neo finance - university of technology sydney workbook is designed to provide you with an...

neo finance UTS Internet Expenses User Guide Created on 08/10/2009

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INTRODUCTION

This workbook is designed to provide you with an introduction to Neo (Oracle) Internet Expenses (UTS Internet Expenses). This workbook will guide you through applying for a UTS Credit Card and how to acquit credit card and out of pocket expenses. All users MUST complete training to gain access to UTS Internet Expenses. To do so, staff must complete the online registration form on the FSU website. Correspondence relating to UTS Internet Expenses should be directed to the iExpenses team at: [email protected] If there is a system issue or you cannot log into Neo, you will need to contact Service Desk (ext2222).

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UTS CREDIT CARD APPLICATION

1. To apply for a UTS credit card please go to FSU website and download application form

which is located at http://www.fsu.uts.edu.au/forms/uts-credit-card-application-form.pdf

2. Managers approving credit cards for staff MUST have the appropriate delegation to do so. As all UTS credit cards will be issued with a $2,000 limit, manager’s who approve this must have the delegation to approve at least $2,000. If a higher limit (over $2,000.00) is required, justification must be made in writing with approval by the Dean or Director and submitted to FSU.

3. Staff applying for a UTS Credit Card must satisfy 100 POINT IDENTIFICATION CHECK (Financial Transactions Report ACT 1988). Please refer to the Credit card 100 point ID checklist located at http://www.fsu.uts.edu.au/forms/index.html#iexpenses

4. It is compulsory that all staff applying for a UTS Credit Card hold a UTS staff card and

use this as 1 form of identification when applying. This accounts for 40 of the 100 points required by LAW and is referred to as the “Public Employee Identification Card”.

5. Every Credit Card Applicant and their Manager MUST download and sign the UTS Credit

Card agreement. This form is located at http://www.fsu.uts.edu.au/iexpenses/uts-credit-card-agreement.pdf

6. It is important that all staff with credit cards read and understand the UTS Vice-

Chancellor’s Credit Card Directive. This is located at http://www.fsu.uts.edu.au/iexpenses/uts-vicechancellors-credit-card-directive.pdf

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LOGGING INTO NEO

Go to the neo homepage http://www.neo.uts.edu.au and click on the box to login to neo, as illustrated below:

Enter your username, which should be your staff ID, and password.

Tip: It may be useful to save this page into your favourites

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FIRST TIME USERS

What is a ‘Responsibility’?

A responsibility is a level of authority in Oracle Applications assigned to you by the business. This responsibility will allow you to access particular functions, forms and data appropriate to your role within the University of Technology, Sydney.

To select your responsibility simply click on UTS Internet Expenses.

What are Preferences?

Preferences are settings which you can set once and they will remain pre-populated in future expense reports.

Select the ‘Internet Expenses’ responsibility from the main menu and then select ‘Preferences’ from the top right hand corner.

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‘General Preferences’ need to be set as follows for first time users;

Section Name Field Name Input Values These values

MUST be as per below Languages Current Session Language American English Languages Default Application Language American English Accessibility Accessibility Features NONE Regional Territory United States Regional Date Format dd-MMM-yyyy (18-Feb-2009) Regional TimeZone Leave Blank Regional Number Format 10,000.00 Regional Currency Leave Blank Regional Client Character Encoding Western European (Windows) Change Password Known As Accept Default Change Password Old Password Only to be completed if you

want to update your passwordChange Password New Password Only to be completed if you

want to update your passwordChange Password Repeat Password Only to be completed if you

want to update your passwordStart Page Responsibility Page You can leave blank. Or Select

a responsibility that next time you log on to Neo will automatically launch

Notifications Email Style

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‘Expense ’Preferences’ also need to be set up for first time users as follows;

Section Name Input Values Additional Info Defaults Source Click on “Expense Preferences” When this box is ticked, the

values entered will populate on all Expense Reports you create in the future.

Expense template This is defaulted to All Expenses.

Accept default

Purpose An example –“ Monthly Credit card Charges or “petty cash Reimbursement”

This information will populate on the Purpose of the Expense Report Field

Approver Select the approver that you are sending the Expense Report to for approval

This information will populate on the Purpose of the Expense Report Field

Data Entry Preferences – Enable account Allocations

Box is already ticked Accept default

Data Entry Preferences – enforce Required fields on Details Page

Box is already ticked Accept default

Once complete, click on ‘save’ and then ‘apply’ and you will be brought back to the Expenses Home Page.

