Expenses
1. Enter the following information into each field:
Field Entry
Date Click on the calendar icon to select the date the expense was
incurred or enter the date in the format MM/DD/YYYY.
Receipt Amount Enter the amount of the expense.
Expense Type Other, Parking, Tolls
Justification Enter explanation for expenditure.
2. Click the Itemize icon only if the entered amount is for more than one item.
3. Click on the Details icon to enter additional details as needed.
NOTE: The Details area shows 1 line of data and is mainly used for overnight travel.
The section does work with entering mileage even though the Expense Lines is
the preferred method for entering reimbursement information.
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4. Click the Update button. The Reimbursable Amount (USD) field is populated.
Enter Mileage Expenses Detail
This section is used to list daily mileage trips. Each line should represent all activities for that
specific day’s travel.
1. Click the Mileage Expenses tab.
2. Enter the following information into each field:
Field Entry
Date Click on the calendar icon to select the date the expense was
incurred or enter the date in the format MM/DD/YYYY.
Justification Enter “From” and “To” locations. For example:
Mileage from Rockville to Washington DC add back.
(Refer to the MCPS Financial Manual for guidelines in calculating
mileage.)
Trip Distance Enter the total number of miles.
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Mileage Expenses
3. Click the Calculate button to see the running total. You may wait to click the calculate
button until all the data has been entered.
Let’s review the following buttons on this screen:
Buttons Entry
Duplicate Copies data from the previous line. Check the Select box for the
specific line you wish to modify, then click the duplicate button.
Remove Deletes a line
Add More Lines Adds additional lines to the report
Select All/
Select None
Check this box to indicate that you want to modify/copy that line.
User can click the Select All link or individual boxes.
Details This function is another way of entering data showing 1 line of
data.
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Create Expense Report: Expense Allocations
4. Click the Next button to go to Step 3 of 4.
Review or Update Expense Allocations (Account Number)
Step 3 of 4 allows users to verify the accuracy of the budget account charged for their mileage.
The mileage account number 504001 defaults in the Account field and cannot be modified. The
department number defaults to the location where your position is budgeted.
In some cases, school-based staff may need to adjust the department number in their expense
allocation (account number). School-based mileage accounts are listed below for your reference
(sss = your school number). It is the staff member’s responsibility to submit requests using the
appropriate mileage account number listed in the table below.
Type Account Number
Elementary school-based teachers 01.12101.sss.05.504001
Middle school-based teachers 01.13101.sss.05.504001
High school-based teachers 01.14101.sss.05.504001
The user should take the following steps to update the distribution number, if necessary.
1. Enter the correct number in the appropriate blank field at the top of the screen. In this
example, we want to change the department number to 14101.
2. Click the tab button.
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3.
Choose the line or lines you wish to update by clicking the Select checkbox or Select All link
and click the “Update Allocations Button”.
4. Click the Apply button to refresh the charge account.
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Review the Expense Report
1. Click the Next button. The final step (Step 4) page appears.
Create Expense Report: Review
2. Step 4 of 4 allows the preparer to review the report before submitting it for approval. If
changes are necessary, click the Back button to return to the appropriate step.
3. The user can also attach documents by clicking the Add button on top, or the + icon on the
right-hand side. (Refer to How to Attach Documents.)
4. Click the Submit button. The preparer will receive confirmation that their expense report
has been submitted for approval.
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Confirmation
Track Submitted Expense Reports
Once expense reports have been submitted, the preparer can view the status in the Track
Submitted Expense Reports area on the Expenses Home page.
Track Submitted Expense Reports
NOTE: Notice Report Status is Pending Manager Approval. Once the manager has
approved it, the status will change to Pending Payment Verification. The
report is now ready to be audited by the accounting department.
The “Duplicate” button could add an additional 7 days for the reimbursement
to be processed. Please verify the reimbursement information when you
duplicate a line of data.
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Submitting Receipts
Manually The iExpense reimbursement for Business expenses cannot be processed unless receipts have
been submitted. You should only submit your receipts manually if you are unable to
electronically scan them in for submission with your iExpense report. The manual submission
process requires you to tape all receipts to 8.5” by 11” paper and attach them to a printout of
your iExpense Confirmation page. Next, you must send it to your account manager for their
approval. Once the account manager approves it, they should forward it to the Division of
Controller in the Pony mail.
