expense system revision
DESCRIPTION
TRANSCRIPT
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Image by: Lisa Vallad (2009).
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PSC is switching to a newExpense System
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Why are we doing this?
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“I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card. Both of these processes involve so much time and paperwork.”
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“I wish there were some way to streamline travel and expense reports…
…that would give me time to concentrate on what I really do.”
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All
Currently…In the new
Expense System…You use different websites
for different aspects of travel (authorization, Per Diem calculation, gas prices, etc.)
You use the Telnet Secure Shell to allocate and itemize expenses and submit receipts by campus mail.
Payment Vouchers, Employee Reimbursement and other procedures require paper forms.
All of these tasks are handled in the expense system, saving time and money.
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Forms Your
Currently…In the new
Expense System…
Making a mistake on a form can add days, sometimes weeks to approval and payment processes.
Your busy schedule is not always compatible with the time bound expense system tasks.
Hard copies of forms and reports mean lots of paperwork to keep track of.
Self-correcting electronic forms are accessed online in one convenient site, eliminating excess paperwork and reducing error. Delegates can be assigned to certain tasks to save you even more time.
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Let’s take a look at how the new Expense System will work
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LoggingIn
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Enter your University user name and password
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Click MY.TOOLS
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Click Open CU Expense System
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Procurement CardReports
How to submit
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Building yo
ur
reportReport
Header
Adding Expenses
Attach Receipts
Itemize & Allocate
Certify & Submit
Approval
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Report Headers
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This section shows you charges that can be added to the report
Click New Expense Report
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From the Policy drop down menu, select Procurement Card
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Give the report name:Last name-Proc-Month Year
You will have a chance to change the SpeedType later
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AddExpenses
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Expenses will appear on the left
2) Click Import
1) Check the boxes of the expenses you want to add to the report
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Allocate & Itemize
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2) Add Business Purpose
3) Click Allocate
1) Check the box next to the item you want to allocate
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1) Enter SpeedType
2) Click save
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It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%
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AttachReceipts
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From the Print pull-down menu, select CU Fax Receipt Cover Page
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Print fax cover page
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Fax or scan all of the receipts required for the expense report.
You can use a plastic cover sheet to fax small receipts
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You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.
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Certify& Submit
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Once your receipts are uploaded,Click Submit Report
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Take a moment to review your report
Click here to certify and submit your report
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Would you like to see some demonstrations?
Report Headers
Add Expenses
Attach Receipts
Allocate & Itemize
Certify & Submit
See It
Try It
See It
See It
See It
See ItTry It
Try It
Try It
Try It
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For more information, visitPSC’s Expense System Microsite
Or call the
Finance & Procurement Help Desk:303-837-2161
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Thank youLisa Vallad
Diana GeorgeAnn Cline