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‘My Allocations’ is an optional setup for users that have multiple organisational and activity combinations that are repetitive.

Select ‘My Allocations’ under ‘Preferences’ and type in the name you want to assign the Organisational and Activity combination.

There is no limit to the amount of allocations you can set up, but be sure to ‘Save’ them before exiting.

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CREATING EXPENSE REPORTS - CREDIT CARD EXPENSES

Log into Neo and Select UTS Internet Expenses:

Once the Expense Home Page launches, click on ‘Create Expense Report’

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Step 1 – General Information

Confirm that the Organisation Unit and Approver are correct. If you have set your “Internet Expense Preferences” then the fields will be populated as you stated. If you have not set your Preferences or you wish to change them for this expense report, you will need to complete the form as follows;

Field Name Data Entry

Name This will default to your name. If you have been setup to acquit expenses on behalf of another employee. Their name should be in the list of values (LOV).

Organisation Unit This defaults from information on your HR record. If the information is not correct, please work with your finance manager to get your record corrected. If you do change this, please ensure your approver has financial delegation to approve over the new org unit.

Re-imbursement Currency “Australian Dollar” This field is not updateable. UTS policy is that you convert FX payments to Australian dollars before submitting your Expense Report. Your Finance Manager can assist.

Purpose Enter the purpose of the Expense Report here.

Approver Enter the approver for this Expense Report.

When complete click ‘Next’ Tip: Use the torch symbol and the % wildcard if you are unsure of the exact details

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Step 2 – Credit Card Transactions

If you do not have a credit card (or do not wish to acquit credit card transactions) and want to go straight to processing staff reimbursements through Out of Pocket expenses, use the ‘Next’ button to skip to ‘Cash and Other Expenses’. (Go to Step 4, pg 13 of these Procedures).

Tick the ‘select’ box to add specific transactions to an expense report. If you want to add all expenses to the 1 expense report and acquit them all at the same time, use the ‘Select All’ button. Tip: All Credit Card transactions will be imported by FSU on a daily basis. This means that all

credit card transactions will be available the day after the merchant processes the charge.

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Step 3 – Credit Card Expenses

You will now have to classify each expense as follows;


Select (tick box) Place a tick in this box if you need to update a line or change information on a line

Line This cannot be updated – it is the line number of the transaction

Date This date is populated from the merchant, being the date of the transaction.

Calendar You can click on this and a calendar will display

Receipt Amount The amount is populated from the credit card program and can not be changed.

Expense Type From the List of Values (LOV) Select the expense type for the line.

Justification Enter a justification here. Your manager will be able to view this.

Reimbursable Amount (AUD) Can not be changed

Details Click on Details to add extra details or Itemize a line.

Tip: If your receipt includes more than one expense type, click ‘details’ and use the Itemize functionality.

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Step 4 – Cash and Other Expenses

Enter all business expenses using one line per receipt. Complete the form as follows;


Select (tick box) Place a tick in this box if you need to update a line or change information on a line

Line This cannot be updated – it is the line number of the transaction

Date Enter the receipt date (Must be in format DD-MMM-YYYY – Please see setting up preferences above)

Calendar You can click on this and a calendar will display

Receipt Amount Enter amount of receipt

Expense Type From the List of Values (LOV) Select the expense type for the line.

Justification Enter a justification here. Your manager will be able to view this.

Reimbursable Amount (AUD) Accept Default

Details Click on Details to add extra details or Itemize a line.

Tip: If your receipt includes more than one expense type, click ‘details’ and use the Itemize functionality.

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Step 5 – Expense Allocations

The ‘Expense Allocations’ step allows users to change the org unit or activity. The natural account is driven from the expense type in the previous screen, so if this needs to be changed you will need to go back to the previous screen.

You can change the Organisation unit and activity for each expense line manually, or if you have previously set up “Expense Allocations” under preferences (see page 8), use the ‘My Allocations’ drop down on this screen to select the correct combination.

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Step 6 – Review

PLEASE NOTE: While the above is the current view, we are waiting for IT to update the system with some new changes. There is no longer a ‘How to attach documents link’ on this page and there is now no longer a requirement for managers to sign anything. Managers are expected to sight all receipts, electronic or hard copies and approve expense reports online.

The ‘Review’ stage allows users to check that the expense report contains all the correct information and is where users attach their receipts or supporting documentation online.

FSU encourages users to provide all documentation electronically as it speeds up the processing time and provides a transparent audit trail for user and FSU alike. The ‘Add’ button next to the ‘Attachments’ field is where soft copies of receipts can be linked to the Expense Report.

