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