FINANCIALS Procurement Other Self Service: Travel Authorizations, Expense Reimbursement Requests and Approvals FIN-PRO-003
Course Overview
Travel Authorization Support and Submit Travel Request Confirm Business Purpose, Encumber Budget
Expense Report Actual Cost, Attach Receipts Confirm Business Purpose, Valid Budget, and
Adherence to CUNY Policies and Procedures
Approvals
Travel Authorizations
Expense Reports Approvals
Staff That Travel On Behalf Of CUNY
Travel Authorizations
Expense Reports Approvals
Topics: Self Service for Travel Authorizations Expense Roles and Responsibilities in CUNYfirst Travel Authorization Process Set-up – Security and Expense Profiles, Proxies Creating, Modifying and Submitting a Travel
Authorization Deleting an Unused Travel Authorization Cancelling an Unused Travel Authorization to
Release Funds Viewing Travel Authorizations
Self Service - Travel and Expenses
Employee Self Service Travel Authorizations Expense Reports Travel Related Other Expenses
Manager Self Service Approve Travel Authorizations Approve Expense Reports
Expenses Roles and Responsibilities
Role Responsibilities Vendor Entry Add/Update Vendor file Travel and Expense Administrator
Add/Update employee data
Employee Create, modify and manage Travel Authorizations and Expense Reports
Approver Employee Supervisor Level 1 & 2 Budget Approvers
Budget check Confirm Department ChartField Confirm support documentation attached Consistent with CUNY policy and
procedures Payment Processor Prepares payments for City and State
interfaces
Expenses Process Workflow
Expenses – Travel Authorization
Employee: Support and Submit Request
Approver/s: Review and Approve or Send Back
2.01 Process Travel AuthorizationsE
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Need for Travel
Authorization is determined
Travel Authorization is
Entered in CUNYfirst
Travel Authorization is submitted for
approval
Travel Authorization is budget checked
Review Travel Authorization
and supporting documentation
Approve Travel Authorization?
Modify Travel Authorization
No
Process Expense Reports
YesUpdate Travel
Authorization as required
Yes
Scan and Attach Supporting
Documentation
Travel Authorization Components
View Expense User Profile Default Budget Department Approval “Supervisor”
Employee Self Service > Travel and Expense Center > Travel Authorization
Understanding Travel Authorizations
Manage pre-trip approval and encumber (set aside) budget
Required for out-of-town travel Travel dates must be in the future
Employee: Enter projected costs Attach support documentation
Expenses Set-Up
1.Security Access to Components
2.Default Department Budget Approval Route Supervisor Department Approver Level 1 and 2
3.Expense Users in State/City Vendor file For reimbursements
Create a Travel Authorization
Prepare support documentation Dates and amounts Examples – Conference registration,
airline ticket quote, hotel rates From an existing Travel Authorization Copy header and line information Copy in one or more expense lines
As needed, modify copied details
Create Travel Authorization Employee Self-Service > Travel and Expense
Center > Travel Authorization > Create
General Information Section (1 of 3)
Required fields: Description – identify travel Comment – freeform text of trip purpose Business Purpose – select reason Location – one destination Travel Dates
Attachments link – all support documentation Accounting Defaults link – all expense lines
Details Section (2 of 3)
Required fields: Expense Type Date Amount – whole dollars Match Payment Type and Billing Type
Detail link
Expense Types
Begin with: 1 1 Subscriptions
Non PSC Non PSC Train Ticket
PSC PSC Train Ticket
Same categories for Non PSC or PSC
Inform Proxy to use PSC or Non PSC
Payment Types
CUNY Card Card issuer paid directly (Executive
Level)
Empl Paid Using own funds, i.e., Mileage Employee reimbursed when guidelines
met
Non-reimbursable i.e., Employee agrees to pay half
Travel Authorization: Line Detail
Additional fields based on Expense Type Accounting Detail link
Travel Authorization: Accounting Detail
Expense Type determines Account Default Dept may be changed for a line More than one department, add expense
line, not Add Chartfield Line
Finalize (3 of 3)
Check for Errors – validate all Expense lines
Save for Later – add or change lines later or defer submission, Travel Authorization ID assigned
Submit – commence Approval Route
Go to these UPK topics to practice Create Travel Authorization Modify Travel Authorization Submit Travel Authorization
Procurement Other Self Service – UPK
Delete, Cancel, View Travel Authorization
Delete Cancel Before Approval After Approval and
before associated with Expense Report
When no longer needed
Encumbered funds are released
To start over rather than modify i.e., when Approver
Sends Back
Follow by Delete
View Travel Authorization Monitor Approval progress
Go to these UPK topics to practice Delete Travel Authorization Cancel Travel Authorization View Travel Authorization
Procurement Other Self Service – UPK
Staff That Incur Expenses on Behalf of CUNY
Travel Authorizations Expense Reports Approvals
Topics: Self Service for Expense Reports Expense Report Process Travel Authorizations and Expense Reports Documenting Who Pays for Which Expense Creating, Modifying and Submitting an Expense
Report Expense Report Approval Deleting an Unused Expense Report Viewing Expense Reports
Expenses Components
Employee Self Service > Travel and Expense Center > Expense Report
Expenses – Expense Report
Employee: Actual costs with Receipts Approver/s: Review and Approve or Send Back
2.02 Process Expense ReportsE
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Travel is completed or
other expense is
incurred
Expense Report is entered in CUNYfirst by copying from a Travel
Authorization or entering from scratch
Expense Report is submitted for
approval
Review Expense
Report and supporting
documentation
Approve Expense Report?