Once complete, hit the submit button. If you have scanned ALL your receipts, you do not need to do anything else as the expense report and electronic copy of receipts have gone to your manager. If you have hard copies, you will need to print the Expense Report and physically attach the receipts and hand this to your manager.

Tip: All expenses over $75 must be accompanied by a tax invoice. If an invoice can not be provided, a substitute receipt form will need to be completed. This is located at http://www.fsu.uts.edu.au/iexpenses/substitute-receipt.pdf. Expenses under $75 also need to be substantiated, either by a tax invoice or some other form of documentation.

If you have multiple receipts, photocopy all receipts onto 1 piece of paper (or as many as required depending on number and size) and scan them to your email. Save the file in a dedicated directory and then attach this file using the ‘Add Attachment’ functionality in Oracle.

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Handy Hints Managing your expense reports from the iExpenses home page

The home page allows you to create a new expense report or alternatively do the following;

1. Track submitted expense reports. 2. Update expense reports 3. Review Notifications

‘Track submitted Expense Reports’ shows reports that are either outstanding or have been paid in the last 30 days. It is important to monitor expense reports here and pay particular attention to their status. ‘Update Expense Reports’ shows expense reports that are saved, rejected or returned,

The ‘Notifications’ option displays messages for you. They are categorised as ‘All’, ‘FYI’, ‘From Me’, ‘Open’ and ‘To Do’. Notifications is the place where users can find out what is required from them, and often provides the answers to many questions or reasons for outstanding issues.

Tip: You can not withdraw an expense report once FSU has processed it following manager

approval.

Rejected expense reports will need to be corrected and go through the approval process from the start

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The following is a summary of some status types that expense reports can be;

Report Status Current Approver Action

In Progress Individual Expense report needs to be finalised.

Ready for Payment Accounts Payable The Expense Report has been processed by AP.

Pending Payables Approval Accounts Payable Awaiting approval by AP.

Pending Your Resolution Individual Expense Report needs to be withdrawn and resubmitted for payment

Pending Managers Approval Manager Awaiting for manager to approve or reject

Pending Individual's Approval Individual When another employee acquits expenses on your behalf, you will need to approve the transaction.

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Foreign currency out of pocket expense Foreign currency exchange rates are automatically uploaded into Oracle iExpenses on a daily basis. When processing an ‘Out of Pocket’ expense in foreign currency, carry out the normal ‘out of pocket’ expense steps. Click on the ‘details’ icon and insert the expense amount in foreign currency as per your receipt. Select the currency from the drop-down box. The Australian dollar equivalent will be automatically calculated. Please note that you will need to select the same date in Oracle as on your receipt:

If the rate is not available you will receive the below error message. In this case you will need to contact accounts payable to ask them what rate you should use.

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If the exchange rate in Oracle is higher than the rate you received at the time of the transaction, simply overwrite the exchange rate downwards and the reimbursed amount will re-calculate.

If the exchange rate in Oracle is lower (resulting in the conversion of the foreign currency expense as per your receipt being higher than the reimbursable amount in $AUD) you need to add a second line to the transaction for the difference.

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In the second line, select “Foreign exchange loss” in the expense type, and select $AUD. The amount you need to claim is the $AUD amount equivalent to the difference between your receipt (in $AUD) and the ‘Reimbursable Amount’ Oracle advised you in the previous screen. Tip: Ensure the currency is changed to $AUD

After hitting the return button the summary screen should represent the $AUD owed to you.

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Exporting credit card details to Excel Select the ‘Credit Card Transactions’ link from the iExpenses main screen;

Click on the export button and follow the on-screen instructions to save the data;

Personal expenses on UTS credit cards

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The UTS Credit Card directive specifically states that the UTS credit card is not to be used for personal expenses. In the event that a staff member does have a personal expense on their credit card, follow the below procedures. Proceed as normal through the credit card procedure creating an expense report. Select the expense line that is personal and click ‘Categorize as Personal’ button.

The personal expense will not be moved to a different category as seen below and you will not be required to advise any further details

The personal expense amount will need to be repaid to UTS as a matter of urgency. Please send a cheque to Accounts Receivable, clearly stating the expense report number on the back of the cheque (UTS XXXXX). Outstanding ‘Out of Pocket’ expense reimbursements will be offset by personal expense amounts owed to UTS. Frequent use of the UTS credit card for personal expenses is against policy and will cause your credit card to be cancelled.

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