Online (How to Attach Documents)
1.
Click the Add button. The Add Attachment screen appears.
Step 4 of 4
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Add Attachment
2. Enter description in the Description field.
3. Click the Browse button and select the file from your computer.
4. Click the Add Another button to add more files.
5. Click the Apply button. The Confirmation page appears.
Confirmation
NOTE: The reimbursement of expenses cannot be processed without proper receipts.
If a member of the Accounts Payable team does not receive a timely reply on
missing receipts or the employee seeking reimbursement has a history of not
complying with policy, the reimbursement will be short-paid.
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CALCULATING MILEAGE
Mileage reimbursement should be made in accordance with procedures described in each unit
member’s appropriate negotiated agreement. Please refer to the MCPS Financial Manual,
Chapter 10, Employee Business Travel, and MCPS Regulation DIE-RA: Travel for Montgomery
County Public Schools (MCPS) Purposes. A major change was made to the negotiated
agreements that impact the calculation for mileage reimbursements with MCPS no longer
recognizing a base location for an employee with more than one work location.
Employees will not be reimbursed for commuting from home (non-business location) to an
MCPS work location and travel from the last MCPS work location to a residence or non-work
location. Employees who work at more than one location or who have business at more than
one MCPS location in a day will be reimbursed for travel between the locations.
Guidelines for calculating mileage:
Calculate the number of miles from the first work location and the second location. Local
mileage will be reimbursed up to the shortest distance between the two locations
regardless of the route actually taken. Please reference the “Mileage Between MCPS
Locations” Excel file on the FMS home page to determine the shortest distance between
two MCPS locations.
Repeat the step if there are additional multiple work locations.
Summarize the total miles driven between the multiple work locations.
The following example shows the calculation of reimbursable miles with Walt Whitman HS being
the 2nd work location and B-CC HS being the 3rd work location. Steps include:
A: The mileage from home to Thomas Pyle MS is ignored since it is commuting from home to
the first work location.
B: The mileage between Thomas Pyle MS and Walt Whitman HS (the second work location) is 2
miles (see the “Mileage Between MCPS Locations” Excel file on the FMS home page).
C: The mileage between Walt Whitman HS and B-CC HS (the third work location) is 3 miles.
D: The mileage between B-CC HS and home is ignored since it is commuting from the last MCPS
work location to home.
Number of miles subject to reimbursement: 5 miles
Example of Correct submission:
Start Date End Date Expense Type Justification
Trip Distance
4/10/2013 4/10/2013 Mileage From Pyle MS To Whitman HS and from Whitman HS To BCC HS
5
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UNDERSTANDING EXPENSE REPORT APPROVAL
PROCESS AND RESPONDING TO E-MAIL NOTIFICATIONS
If there is a problem with the expense report, approvers can return it to the preparer.
Rejected expense reports require the preparer to make corrections and resubmit it.
If Accounts Payable requests more information, the preparer will not have to resubmit the
expense report.
If an expense report is submitted with missing receipts or has a policy of non-compliance,
it will be short paid.
Current Approver Action
The first approval known as the Current Approver of the mileage reimbursement is from the
employee supervisor. The supervisor will logon to FMS MCPS Internet Expenses. Open
Notifications can be found on the Expenses Home page under the Notifications section.
Notifications
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1. Open a notification for review (ex: Expense IEXP283712 from Jack Dodson).
Open Notification for Approval
2. Review the reimbursements for Cash and Other Expenses: Business Expenses.
24
3. Enter a Note if additional information is needed or if the reimbursement request will be
rejected.
Note Section
4. If the request is not approved, the reimbursement request will be returned to the
employee to fix the problem with the rejection or provide the additional information.
Expense Report Action
Accounts Payable reviews expense reports to ensure policies and procedures are being
followed. The expense report action is listed as follows and includes steps the preparer must
take in order to resolve the issue:
Complete Audit Complete audit requires no additional action from the preparer, as this indicates that Accounts
Payable has approved the expense report and processed it for payment. The preparer may
receive an approval e-mail notification as sampled below.
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The Report Status in the Track Submitted Reports section will change to Pending Payment or
Pending Payment Verification.
The Preparer will no longer have the ability to modify the expense report.
Track Submitted Expense Reports
Report Rejected
Reject report requires the preparer to make the corrections and resubmit it. There are three
rejection reasons: Incomplete Receipt Package, Questionable Expenses, and Wrong Template.
