workday training & accounting overview - amazon s3€¦ · 30.09.2016 · workday training...
TRANSCRIPT
Workday Training & Accounting Overview
• Travel & Expense Guidelines
• Workday Demo
– Entering an Expense Report
– Approving an Expense Report
• Accounting Overview
SCP Travel Portal – COMING SOON! We strongly encourage employees to check out the SCP Travel portal
for Travel & Expense FAQ’s, Concur Training Video’s, and Travel Policy information.
Concur Training Scheduled for October 3rd!
Traveler Training 10am EST
Session designated for travelers who book
their own travel
Arranger Training 2pm EST
Session designated for administrative assistants
or coordinators who book travel for others
(providers, interview candidates, employees, etc.)
Airfare*
Direct Bill (Company Billed) All Air Transactions
Vehicles*
Direct Bill (Company Billed) Enterprise/National
Hotels*
Direct Bill (Company Billed) Only Select Properties (personal credit card
required to hold)
Travel Billing
Other Vendors (EE Reimb) Avis, Hertz, etc.
Other Vendors (EE Reimb) Non-select Properties (personal credit card
required to hold)
*Must be booked in CONCUR through Travel Portal
Airfare*
Booking Book 14 days in
advance
Changes Personal reasons
are at the employees expense
Upgrades At the employees
expense
Travel Policies
Vehicles*
Rentals Most economical
size
Insurance Decline additional
coverage
Hotels* Meals
Reservations Most cost efficient
Personal Amenities Non-reimbursable (ex. Movies, bar, laundry service,
etc.)
Limit $60 per day
Receipts Itemized required
Alcohol At the employees
expense
Personal Vehicle Mileage
reimbursement $.50/m
Mileage
Expense reports should be submitted within 60 days of travel *Must be booked in CONCUR through Travel Portal
Workday Expense Reporting
• Expense Reports on Mobile Device
• Entering Expense Reports - Users
• Approving Expense Reports - Managers
• Entering on Behalf of Others - Assistants
On your first day of working with new systems, you will need
to log-in to the Employee Portal at www.myschumacher.com.
Click on “Workday” in the Portal Links.
Expense Reports on Mobile Device
• Enter the Date, Expense Item, Amount and Memo.
Capture receipt by taking a picture or choosing an
existing picture by clicking “Camera Image”. Click
Done.
• Download the free mobile app “Workday”
• Open app and enter domain name “schumacher”
• Sign in using your Workday “username” and “password”
• Fill in Memo and select
Business Purpose. Click
Done.
Workday Expense Reports
Demo
Expense Reports on Behalf of Others
• Administrative Assistants can enter expense reports on behalf of their managers by
having the managers submit an email request to
[email protected]. A task will be initiated in Workday.
• Once complete, admin can “Switch Account”
Corporate Employees vs Providers/RD’s
Category Group Payroll Expense Reporting Expense Process
Corporate Employees (W-2) Group 1 Workday - Payroll Module Workday - Exp Rpt Module Electronic - Workday
Providers - Employed (W-2) Group 2 Lawson - Payroll Module Lawson - Payroll Module Manual - Excel Spreadsheet
Providers - Partners (K-1) Group 3 Lawson - Payroll Module Lawson - Payroll Module Manual - Excel Spreadsheet
Elite Providers - Partners (K-1) Group 3 Lawson - Payroll Module Lawson - Payroll Module Manual - Excel Spreadsheet
Providers - Independent Contractors (1099) Group 3 Lawson - Payroll Module Lawson - Payroll Module Manual - Excel Spreadsheet
Regional Directors (1099) RD's Lawson - Payroll Module Lawson - Payroll Module Manual - Excel Spreadsheet
Accounting Overview
• Supplier Invoices
• Check Requests
• AP Check Runs
• Shipping
• Office Supplies
Supplier Invoices
• Invoices should be directed to
[email protected] or mailed to
200 Corporate Blvd, Lafayette, LA 70508.
• When setting up service with a new supplier/vendor,
please obtain a current W-9.
Invoice Approval Process: AP enters AP Supr. reviews Cost Center Mgr approves Invoice paid
Check Requests
• A check request form is used for expense(s) that do not have an invoice (example;
medical license fees, sponsorships, etc.).
• Complete: payee name, address, amount, description.
• Email form and W-9 to [email protected].
• All check requests will be paid with the normal check runs on Thursdays after the
Cost Center Manager Approval.
Check Request Approval Process:
Forward to AP AP enters AP Supr. reviews Cost Center Mgr approves Check Request paid
AP Check Runs
• AP Check Runs will include Workday expense reimbursements, AP
invoices, and check requests.
• Check runs are processed on Thursdays. In order for an invoice/expense
report to be paid on the weekly check run, it must have final Cost Center
Manager approval in Workday, prior to 7 AM CST, Thursday.
Shipping
Regional/business offices will be set up in FEDEX.com with a user name
and password.
Please contact [email protected] if you need to set
up an account or need more information on shipping via FedEx.
Office Supplies
• Staples is the preferred vendor of choice.
• If you need to order office supplies, please contact
[email protected] in order to set up an account through Staples.
Once your account is set up, you will be able to place your orders online.
• The standard office supply list is available on the Employee Connections Library.
– Items not found on the standard supply will need additional approval. Contact Ina for additional
information.
Contacts – AP Team
Rebecca Olivier
[email protected] or 337-354-1187
Lisa Bradley
[email protected] or 800-632-3496 ext.3152
Angela Prudhomme
[email protected] or 337-354-1109
Theresa Rodrigue
[email protected] or 337-354-1284