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Request to Pay Moving Expenses

Table of Contents

Item Page Request to Pay Moving Expenses Workflow Diagram 2 How to fill out a new Request 3 How to review a request that have been sent to you for Review and Approval 7 How the Department Administrator will process the request after it’s approved by HR 11

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Request to Pay Moving Expenses Workflow Diagram.

Department Submits the request

Department Head Approves Request

Vice President Approves Request

HR VP Approves Request

Department Administrator/Contact

1) Creates a Direct Pay Invoice or Requisition for

a Moving Company in INB

2) Attaches the appropriate documentation

Procurement Services Creates an Requisition

Accounts Payable Pays Invoice

Payroll Office Review Request and

determines if benefit was taxable.

What Type

of Benefit

Employee

Reimbursement

Pay Moving

Company

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How to fill out a new Request

1) Log Into your myWings account

2) Click on the Staff tab at the top

3) Select the “Employee Online Forms” link in the “My Applications” channel.

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4) Under Payroll department in the Fringe Benefits category select “Request to Pay Moving Expenses”

5) Select “Yes” for Start Request and click Next

6) The Department Contact / Processor section will populate with your information. If this is incorrect or

should be some other employee that will actually create the requisition or direct pay in Banner please

provide their information.

NOTE: This is the person that will have the request returned to them once the approval is

complete so they can create the requisition and/or direct payment in INB.

If you don’t know the employee’s ID (N#) you can use the search icon ( ) to find them.

7) Fill out the Employee Information section and Upload a scanned copy of the Employees Offer Letter.

NOTE: Items with the red asterisk ( ) next to them is a required field.

John Smith

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8) Fill out the Moving Information section.

9) Read the statement that is generated using your maximum authorized amount.

You can click on the link “Accounts Payable Procedures” to view the web page that discusses how

the benefit is provided.

10) The Invoice/ Direct Payment Processing section is not visible until after the moving expenses have

been approved by HR. (Step 5 in the workflow – diagram on second page of this documentation).

NOTE: This section will look like this when the department processor receives the request back

after HR has approved the request.

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11) Select the person that is performing that Department Head approval from the drop down list.

The person list is in alphabetic order by their last name.

NOTE: You can also use the search icon ( ) to open a search box to find a person you don’t

know.

You enter the employee name (Last, First) and you can use the wild card “%” if you only know

part of the person’s name.

Click the Search button.

Click on the name you want and the search box will close and populate the drop down

selection.

12) After you have selected the appropriate person to perform the approval click the Submit button.

13) You will get a confirmation message.

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How to review a request that have been sent to you for Review and Approval

1) You will receive an email letting you know that something has been sent to you for approval

NOTE: This email will look very similar to all other emails sent by dynamic forms.

2) Log Into your myWings account

3) Click on the Staff tab at the top

What action you are taking

Request Number

Request Type

Some basic

data that is in

the request.

Basic Instruction on how

to get to review and

approve the request

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4) Select the “Online Form Approvals” link in the “My Applications” channel.

5) Click the “Review” link under the Action column.

NOTE: If you are going to make changes to data on the form you need to check the

“Open Editor” box before you click on the Review link.

6) After you have reviewed the request scroll to the bottom and select the Action you want to take

(i.e. Approve, Deny, ….)

Click the box if

you need to

make changes

to the request.

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7) If you are sending it to the VP for approval you will need to select the VP from a drop down you

want to send it to for approval.

8) If you want to enter some comments you have two options.

Internal Notes.

These are comments that only you will see

Communication Information.

These are comments that are visible to everyone in the workflow and will be

included in the email if sent to another person or group for additional approval.

9) Click the Submit button.

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10) You will see a confirmation message with a link that will take you back to the list of items in your

worklist queue.

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How the Department Administrator will process the request after it’s approved by HR

1) You will receive an email letting you know that something has been sent to you for approval

NOTE: This email will look very similar to all other emails sent by dynamic forms.

2) Log Into your myWings account

3) Click on the Staff tab at the top

What action you are taking

Request Number

Request Type

Some basic

data that is in

the request.

Basic Instruction on how

to get to review and

approve the request

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4) Select the “Online Form Approvals” link in the “My Applications” channel.

5) Click the “Review” link under the Action column to open the request.

NOTE: you don’t have to click on the “Open Editor” checkbox because the workflow expects

you will have to make edits.

6) Log into INB (Using the link in your “myWings” window) and create one of the following:

Direct Pay Invoice – to reimburse the employee

NOTES:

You will need the receipts from the employee to determine the amount

You need to scan a copy of them somewhere on your computer/network

that you can get to from this computer.

Requisition – to send to Procurement Services to create an invoice for a moving company.

Write down that number as you will need to provide it to send this request forward for

processing.

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7) Scroll down to the Invoice / Direct Payment Processing section and select the Request Type

Pay Moving Company

Reimburse Employee

8) Enter the Employee’s ID and the Requisition or Invoice Number that you created in step 7.

9) A Document link will be created that can open the Banner Self-Service Document View for the

Invoice/Requisition number you provided in a different page.

You should click on the link to make sure it is the right document as this is what

Procurement Services and Accounts Payable will be using to complete this request.

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10) If this is an Employee reimbursement upload a scanned copy of the scanned copies of the

employee receipts.

Click the Browse… button to open a popup to find the document you saved.

It will open up a file search on your computer to find your document

Find the document and click Open at the bottom

You will be returned back to the request form where you will see the name of the

document you selected next to the Browse button. Click the Upload button.

You will now see a link to the document you uploaded next to the Upload button.

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11) Select the Action “Completed” and click Submit.

NOTE: you can add internal notes for yourself or Communication comments for everyone in

the workflow to know what was done.

11) You will see a confirmation message with a link that will take you back to the list of items in your

worklist queue.