Each reason includes Standard Instructions; however, Accounts Payable can include specific
instructions in the Additional Instructions field. This information will also appear in the
Notifications section.
Incomplete Receipt Package may indicate that the preparer did not submit receipts with
the report or that the receipts are not sufficient for the expenditure. The preparer has the
ability to attach receipts to the iExpense Report. If you choose not to do so, you must
follow the instructions provided on the confirmation screen which appears when the
preparer hits the submit button in step 4.
The preparer will receive an Outlook e-mail notification; however, they must log in to FMS to
modify the expense report. The notification will also appear in the FMS Worklist and provides a
warning message which includes the following: who rejected the report, the reason for the
rejection, and whether the notification requires a response.
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Worklist Notification
1. Click the OK button.
2. Navigate to MCPS Internet Expenses. The rejected report is in the Updated Expenses
Reports section.
Expenses Home
3. Click the Report Number or Update icon. The expense report opens.
Update Expense Reports
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4. Click the Next button to Step 4 of 4 page.
Update Expense Report: Review
5. Click the Add button or Attachments icon to attach the receipt document. Refer to Online
(How to Attach Documents for detailed information.
Questionable Expenses indicate that the preparer submitted an expense that may not
be in compliance with MCPS policy and procedures. The preparer may be asked to
remove this line from the expense report or provide additional information for
Accounts Payable to process the report.
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NOTE: Failure to clearly state the “From” and “To” destinations is the most common
error, as Accounts Payable must verify the mileage calculation as part of the
audit process.
Notification
6. Navigate to MCPS Internet Expenses.
7.
Click the Report Number or Update icon. The Report opens.
8. Click Next to navigate to the page that requires modification.
29
9. Select the line number by checking the check box.
10. Click the Remove button.
11. Click Next button.
12. Click Submit button.
Accounting has the ability to partially approve an Expense Report for payment. When this
occurs the preparer will receive an e-mail notification; however, they must log in to FMS to
resolve the issue.
13. Open the expense notification in the Worklist area.
Worklist
30
In the Business Expenses with Policy Non-Compliance area, the Note column on the right
provides an explanation for the denial of request.
Notification
Select the following buttons to resolve:
Buttons Entry
Delete Expense
Report
Delete report if no further information is required and
accounting has denied payment of expense
Send Additional
Information
Send information to the requestor by entering data in the
Additional Information field
Reassign Allows the preparer to direct report to another approver
Request Information Request additional information for approver
Wrong Template is when the employee enters a mileage expense reimbursement under
the “Receipt-Based Expenses” or the employee enters a Parking Receipt reimbursement
under the “Mileage Expenses”. The preparer must remove the data from the wrong
template, re-enter data in the correct template, and submit report for approval again.
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Reject Report: Wrong Template
14. Navigate to MCPS Internet Expenses.
15. Click Report Number or Update icon for the rejected report.
16. Click Next to Step 2 of 4.
17. Modify the expense report.
18. Click Next button.
19. Click Submit.
Request More Information
The approver may request more information, which means that the preparer simply needs to
respond to the notification in FMS Worklist or MCPS Internet Expenses Navigator. Although a
copy of the notification is sent to the preparer’s Outlook e-mail, the preparer must log in to FMS
and take action by selecting the appropriate option within the notification. The preparer will
not have the ability to modify the expense report, as the report was not rejected and therefore
is not in the preparer’s queue.
Worklist
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Expenses Home: Notifications
1. In the above example, the employee will need to click the Subject related to the expense
report to open the notification.
Action History
In the Action History section, the employee can view the history details to determine why and
who returned the report for more information.
33
The preparer can view their report detail by selecting the Expense Report Details link in the
Related Applications section.
Related Applications
The Response section allows the preparer to respond to the user who requested the
information by placing their response in the Answer field.
2. Enter information in the Answer field.
Response
3. Click the Submit button. The Notification is then forwarded to the user who requested the
information and no longer appears in the preparer’s Worklist or as Open Notifications on
the Expenses Home page.
NOTE: This process does not allow the preparer to modify the expense report but to
simply communicate the information requested by the user.
Time Out
The Time Out warning occurs when the approver has not responded to the preparer’s request
within 21 business days. Below is an example of the e-mail notice that the preparer may
receive.
