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Time & Expense ProcessingEmployee Travel RequisitionEmployee Travel Requisition

With Advance Entry With Advance Entry Tutorial

Brought to you by the Office of Financial Management

Travel Requisition with AdvancePrior to Trip

Employees submit Travel Requisition requests for travel through the Statewide Time and Expense system

If an advance is needed, check the Advance Request box on the Travel Requisition (TR) screen. When the TR is submitted the Advance request screen will pop up.

Save the Advance information and Submit the request

Upon approval by the supervisor and agency central finance, the advance is 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.

Employee Travel Requisition Scenario

Ann Houck will be going on a three day trip to perform audits. The estimated total expenses are $250. She will be traveling from her work location in Lansing to Gaylord. She will be staying at the Holiday Inn Express in Gaylord for two nights and is leaving on May 1st.

Home Page

After log-in, the Home Page will display:

For employee entry, mouse over ‘Employee’ then click ‘Non-Routine Travel Requisitions’. This will access the Travel Requisition List screen:

Travel Requisition List Screen

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

Click on ‘Create New Travel Requisition’. This will access the Travel Requisition screen.

Travel Requisition Entry

05/01/2013 05/03/2013

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

To date can be typed in or selected from the calendar.

For the Request Date, today’s date defaults.

Check the box to Request Advance for this trip.

Travel Requisition Entry - cont’d

Car

OFM

Click ‘Save’.

Gaylord

40

130

80

250

Perform audits.

Destination is the city you are going to.

Transportation Via is the mode of transportation.

Office/Program office is the employee’s work place, program is the program the employee is working on resulting in the travel.

Estimated Expenses enter the amount of each expected expense for this trip.

Nature of Official Business enter the purpose for this trip.

Travel Requisition Entry - cont’dTravel Requisition Entry - cont’dClick Coding Block Tab

Employee has the ability to enter Coding Block Elements other then standard distribution. Currently this requisition is set to standard. The Coding Block entered here will carry forward to the expense.

Click if Coding Block is changed.

Travel Requisition Entry - cont’d

The Advance screen will pop up:

After the ‘Saved successfully’ message appears, click ‘Submit’.

Note: The Travel Requisition ID is system generated when saved.

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

Advance Entry - Advance Tab

Save Successful

The message changes to ‘Submit Successful’.

Click ‘Save’.

The Coding Block can be changed if needed.

Note: Once saved the Advance ID is system generated.22136

The Dates and Amount default in from the Travel Requisition. The amount will not include Airfare.

Click ‘Submit’.

Approval Process

Once the Travel Requisition and/or Advance request has been submitted, separately they 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 TR and/or Advance request is in SUBM status it can be modified by the initiator or the first level approver. (See Advance Modification Tutorial).

As they go through the approval process new Action codes will be added until they have been completely approved. To view the Action code and history of the request click on the appropriate 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 on the ‘Travel Requisition’ ID link to go to the Travel Requisition ID tab.

Note: Status lists the approval path the advance has entered.

Travel Requisition - ID Tab

Click on the ‘History’ tab to view the status of the TR request.

Note: The Advance ID is in the ‘Related Advance’ field.

Travel Requisition Entry - History Tab

Version shows the number of times the Travel Req. 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.

Note: Status lists the approval path the Travel Requisition has entered. Once fully approved it reads “Approvals Complete”

Travel Requisition - Create ExpenseTravel Requisition - Create Expense

After requisition has been fully approved the “Create Expense” button is enabled. You can use this create the expense from the requisition. The ID tab of the expense will default with the information from the requisition and the Coding Block of the requisition will carry forward to the expense.

After “Create Expense” button is clicked this will default with the expense number that is created from this requisition.

Travel Req - Create Expense cont.Travel Req - Create Expense cont.

After the expense has been created from the requisition the requisition is marked “PROC” and cannot be modified.

Advance Summary

To see the Advance summary, mouse over ‘Employee’ then click ‘Advances’. This will access the Advance List screen:

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.

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/Time & Expense.

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