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Time & Expense ProcessingEmployee Expense Entry Employee Expense Entry

With AdvanceWith Advance Tutorial

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After the trip is complete the traveler must enter the actual expenses that were incurred.

• If the expenses were more than the advance the traveler will be paid for the excess

• If the expenses were less than the advance the excess will be collected through payroll

Expense Entry With Advance

The amount due to the traveler will be added to the next payroll warrant or EFT.

If the traveler owes part of the advance back to the State it will be taken from the next payroll payment or alternatively, the employee can write a check back to the State.

Advance Liquidation

Employee Expense Entry Scenario (with Advance)

This scenario will show the entry of the reimbursable expenses for the three day conference Jolaine attended. She left at 8 am on Tues. and returned at 6:30 pm on Thursday. The total expenses were $337.22. She has all the required receipts and drove her own vehicle. She stayed at the Holiday Inn Express in Gaylord for two nights.

Since the trip involves staying overnight, the entry times for each day will vary.

Day 1: The departure time is the actual time that you left for the trip (for this example, 8:00 am) and the return time will be 11:59 pm, indicating you did not return that day.

Day 2: The departure time is 12:00 am denoting an overnight stay and the return time will also be 11:59 pm.

Day 3: The departure time is still 12:00 am but the return time will be the actual time you returned from the trip (6:30 pm).

The following two screens will illustrate these times.

Departure and Return Times

Detail Entry

Note: Combo meals can alsobe used to enter meals byday, if available to your agency.

Two methods can be used for entry: 1) Detail method - Enter each expense detail

line by day recording 12 separate entries. (shown here)

2) Recurring dates method - Enter expense detail by Expense Type using recurring dates, creating 6 entries as shown on the next slide.

Note: The old DMB-23 form allowed user to document travel data and submit for further processing. The new employee entry method allows user to enter this data directly in MI Time & Expense on the web.

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6-

4-

3-

2-

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Expense Type Entry

Note - Per VTS Travel Regulations:Breakfast Travel must commence PRIOR to 6:00 AM and extend beyond 8:30 AMLunch Travel must commence PRIOR to 11:30 AM and extend beyond 2:00 PMDinner Travel must commence PRIOR to 6:30 PM and extend beyond 8:00 PM

2) Shows the same expenses arranged by Expense Type, for use with the recurring dates method. This tutorial will demonstrate the entry of the expenses listed below using the detail method for mileage and the recurring dates method for meals and lodging. Six entries will be entered but 11 detail lines will be created. ‘To Mileage’ and ‘Vicinity Miles’ will be combined into one line. This is the most efficient way to enter these expenses.

Home Page

After log-in, the Home Page will display.

Mouse over ‘Employee’ then click ‘Expenses’. The Expense List Page will show.

Expense List Page

Click on ‘Create New Expense’. This will access the Expense Screen ID Tab.

Expense Entry - ID Tab

From is the begin date for this trip. It can be typed in or selected from the calendar.

To is the end date for this trip. It can be typed in or selected.

03/23/2010 03/25/2010

Conference in Gaylord.

Processing Timeframes will showthe last process dates and pay dates.

Nature of official business is the business reason for the expenses.

Click the ‘Expenses’ tab to begin expense entry:

Note: Select only if Out of state travel required. If selected, the authorization codes will activate. Highlight one or more. Click ‘Save’.

Expense Entry - ID Tab Continued

Learning conference.

The Request Id is system generated.2200

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

Saved Successfully

User event description is the description for the trip.

Select the Expense type.

Expense Entry - Expenses Tab

Expense Summary will display the expense details after each one has been applied.

Expense Details is used to enter the information for each expense for the reimbursement request.

Advance Outstanding shows the total of all approved advances net of approved liquidations. (The $200 is from the Advance Entry tutorial).

Expense Entry - Expenses Tab Continued

Starting with Mileage to Gaylord & vicinity miles: For Date, ensure that the defaulted date is correct.

LANSING Michigan GAYLORD Michigan

Note: If the city is not in the drop down, type it in. Then use Mapquest to determine the mileage and enter it in the Miles field.

From is the city where the trip started (traveler’s home or work location). This can be typed in or selected using the drop down arrow.

To is the destination city. This can be typed in or selected using the drop down arrow.