Modify Expense Report
No
Process Expense
PaymentsYes
Scan and attach receipts and other
supporting documentation
Update Expense Report as required
Expense Report is budget checked
Understanding Expense Reports
A Travel Authorization may be associated with one Expense Report Relieves encumbered funds
One location per Expense Report
One accounting distribution per expense Split lines if more than one Department
Separate Expense Reports when more
than one Institution (GL Unit)
Understanding Expense Reports
Employee creates Expense Report Enter actual costs Upload all Travel Authorization support
documentation Upload all scanned receipts
Approval Route Supervisor Department Level 2 Approver
Some, not all, GL Units PrePay Auditor
Navigation – Create Expense Report Employee Self-Service > Travel and Expense
Center > Expense Report > Create
Add/Update Expense Report
Select A Travel Authorization and then click GO Select button of Travel Authorization Valid Budget Check Completed Approval Route
Add/Update Expense Report
See Travel Authorization Upload support documentation and scanned receipts Add lines
Prepare Receipts for Attachment
1. Sort receipts by Date and then Expense Type 2. Affix receipts in order on Letter Size paper 3. On top of each page Write meaningful file name Write description of file for entry in CUNYfirst
4. Next to each receipt on page legibly PRINT Expense Type Date Amount in dollars and cents Payment Type CUNY, Empl or Non-reimbursable
5. Scan page 6. Place files for upload in a folder on your computer
Add/Update Attachments
Upload Travel Authorization support documentation Scan and upload receipt for every expense line
Various file formats - .jpg, .pdf, .docx, etc. Enter description for each attachment When all attachments are uploaded, click OK
Submit for Approval
Check for Errors to validate all Expense lines Save for Later to add, change or defer submission Submit button to commence Approval Route
Go to these UPK topics to practice
Create Expense Report Modify Expense Report Submit Expense Report
Procurement Other Self Service – UPK
Delete, View Expense Report
Delete Expense Report When no longer needed To start over rather than modify i.e., when Approver Sends Back
View Expense Report Monitor Approval Progress
Go to these UPK topics to practice
Delete Expense Report View Expense Report
Procurement Other Self Service – UPK
Travel and Expense Approvers
Topics: Approval Levels for Travel Authorizations
Review Travel Authorization/Record Decision
Approval Levels for Expense Reports
Review Expense Report/Record Decision
Travel Authorizations Expense Reports Approvals
Knowing Approval Is Needed
Travel Authorizations and Expense Reports
Routed
Expense Approvals
Approvals have multiple levels Approver is notified by email On WorkList, select link Budget Status must be Valid Budget Check is run in batch every 60
minutes weekdays Option for Approver to run manually
Travel Authorizations must be approved before Travel Date
Travel Authorization Approvals
Supervisor Department Level 1 and
Department Level 2 Meets a Business
Purpose
Correct Department ChartField
Valid Budget Status
Support Documentation Attached
Correct Department ChartField
Valid Budget Status
Support Documentation Attached
Travel and Expense Approvals
Notified Approvals can be accessed through: 1.WorkList Displays From Name, Transaction ID,
and direct link to transaction approval page
2.Manager Self Service Displays all available Travel
Authorizations and Expense Reports for approval
Additional tabs and filters
Understanding Approvals: WorkList
Work List Filters to view only Travel and Expense Approvals
In Link column, select Travel Authorization or Expense Report to review for approval
Approve Travel Authorization (1 of 2) Attachments link
All at header (#) number of
attachments Support
documentation Accounting Defaults
link Department
ChartField All lines
Expense Type link Details
Approve Travel Authorization (2 of 2)
Budget Status must be Valid Budget Check run in batch every 60 minutes on weekdays
Approver comments viewed by Employee and other Approver/s
Send Back to notify Employee and Proxy of required changes Approve button to approve
Go to these UPK topics to practice Approve Travel Authorization
Procurement Other Self Service – UPK
Expense Report Approvals
Supervisor Department Level 2 and
PrePay Auditor Valid Budget Status
Attached Receipts
related to Business Purpose
Follows CUNY policy and procedure
Optionally, modify Expense Report
Allocated to correct General Ledger Account Codes
Approve Expense Report
View attachments If changes are needed, Prepay Auditor (AP
Approver) may either: Send Back the Expense Report with comments
to guide the Employee or Proxy to compliance Modify the Expense Report as needed
Approve Expense Report
Click link to view Details Ensure Payment Type and Billing Type match Description of expense Access to Accounting Details link ChartFields for this line
Approve Expense Report
Pending Actions and Action History sections display approval history
Comments section displays all Approver comments
Reimbursement process is unchanged Direct Deposit Independent of Payroll
Go to these UPK topics to practice
Approve Expense Report Review Approval History
Procurement Other Self Service – UPK
Course Review
Travel Authorization Support and Submit Travel Request Confirm Business Purpose, Encumber Budget
Expense Report Actual Cost, Attach Receipts Confirm Business Purpose, Valid Budget, and
Adherence to CUNY Policies and Procedures
Approvals
Travel Authorizations Expense Reports Approvals