santa ana unified school district (sausd)

Internet Expenses Implementation

Santa Ana Unified School District (SAUSD)

User’s Guide

Mileage Claim

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Introducing Oracle Internet Expenses

With Oracle Internet Expenses, employees can enter andsubmit expense reports using a standard Web browser or a Web-enabledmobile device. Oracle Workflow. automatically routes expense reports forapproval and enforces reimbursement policies. Oracle Internet Expensesintegrates with Oracle Payables to provide quick processing of expensereports for payment.

Simply Internet Expense, allows employees to submit expense reportsusing a standard web browser, web-enabled mobile device or by importinga completed expense spreadsheet from a configured template.

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Santa Ana Unified School District

Oracle iExpense TrainingMileage Claim Process

Oracle R12 Login

Revision September 2011

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Launch District Home Page: http://www.sausd.us• Select Staff Portal & Login• Select ORACLE E-Business

• Create ORACLE desktop shortcut: right click, select: Create Shortcut• Login: Username: “6 digit ID”, Password: “Current Oracle Password”

Suite

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Expense Report Originating Employee login

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Employee selects SAUSD Employee Online Serviceresponsibility

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Click Expenses Home

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Get familiar with Expenses Home Page

Selections added will be to Favorites

Expenses Home

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Employee clicks Create Expense Report

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Employee name (ID), Site, Template and Approver pre-populated on General Information form. Select Mileage Claim Template from the

2 choices.

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Purpose is a required field. Enter the appropriate purpose of the expense incurred then click Next.

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Purpose is a required field. If skipped, you will get an Error message. Comply then click Next.

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Cash and Other Expenses page – Mileage Claim Template. Enter each line of expense with the respective amount and justification. Once entry is completed, click Calculate.

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Cash and Other Expenses page – Note the Mileage rate for 2012 and 2013 claims are different. Once entry is confirmed ok, click Next.

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In the Expense Allocations page, a default account combination is pre-populated for the six segments (FundResource-Year-Goal-Function-Object-School). Employees are required to enter the valid account combination corresponding to each line of transaction. Click Next.

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The Review page shows the Transaction details for the expenses. Activity required on this page is to add the Attachment of Expense Receipts. This could either be at Header level or Line level. If entered at the Line level, then an attachment must be for each line transaction. Hence, Header level is advised. Click Next to Submit Expense Report for Manager and Payables approvals.

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If no attachment is attached, an Error message will indicate that you are required to attach the imaged receipts prior to submission of expense report. Click Back to return to the Expense Allocations page and Next to proceed to the Review page in order to attach the required imaged receipts.

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Submit your Expense Report

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Confirmation indicates that Expense report # (320106) for amount ($132.29) has been submitted.

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Consequently, employee can follow up on approval status at the Expenses Home Page to track submitted expense report. The Current Approver is indicated progressively until invoice is paid..

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You’re done!

This is the last step required of the employee. If the employee has no other expense report to submit, then he/she can logout.

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APPROVAL PROCESS - depends on employee’s status, FundResource & expense amountManager 1 logs into Oracle instance, SAUSD Employee Online Service responsibility

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Manager 1 selects expense report for employee on notification. One expense report at a time can be approved; no batch approval. Manager can review Expense report details – Expense line, attachment, Expense allocations, prior approver notes and approvers. If satisfied with compliance, Manager clicks Approve. Other actions available to Manager are Reject, Delegate (re-assign the current notification) or Request for Information from a participant. Each action taken is notified to the originating employee. Once approved, Manager may logout of the responsibility.

After reviewing Expense Report details, Manager clicks “Return to Notification” to approve or otherwise.

Revision September 2011

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Click Expenses Home

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ER Originating employee receives notification of next approver –Manager 2 with a Report Status of Pending Manager Approval.

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Employee will receive an e-mail notification when the final approver approves and expense report transmits to the Accounting Department.

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Accounting Department cuts the check once all Audit compliances are met.

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Done!

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