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Time Out Notification
In this process, the expense report is routed back to the preparer to resubmit. The preparer
must take the followings steps to resolve:
1. Open the notification from the Worklist page or the Expenses Home page.
Worklist
35
2. Click the Expense IEXP link. The report opens.
Expenses Home
3. Click the Expense IEXP link. The report opens.
Expense
4. Select the appropriate button:
Buttons Entry
Forward to next
Manager
Report is sent to the next approving manager in the approval
hierarchy
Resend To Approver Returns report to the approver
Reassign Allows the preparer to direct report to another approver
Request Information Request additional information for approver
36
Upon completion, the preparer can track the status in the Track Submitted Expense Reports
on the Expenses Home page.
Expenses Home: Track Submitted Expense Reports
37
UPDATING, WITHDRAWING, & DUPLICATING AN
EXPENSE REPORT
Update Expense Reports
On the Update Expenses Reports section of the home page, click Update icon to make updates
to any expense reports that have been saved, rejected.
Update Expense Reports
Withdraw /Duplicate Expense Reports
Under Track Submitted Expense Reports section, the report in the different status might give
the employee action options.
Track Submitted Expense Reports
Report Status Description
Field Entry
Pending Manager Approval Your expense report has been submitted and is
awaiting approval. Upon approval, a notification
will be sent to you.
Pending System Administrator
Action
No action required on your part
Pending Payables Approval Your expense report has been approved and is
awaiting verification from the Accounts Payable
office.
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Field Entry
Pending Your Resolution This indicates that an action is required on your
part.
1. The Withdraw button allows the preparer to retrieve the submitted report for updates, then
resubmit the report or delete the report as necessary.
NOTE: Once the Report Status is changed to Pending Payment Verification, the
Withdraw link is grayed out. The user can’t modify the report any more.
Click Yes to continue on the Confirmation page.
Confirmation
2. The Duplicate button acts as a copy and paste function if the preparer has similar expenses
each month.
Expenses Home: Duplicate
3. If an expense report has been submitted for approval and no action is taken on that report
for twenty-one days, it will be returned to you and give you the options of taking further
action.
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ACTIONS OF THE ACCOUNT OWNER
1. Click on the notification requiring action.
2. If this notification was sent to you as a result of an expense report you submitted; open and
view the notification and click OK.
3. If the notification is for an expense report requiring your approval, click on the notification.
After opening the notification, you will be given the option to Approve, Reject, Reassign,
or Request Information.
4. If you would like to view more details of the expense report before taking action, click on
the Expense Report Details icon. From this view, you will be given the option of Printable
Page, to enable you to print a copy of the report.
5. After viewing Expense Report Details, click Return.
6. Click on your choice of action: Approve, Reject, Reassign, or Request Information.
NOTE: Upon your action, a notification will be sent to the originator of the expense
report. You may include a note in the Response section for the originator of
the expense report. This will be viewable by the originator under Approvers
Notes.
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Response
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IMPLEMENTING IEXPENSE BEST PRACTICES
Checklist for Terminating/Long-Term Leave Employee
Since a terminated or long-term leave employee’s access will be end-dated or made inactive in
FMS, any FMS in Process, Pending Workflow or Notification activities under the staff member’s
account will error or time out. To avoid any delays due to these errors, it is recommended to
follow this check list prior to the staff member leaving:
1. Ensure that no outstanding expense reports are in your Notifications.
2. Follow up with your account manager to approve your expense reports before leaving the
location.
3. You could also withdraw the expense report and fill out the mileage reimbursement form
(MCPS Form 220-2).
4. Any reports prior to the current month should not be submitted and will be subject to denial
of payment due to MCPS policy.
5. If you are an approver, make sure there are no pending workflows under FMS Notifications
before leaving the location.
Update Report Monthly
It is recommended that employees update their mileage report on a weekly basis and save the
report. This allows the employee to be able to submit it on time at the end of each month.
Schedule Outlook E-mail Reminder
Scheduling a recurring Outlook appointment as a reminder may help you meet deadlines.
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FREQUENTLY ASKED QUESTIONS
What is iExpense?
iExpense is an FMS module for MCPS employees to use to submit mileage and overnight travel
expenses for reimbursement.
Who has access to iExpense?
All MCPS employees have access to iExpense so that they can submit travel-related expenses for
reimbursement.
