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Expense Service ­ QuickStart Guide for eExpense Users

Overview

Use the Expense Service to request reimbursement for expenses that you incurred on behalf of PEF. Enter the expense information into the eExpense system. Different types of expenses require specific types of information. For example, hotel expenses require the starting and ending dates of your hotel stay, certain business entertainment expenses require the identification of attendees, and so on. Also, depending on the type and amount of an expense, you may be required to provide a receipt before PEF will reimburse you.

Easy as 1, 2, 3......

A typical scenario is: You ..... create an expense report add out-of-pocket expenses (if any) to the report submit the report for review, approval, and payment Provide receipts

This QuickStart Guide will show you how to complete these steps.

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Log On and Access the Expense Service

Log on the first time Go to http://my.concureworkplace.com. The Identify Company page appears. Type PEF's ID "nystga03qkf2lcnb"

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Forgot what your member ID is · The first letter of your first name · · The first 4 letters of your last name The last 4 numbers of your social security number Example: JSMIT1234 Forgot Your Password? If you can't remember your password, Expense will help you. 1. Click the Forgot your password? link on the Log On page. The Reset Password page appears. 2. Enter your logon ID ­ your Member ID. 3. Click Continue. 4. You will be prompted to answer a security question. This security question is initially set up to ask you for your social security number, but can be changed once you log on. If you answer the question correctly, a temporary password will be sent to the email address associated to the logon ID. Once you receive the temporary password, log on again. You will be prompted to set a new password.

Click Continue. The Log On page appears. Type your logon ID ­ your Member ID

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Type your password ­ your social security number. Click Log On. NOTE: Following your logon for the first time, the Company ID is saved to your computer as a "cookie." If you delete this cookie or log on to Expense from a different computer, you will be prompted for this company ID again. You may choose to go in and change your password to something else at this point. To do so, click on the "My Info" link in the upper right hand side of your homepage. Then choose "Change Password". You may also choose to change your security question should you forget your password. To do this choose the "Security Question" link on the left hand side. If you wish to receive e mail notifications on the status of your report make sure your e mail address is entered correctly in the "Employee Profile" page. If you do not wish to receive e mail notifications please got to the "Expense" tab and uncheck the appropriate boxes. Log on after the first time 1) Go to http://my.concureworkplace.com.

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Pop Up Blockers Because certain functions of the software require pop up screens, it is important that you allow pop ups to occur on this web site. Allowing pop ups will depend upon the software that you are using to prevent pop ups.

The Log On page appears.

Type your logon ID ­ your Member ID Type your password. Click Log On.

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The Expense Service homepage appears.

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Create an Expense Report

To create an expense report: 1) On the homepage, click the Create expense report link. The New Expense Report page appears. Complete all required fields.

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Click Continue.

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The Edit Entries page appears.

Add Out-of-Pocket Expenses to Your Expense Report

To add an expense requiring reimbursement to the expense report: 1) When you click Continue on the previous page, the Edit Entries page appears. Click an expense type from the Details area on the right side of the page. Click Continue. The Details area refreshes and provides the fields that apply to that expense type. Complete all fields by selecting from lists (where available), clicking the magnifying glass to the right of the field (where available), or typing the appropriate information. NOTE: Refer to the "Other Expense Scenarios" in this guide for information about completing expenses involving hotel, itemizations, car mileage, remarks, attendees, or foreign currency.

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Click Save. · The new expense appears on the left side of the page. Repeat these steps until you have added all expenses.

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Print Your Expense Report

If you wish to keep a paper copy you can print your expense report: 1) On the Edit Entries page, click the Print button on the toolbar. · The Print Report page displays. Select one of these:

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Weekly View Report, which prints in the weekly view layout (this format is most like the existing paper form) Standard Report, which lists selected detailed information

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Receipt Report, which lists the expenses requiring receipts Click Print at the top of the page. A preview of the report appears. Click the Print link at the top of the window. 2) If you are faxing your receipts to us, on the Edit Entries page, click the Print button on the toolbar. Choose:

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Receipt Fax Cover Sheet (not shown here), which is used for faxing receipts

Submit Your Expense Report

On the Edit Entries page, click the Submit button on the toolbar. The report is sent to our auditing staff for review. Also, you are returned to the Reports tab; the status of your submitted report is now listed as Pending. Important! Make sure you submit your receipts, via: Mail or Using the Imaging service (faxing).

Other Expense Scenarios

Hotel Expenses

A hotel bill typically contains a variety of expenses, including the daily room rate, taxes, parking, meals, and telephone charges. These expenses must be itemized so they can be accounted for correctly. 1) On the Edit Entries page, select the Hotel expense type from the Details area on the right side of the page. Click Continue. · The Details area refreshes and provides the applicable fields. Complete all fields by selecting from lists (where available), clicking the magnifying glass the right of the field (where available), or typing the appropriate information. Click Itemize.