Expense Entry - Expenses Tab Continued

Note: The Round trip box should only be checked if the expense is for a round trip ticket or for mileage for a single day trip.

8:00 11:59

For Return enter the time of day you returned on this day. If overnight, enter 11:59. Leave PM.

For Departure enter the time of day you left for the trip, or select from the dropdown. Leave AM.

Overnight – Enter Yes as this is trip involves an overnight stay. This is used to determine taxability of meals. If trip is a day trip then enter “No”.

Expense Entry - Expenses Tab Continued

Comments is used to enter additional information for the expense and is required for vicinity miles. If expense default rate is exceeded, a comment is also required.

Mileage, Standa 174 198

62.99

Click ‘Apply’ to store the information up in the Expense Summary section:

24 0 174 YES

71.68

0 0

0

Vicinity miles to and from restaurants.

0.362

Note: The standard rate appears.

Note: Miles can be overridden if needed, if so, Common Miles changes to ‘NO’.

Then enter the Vicinity Miles, vicinity miles are miles driven around Gaylord, once user tabs out, it recalculates. (Vicinity Miles could also be entered on a separate line)

For Expense Type select Mileage, Standard - In State Non Tax (Tax Treatment), from the dropdown. Once selected, the system will populate the Miles & Total Miles using the standard distance set by VTS (if in lookup table). The Common Miles will change to ‘YES’ and the Reimbursement amount will be calculated using the correct rate.

Expense Entry - Expenses Tab Continued

Click ‘Apply’ to store the information in the Expense Summary section:

7.25

03/23/2010, 03/ 03/23/2010

Lunch - In State

6.88

Note: The information you entered for mileage is now in the Expense Summary section and it shows the amount for Total expenses.

Next, enter meals - starting with lunch. For Date you can enter multiple dates or select more than one date for recurring expenses. Using the calendar select 3/23 - 3/25. This is done by holding “CTRL” on the keyboard and clicking on each date. Tab when complete.

Note: The maximum allowable amount for the selected expense type appears.

For Expense Type select from the dropdown. There is only one expense type for each meal type. Taxability, select city and type of travel will be determined systematically. Edits also exist to determine whether the Departure and Return times meet the Statewide Travel Regulation guidelines for the meal type.

For Reimbursement amount, enter the amount from the receipt for the expense, up to the allowable amount. (1st lunch)

Expense Entry - Expenses Tab Continued

Note: The multiple dates entered for lunch created three lines, one for each day. The times and amounts will have to be changed for the last two, shown later.

For Reimbursement amount, enter the amount from the receipt for the expense. (1st one)

Click ‘Apply’ to store the information up in the Expense Summary section:

Dinner - In State

16.5 13.79

03/23/2010, 03/ 03/23/2010, 03/

For Expense Type select from the dropdown.

Next, enter Dinner: For Date change to day 1 and 2.

Expense Entry - Expenses Tab Continued

Note: The multiple dates entered for dinner created two lines, one for each day. The departure time and amount will have to be changed for the second one.

For Reimbursement amount, enter the amount from the receipt for the expense.

Click ‘Apply’ to store the information up in the Expense Summary section:

Lodging - In State

111 70.13

Add Comments, to break down amount for rate and taxes.

$65 room rate plus 5.13 for taxes.

Next, enter Lodging: For Expense Type select from the dropdown.

Expense Entry - Expenses Tab Continued

Note: The multiple dates entered for lodging created two lines, one for each day. The time will have to be changed for the second one.

For Reimbursement amount, enter the amount from the receipt for the expense. (1st one)

Click ‘Apply’ to store the information up in theExpense Summary section:

Brakfast - In St

6.34 7.25

8:00 12:00

03/23/2010, 03/ 03/24/2010, 03/

Next enter Breakfast: For Date change to day 2 and 3.

Change the Departure to 12:00.

For Expense Type select from the dropdown.

Expense Entry - Expenses Tab ContinuedNote: The multiple dates entered for breakfast created two lines, one for each day. The return time & amount will have to be changed for the second one.

Click ‘Apply’.

Mileage - Standa

62.99

03/25/2010 GAYLORD LANSING

174 174

6:30

LANSING GAYLORD 03/24/2010, 03/

11:59

0 0 YES

0.362

For Expense Type select from dropdown.