How do I log in to iExpense?
Use your Outlook username and password to log in to FMS, and then choose the MCPS Internet
Expense responsibility or MCPS Internet Expense for Grants. Refer to the iExpense Log in
section.
What qualifies for mileage reimbursements?
Employees who work at more than one location or who have business at more than one
MCPS location in a day will be reimbursed for travel between the locations. Further
information can be found with Regulation DIE-RA titled “Travel for Montgomery County
Public Schools (MCPS) Purposes”.
What does not qualify for mileage reimbursements?
Employees will not be reimbursed for mileage to activities or events that are not part of their
regularly assigned duties. Employee association/union business, voluntary training, coursework
for certifications, university coursework, social activities, and voluntary attendance at school
events are not regularly assigned duties. Please see Regulation DIE-RA for further detail.
I keep getting e-mail messages. What should I do?
FMS sends a copy of notifications to Outlook e-mail. Outlook e-mail does not permit you to
respond. You must log in to FMS and choose the MCPS Internet Expense responsibility. You
should then open the notification from the Notification section and respond accordingly.
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How do I find out the full FMS account number to process my mileage
expense in FMS?
Contact your immediate supervisor, principal, or director to obtain the correct account number
to use. The Review or Update Expense Account Number section gives you the steps to update
the FMS account number.
How do I designate my principal as approver for my expense report?
iExpense automatically routes expense reports to the account owner for approval. School-based
staff must have their expense reports approved by their principal before the expense report is
approved by the account owner. Enter the principal’s name in the Approver field found in the
step 1 of 4 Create Expense Report process. iExpense will electronically route the expense report
to the principal. Once the principal approves it, the expense report will be routed to the
account owner for final approval.
What should I do when my report is rejected?
Rejection will require the preparer to either delete the report or make necessary corrections
and resubmit. Refer to the Report Rejected? section for detailed information.
What does it mean that my report has been timed out?
The Time Out warning occurs when the approver has not responded to the preparer’s request
within 21 business days. In this process, the expense report is routed back to the preparer to
resubmit. Refer to the Time Out section.
How do I add my immediate supervisor as approver?
The supervisor can be edited or added under the “General Expenses” Preferences. The
employee finds General Expenses Preferences by clicking on the Preferences link at the top of
the page.
How come my immediate supervisor did not get a notification message to
approve my reimbursement request?
The supervisor needs to be updated first under the “General Expenses” Preferences. Because of
supervisors moving to a new location, employees should review the approver listed here at least
several times a year.
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You are asking for more information but I don’t know where to put the
information you requested?
After logging into FMS and choose MCPS Internet Expense responsibility, open the Notification
and enter your response in the Answer field in the Response section. Refer to the Request More
Information section.
If I went to a meeting from home and then return to school, how do I
calculate the mileage?
For employees who are assigned to more than one school or location in any work day, the
mileage from their home to their first location and from their last location to home or another
non-work location does not qualify for mileage reimbursement. Local travel between MCPS
work locations or a local Washington metropolitan area for a meeting could qualify.
I have a chaperon duty in the evening; can I get reimbursed for driving back
to school?
Mileage reimbursement will be made in accordance with procedures described in each unit
member’s appropriate negotiated agreement. The current agreement states that neither MCEA
nor the Service Employees International Union (SEIU) unit members will be reimbursed for any
mileage incurred to attend or participate in extracurricular activities including chaperone duties,
fund-raising, and meetings, practices, and planning for ECA’s.
I teach in two different schools; do I get reimbursed for driving to the
locations?
Yes, but the normal mileage between home and the first location and the last location back to a
MCPS non-work site does not qualify.
How do I delete an item that was not reimbursable?
Select the delete icon after opening the iExpense report.
Can I duplicate my report for the future months since I teach at two
schools?
Yes. Select the duplicate icon from the specific mileage report on the iExpense Home page.
I forgot to submit reports for the last three months; will I still get
reimbursed?
No. MCPS Regulation DIE-RA requires that expenses be submitted on a monthly basis.
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How do I know who my approver is when I teach at three schools?
Contact your immediate supervisor, principal, or director.
The MapQuest mileage is almost always more than the MCPS Mileage
Chart. Which one do I use?
Most websites, as well as the MCPS Mileage Chart, will provide an average calculation.
However, the difference in mileage should be at a minimum.
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