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to

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The Hotel Itemization Instructions window appears. Click Continue. Click Room Charges in the Itemization area on the right side of the page. · The Room Charges Instructions window appears. Click Continue.

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The Room Charges window appears.

Enter the date range of the hotel stay and daily room charges. Click Save. If there is a remaining balance that must be itemized, an amount will appear in the Difference field on the right side of the page. To itemize this remaining amount:

· · · · ·

Select the appropriate expense type from the right side of the page. Click Continue. Complete the required fields. Click Save. Repeat this process until the entire balance has been itemized. The Itemization icon appears to the left of the expense.

Click Exit Itemization when completed.

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Itemization

Use the itemization feature to split an expense into multiple sub-entries. 1) On the Edit Entries page, select the button to the left of the expense that you want to itemize. Click Itemize in the Details area on the right side of the page. · The Itemization Instructions window appears. Click Continue. Select the appropriate expense type from the right side of the page. Click Continue. Complete the required fields. Click Save. Repeat this process until the entire balance has been itemized. Click Exit Itemization when completed.

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The Itemization

icon appears to the left of the expense.

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Personal Car Mileage

Use the appropriate mileage expense type to calculate reimbursements based on PEF's predefined rate for use of personal cars. There are currently 3 types of mileage that have been set up, depending upon the purpose: Members & Employees: "Mileage ­ Personal Car" ­ set at the current IRS rate Members Only: "Mileage ­ Convention" ­ set at 50% of the current IRS rate Employees Only: "Mileage ­ With Auto Allowance" ­ set at 30% of the current IRS rate (rounded to the nearest quarter cent) 1) On the Edit Entries page, select the Personal Car Mileage expense type from the Details area on the right side of the page. Click Continue.

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The Details area refreshes and provides the fields that apply to that expense type. to the right of the Cost

Complete all required fields except Cost. Click the magnifying glass field.

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The Car Travel window appears. Complete the necessary fields.

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PEF's pre-defined rate of reimburse-ment is visible and Expense automatically calculates the cost based on the number of miles driven.

Click Save in the Car Travel window. Click Save in the Details area.

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Add Remarks to an Expense Report

You can add remarks to an expense report to provide additional information for your approver. These remarks are permanently attached to the report and are visible to anyone with access to the expense report. 1) On the Edit Entries page, click Report Remarks on the toolbar.

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The Edit Report Remarks window appears.

Type your comment in the New Remarks field. Click Save in the Edit Report Remarks window. Complete the remainder of the expense as usual.

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When done, the Remarks icon appears with the report on the Reports page.

Add Remarks to an Expense

You can add remarks to an expense to provide additional information for your approver. 1) On the Edit Entries page, select the button to the left of the expense for which you want to add a remark. Click Remarks in the Details area of the page. The Edit Entry Remarks window appears. Type your comment in the New Remarks field. Click Save in the Edit Entry Remarks window. Complete the remainder of the expense as usual.

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When done, the Remarks

icon appears to the left of the expense.

Add an Attendee to an Expense

For certain expense types, especially meal expenses that exceed the guidelines per person, you must identify attendees that are associated with the expense. If so, the Attendees field appears. 1) On the Edit Entries page, click the magnifying glass to the right of the Attendees field. · The Attendees window appears. Type the attendee information in the Name, Company, and Title fields under the Attendees for this Entry section. Click Save in the Attendees window. Complete the remainder of the expense as usual.

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Edit and Delete Expense Reports, Expenses, and Attendees

You can edit or delete expense reports, expenses, and attendees if the expense report has not yet been submitted. You can also make certain changes if a report is returned to you for correction and resubmission.

Edit the Expense Report Information

To change the expense report name, date, purpose, and so on: 1) On the homepage, click the View my expense reports link. Click the name (link) of the report to be edited. · The Edit Entries page appears. Click Summary on the toolbar.

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The Edit Report Summary page appears.

Make the desired changes. Click Continue. · The Edit Entries page reappears.

Edit an Expense

1) On the homepage, click the View my expense reports link. Click the name (link) of the report that contains the expense to be edited. · The Edit Entries page appears. Select the button to the left of the expense that you want to edit.

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The expense appears in the Details area on the right side of the page.

Make the desired changes. Click Save.

Delete an Expense Report

1) On the homepage, click View my expense reports. Click the name (link) of the report to be deleted. · The Edit Entries page appears. Click Delete Report on the toolbar.

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Delete an Expense

1) On the homepage, click View my expense reports.

Click the name (link) of the report that contains the expense to be deleted. The Edit Entries page appears. Select the button to the left of the expense that you want to delete. · The expense appears in the Details area on the right side of the page.

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Click Delete in the Details area.

Delete an Attendee from an Expense

To remove attendees: 1) Select the button to the left of the expense that you want to edit.

