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Time & Expense ProcessingEmployee Advance Entry Employee Advance Entry

Tutorial

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

Non-Permanent - Advance may be issued, 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 AdvancePrior to Trip

Employees submit requests for non-permanent travel advances through the Statewide Time and Expense system.

Upon approval of the supervisor and agency central finance office, these advances are issued as an addition to the employee’s net pay.

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 both MAIN FACS and the Statewide Time and Expense System.

Non-Permanent Travel AdvanceAfter the Trip

Upon completion of the trip or trips that necessitated the advance, the employee submits their expense reimbursement request(s), including the liquidation of the advance, in the Statewide Time and Expense System.

If the travel advance amount exceeds the expense reimbursement amount, the liquidation will result in a decrease in the employee’s net pay for the difference.

If the travel advance amount is less than the expense reimbursement amount, the liquidation will result in an increase in the employee’s net pay for the difference, net of any associated tax withholdings for any taxable reimbursements.

Employee Advance Entry Scenario Non-Permanent Travel Advance

Jolaine Leatherwood and Orene Searing will be going on a three day trip to attend a conference. The estimated total expenses are $200 each. They will be traveling from their work location in Lansing to Gaylord. They will be staying at the Holiday Inn Express in Gaylord for two nights and are leaving in three weeks.

Note: We will be following Jolaine’s advance all the way through to expense processing.

Orene’s advance will be used in the advance modification tutorial.

Home Page

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

For employee entry, mouse over ‘Employee’ then click ‘Advances’. This will access the Advance List screen:

Advance List Screen

You can click the name link to access the Employee Information screen:

Click on ‘Create New Advance’.This will access the Advance Screen.

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 will showthe last process dates and pay dates.

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.

Conference in Gaylord.

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.

03/23/2010 03/25/2010

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’.

The Coding Block can be changed if needed.

Note: The Advance ID is system generated when saved.

1999

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

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 initiator or the first level approver. (See Advance Modification Tutorial).

As it goes through the approval process new Action codes will be added until it has been completely approved. 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.

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

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.

Note: Status: Contains the approvals that still remain for the expense to be paid.

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 and will remain unless deleted or purged.

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

History Tab - Payroll Cycle Processing Inquiry

Note: Status: “Processed” indicates that the advance has been completely approved and processed.

The History tab looks like this after the advance has been fully processed by HRMN.

Earnings Statement

Note: After the advance is fully approved it will be processed in the next payroll cycle and added to the earnings statement, as shown in this example.

Advance Deletion Example

Note: Advances can only be deleted if they are saved but not submitted.

Click Delete and the saved Advance will be removed from the Advance List Page.

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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