Finally, enter the return mileage: Enter the return day date and reverse the From and To cities.

Enter the actual Return time.

Expense Entry - Expenses Tab Continued

Note: The details entered for mileage are in the Expense Summary section showing the total expenses for the trip.

Note: You will have to select the 2nd & 3rd lunches separately changing the Departure time for day 2 to 12:00 AM and change the amount to actual meal cost. Day 3 the Return time is changed to 6:30, the actual time you returned and the amount will be changed to actual meal cost.

Now we will show how to change the time and amount for the second lunch, select line 3:

For Departure change to 12:00.

6.88

For the Reimbursement amount enter the amount from the 2nd lunch receipt.

7.15

Click ‘Apply’ to make the changes in the Expense Summary section:

Expense Entry - Expenses Tab Continued

8:0012:00

Expense Entry - Expenses Tab Continued

Click ‘Save’.

Saved successfully

Note: The changed amount for lunch on line 3. Also lines 4, 6, 8 & 10 were changed in the same manner, but to save space the changes were not shown in this tutorial.

Note: Remember to check for errors.

Click ‘Coding Block’ tab.

Note: Also notice the new amount for Total expenses matches the total on the travel exp. vouchers that were shown earlier.

Expense Entry - Coding Block Tab

Users with access can view or assign coding blocks by expense line for the reimbursement request. Simply click the Update box by the expense line that will be changed.

Check Select All when assigning all expense lines to a specified coding block.

The Coding Block can also be changed in this section, then click on ‘Update Checked Rows’ to apply changes.

Click ‘Liquidations’ tab.

Expense Entry - Liquidations Tab

The “Amount to Liquidate” will auto populate for an outstanding advance where the Advance From and To date range fall anywhere within the Travel Reimbursements From and To date on the ID tab. If an advance is not to be liquidated on the expense then double click on the Amount To Liquidate field and change/delete the amount then click “Save”.

Note: More than one advance can be liquidated on the same expense request.

If advance is not to be fully liquidated on the expense, enter “0” or the amount you wish to liquidate in the Amount to Liquidate column. This will subtract the amount of the advance from the total expenses after pressing ‘Enter’ or clicking on ‘Save’.

0.00

Click ‘Save’.

Expense Entry - Liquidations Tab Continued

Note: Partial liquidations can also be processed.

Note: This screen shows how to change the amount to liquidate however for this example $200 will be liquidated.

Expense Entry - Liquidations Tab Continued

The message reads ‘Saved successfully’ if change was made and save was clicked.

Click ‘Summary’ tab.

This amount will be reduced by $200 once this expense request has been fully approved.

Expense Entry - Summary Tab

Totals shows the Total Expenses, Advance Liquidated and the Total Due To Employee before taxes.

Upon completion of expense entry, you may print a summary or details of the expenses entered. Click ‘Submit’.

Summary By Category, shows the total for each category of expenses.

Submitted Successfully

Employees route supporting documentation to their supervisor using the ‘Print Summary’ as a cover sheet or follow agency specific guidelines.

Approval Process

Once the Expense 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 expense request is in SUBM status it can be modified by the initiator or the first level approver. (See Expense Modification/with Advance tutorials).

As it goes through the approval process the Last Action will change until it has been completely approved. To view the Action code and History of the expense request click on the History tab.

Expense Entry - History Tab

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

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

Comments will show additional information about the action.

Action Taken By is the userid that performed the listed action.

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

Click ‘Previous Page’ to view the Expense List Page.Note: Status: Contains the approvals that still

remain for the expense to be paid.

Expense List Page

The expense now displays on the ‘Expense List Page’ with an Expense ID. Expenses will be displayed once saved. Last Action will also show appropriate Action Codes.

History Tab - Payroll Cycle Processing Inquiry

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

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

Earnings Statement

Note: HRMN shows the travel category amounts. The advance amount (TRAVEL LIQUID) shows as a negative because it is reducing the amount of the expense reimbursement being disbursed to the employee. For this example there is a net addition of 137.22. (337.22 expenses less 200 for the advance)

Note: If the advance liquidation amount was more than the expenses, there would be a negative pay adjustment.

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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