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Central FinanceAdvance/Manual WarrantAdvance/Manual Warrant

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There are two types of travel advances that may be issued (subject to agency policy)

Non-Permanent - Advance may be created, when authorized by agency policy, for an individual trip or series of trips.These advances are liquidated (collected from the employee) after the associated trip or series of trips is completed.

Permanent - Permanent travel advances may be issued, when authorized by agency policy, in circumstances that warrant a travel advance for an employee that routinely travels as part of their job. These advances are liquidated (collected from the employee) when routine travel is no longer part of their job, when travel has not occurred for the most recent 120 days, or when an employee separates from State service.

Types of Advances

Non-Permanent Travel Advance

There may be circumstances that necessitate issuance of a travel advance through a manual payment. In those cases, the manual payment needs to be recorded in MAIN FACS.

Once the manual warrant is written, Central Finance will enter the advance and record the warrant information in the Time and Expense System.

Advance/Manual Warrant Entry Scenario

Non-Permanent Travel Advance

Fidelia Channell was issued a manual warrant as an advance for a training trip where she was a last minute replacement for another colleague . The estimated total expenses are $200 and she will travel from her work location in Lansing to Grand Rapids. Central Finance will enter the advance and record the manual warrant information.

Home Page

After log-in, the application will display the Home Page:

For Central Finance entry; mouse over ‘Statewide’ then click ‘Advances’. This will access the Select Employee Statewide - Advances screen:

Select Employee Statewide - Advances

Search Results will display employees based upon search criteria.

There are two areas: Select Employee and Search Results.

Select Employee will allow you to select search criteria by Dept, Agency, TKU, Emp ID, Last name, Appt search date and Request ID(this field has a calendar available for selection, but will default to the current date).

Select Employee Statewide - Advances

Click ‘Search’ to retrieve Search Results.

Select the appropriate Dept, Agency and TKU from the dropdowns.

Select Employee Statewide - Advances

Click on ‘View’ to navigate to the Advance List screen for this employee.

Employee information can be viewed by clicking on the employee’s name - anywhere in the application.

Advance List Screen

To create an Advance for this employee, click on the ‘Create New Advance’ button.

Advance Entry - Advance Tab

For the Amount, enter the total amount of the expected reimbursable expenses.

To change the Request Date, it can be typed in or selected from the calendar. To select it from the calendar click on the square and choose the desired date.

For the Request Date, today’s date defaults.

200

Processing Timeframes define the dates that need to be used in order for the Advance to be paid or recorded on a specific pay date.

Advance Entry - Advance Tab Continued

Advance To is the expected return date for this trip. It can be typed in or selected.

Reason is the reason an advance is needed.

Training in Grand Rapids.

Advance From is the expected departure date for the travel. It can be typed in or selected from the calendar.

Note: If the advance is permanent, check this box.

03/22/2010 03/23/2010

Advance Entry - Record Manual Warrant

The Coding Block can be changed if needed.

Click the dropdown arrow. Select ‘Yes’.

Yes

Enter the MAIN doc number for the manual warrant that was written for this advance.

DX123456

Advance Entry - Advance Tab Continued

Save Successful Submit Successful

The message changes to ‘Submit Successful’.

Click ‘Save’. After the ‘Save Successful’ message appears, click ‘Submit’.

Note: The Advance ID is system generated when saved.

2344

Note: Appropriate error messages can occur and will be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error).

YES

DX123456

OR

Approval Process

Once the Advance request has been submitted, it will enter the approval path appropriate for your agency and the Action code will be SUBM. An email may be sent to the first level approver to inform them of the needed action.

As long as the advance request is in SUBM status it can be modified by the employee, first level approver or Central Finance. (See Advance Modification Tutorial).

To view the Action code and History of the Advance request click on the History tab.

Advance Entry - History Tab

Version shows the number of times the advance request was modified after being submitted the first time.

Comments will show additional information about the action.

Action Taken Byis the userid that performed the listed action.

Action Date is the date & time the listed action was done.

Click ‘Previous Page’ to return to the Advance List screen.

Action Code shows the action that was done. Click title for list of values.

Note: Status: indicates the order of the approval path.

Advance List Screen

The Amount Outstanding will remain 0.00 until the advance has been fully approved.

The advance now displays on the ‘Advance List’ with an Advance ID. Advances will be displayed once saved.

Note: The Amount Outstanding column shows each advance amount listed net of expenses that have been liquidated against it.

Where To Get Help

Users with questions or needing help should call the OFM Help Desk at:

517-373-6222

1-800-856-6246 (not local)

At the welcome message press “8” then press “3” for HRMN Payroll/DCDS.

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