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The expense appears in the Details area on the right side of the page.

Click the magnifying glass to the right of the Attendees field. · The Attendees window appears. In the Attendees for this Entry section, find the attendee that you want to delete. In the Action column, click the Clear link associated with that attendee. Click Save.

For more information on these or other topics, click Help at the top of any Expense page.

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Use the Weekly View to View, Add, and Edit Expenses

The weekly view shows your expense entries in a calendar-style layout. The weekly view spans the life of the expense report, with a maximum of 36 weeks, and displays the data from Sunday through Saturday. The weekly view shows the individual expenses, the daily totals for all expense types, the weekly totals for each expense type, the weekly total for all expense types, and the grand total (report total).

Access the Weekly View

While on the Edit Entries page, click the Weekly View tab. The calendar-style view appears. You can edit or add expenses using this view.

Expenses as they appear on the Edit Entries tab

Expenses as they appear on the Weekly View tab

Edit an Expense Using the Weekly View

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1) While in the weekly view, click an expense (link). The Edit Entries page appears, with the expense in the Details area, ready to edit. Make the desired edits. Click Save to save your changes and return to the weekly view.

Add an Expense Using the Weekly View

1) While in the weekly view, click a blank cell (intersection of a date column and an expense type row). The Edit Entries page appears with the corresponding date and expense type already selected. Complete the expense.

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Click Save to save the expense and return to the weekly view.

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Use the Imaging Service

Since PEF is making available the Imaging Service, you can submit your receipts by faxing them or by attaching scanned images of your receipts to your expense report. For more tips and hints about successful faxing and scanning, click the Help button on any Expense Service page. Then, on the left menu in the Help window, expand Expense, expand How to..., click Fax and attach scanned

Fax Receipts

To fax receipts: 2) Complete the expense report as usual. 3) When you click Submit on the Edit Entries page, an instruction box appears that explains the Imaging Service. 4) After reviewing the instructions, click OK. 5) Click Print on the Edit Entries page. The Print Report page appears. 6) Select Receipt Fax Cover Page. Print the instruction page, if desired. 7) Click Print.

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The printer should print 600 dpi or more for the fax cover page. This is not required but is highly recommended for successful transmissions. Print the Receipt Fax Cover Page in Portrait ­ not Landscape ­ mode.

8) Using the fax number on the cover page, fax the cover page and receipts.

Attach Scanned Receipt Images

Complete your expense report as usual. Then, scan your receipts and save them (either to your computer or to a company network drive).

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For best results, the scanner should be set to black and white, 200 dpi or lower. (If you set the scanner to less than 200 dpi, ensure that the image is readable. If not, your approver or processor may return the report to you and request clearer images.) Only PDF, JPG, JPEG, TIF, and TIFF files can be attached to expense reports so save your scanned images accordingly. (For best results, use JPG or JPEG.)

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Then, to attach your scanned receipts to your expense report:

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9) Click Receipts on the Edit Entries page. The receipt viewer appears. 10) Click Attach Receipt Images. The Attach Receipt Images dialog box appears. 11) Click Browse. The Choose File dialog box appears. 12) Navigate to the directory (folder) that contains the scanned receipts. 13) Click the first file to be attached and then click Open. · Only one image file can be selected at a time.

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No one image file can exceed 2 MB.

The Attach Receipt Images dialog box appears with the preview of the receipt.

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For JPG and JPEG files, the image appears. For the other file types, file names appear in the pre-viewer but not the actual image. Then: Click Browse again to attach more receipts. Click Remove to remove any receipts attached in error.

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When all files are attached (in the next step), they will appear in one combined PDF file and they cannot be rearranged or removed. So, while you have the opportunity now: · Attach the receipts in the order they are to appear (for example, if an approver wants the receipts in the same order as the associated expense entries on the expense report). · Ensure that these are the correct receipts for the report. 15)

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When all desired receipts are included in the preview (in the desired order), click Attach. The images are validated and checked for viruses. The dialog box refreshes and shows the status of each attachment.

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16)

When done, click OK.

The images are combined into one PDF file, which appears in the viewer. Depending on several factors, the images may not appear for several minutes. You can wait or return later to view the receipts. Notes about scanning:

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If you attach more scanned receipts later, then Expense places the second set after the first set, combining both into one PDF file. Expense users can fax receipts and attach scanned receipts to the same expense report. Expense will combine the faxed receipts and the attached scanned receipts into one set. You can attach the scanned receipts before or after submitting your expense report. Attachments with different file types can be attached to the same expense report. That is, if desired, an employee can attach a TIF, JPEG, and PDF to the same expense report.

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You, your approver, and your company's processor can view the receipts using Adobe Reader. View the receipts by clicking Receipts on the Edit Entries page.

For more information on these or other topics, click Help at the top of any Expense page.

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