Welcome to State of Michigan Managerial and Supervisory Expense Entered for Employee Tutorial

1. Welcome to State of Michigan Managerial and Supervisory Expense Entered for Employee Tutorial Brought to you by the Office of Financial Management

2. Supervisor Expense Entry Scenario Ardith Cranston (Supervisor) will enter an expense for Fidelia Channell (Employee), who traveled to Benton Harbor on Tuesday to perform an audit. Fidelia departed from Lansing at 7:00 a.m. and returned at 6:30 p.m. She drove her own car, and expensed a meal per standard travel regulations. Total expenses of $98.81 will be reported, per documentation of receipts. An advance was not issued for this trip.

3. Detail Expense Entry – Day Trip 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 eliminating the need for duplicate entry of the information. This tutorial will use detail entry by Day (as shown below) and will combine ‘To Mileage’ with the ‘Vicinity Miles’. If you have multiple day trips to the same location, you can use recurring dates entry. Note – Per VTS Travel Regulations: Breakfast Travel must commence PRIOR to 6:00 AM and extend beyond 8:30 AM Lunch 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

4. Home Page After log-in the Home Page will display. For Manager entry, select Manager then Expenses. The Select Employee Page will display.

5. Select Employee Page There are two areas: Select Employee and Search Results. Check My Employees to view only your employees list. Select Employee will allow you to select search criteria by Dept, Agency, TKU, Emp ID, Last name and Appt search date (this field has a calendar available for selection, but will default to the current date). Search Results will display employees based upon search criteria.

6. Select Employee Page Click ‘Search’ to retrieve Search Results. Once My Employees is checked the other select fields become deactivated.

7. Select Employee Page Click on ‘View’ to view transactions for this employee.

8. Expense List Page Employee information can be viewed by clicking on ‘Name’ (from anywhere in the application). To create an Expense Reimbursement for this employee, click on the ‘Create New Expense’ button.

9. Expense Entry – ID Tab Dates can be entered or selected using the Calendar. 3/23/2010 3/23/2010 Audit Enter From/To Dates for the Expense Reimbursement Request. Enter Nature of official business for expense. Processing Timeframes will show the last process datesandpay dates.

10. The Request IDissystem generated. Select your Expense type. Expense Entry – ID Tab Continued 2207 Click on the ‘Expenses’ tab to access the Expense details. EnterUserevent description for expense. Travel expenses for Mileage & Meal Note: Select only if Out of state travel required. If selected, the authorization codes will activate, highlight one or more. Once data entry is complete click ‘Save’. Saved successfully Note: Appropriate error messages can occur and will be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error)

11. Expense Entry – Expenses Tab There are two areas: Expense Details and Expense Summary. Expense Summary will display the expense details after each one has been applied. Expense Details is used to enter the information for each expense item for the reimbursement request.

12. Expense Entry – Expenses Tab Continued Starting with mileage to Benton Harbor & vicinity miles: For Date – ensure the date is correct. LANSING Michigan BENTON H Michigan To - Enter the destination city. This can be typed in or selected using the drop down arrow. From - Enter city where the trip started (traveler’s work location). This can be typed in or selected using the drop down arrow.

13. Expense Entry – Expenses Tab Continued If the expense is a meal then the Overnight indicator must reflect the whether the trip included an overnight stay. This will determine the taxability of the meal. Departure - Enter the time of day you left for the trip, or select from the dropdown list. Leave AM. 7:00 6:30 Return - Enter the time of day you returned on this day. If overnight, enter 11:59. Leave PM. 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. Alternatively enter separate details for the mileage to and from the travel location.

14. Expense Entry – Expenses Tab Continued Note: Benton Harbor is a Select City or high cost city that allots for a higher expense rate, per receipts. VTS LINK 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. The Common Miles will change to ‘YES’ and the Reimbursement amount will be calculated using the correct rate. Then enter the Vicinity Miles, which are miles driven around Benton Harbor, then tab out, it recalculates and Common Miles stays ‘YES’. Note: Miles can be overridden if needed, if so, Common Miles changes to ‘NO’. Mileage Stan 123 0 6 0 123 129 0 YES 46.7 44.53 0.362 Note: The standard rate appears. Vicinity miles to and from restaurant and the audit location. 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. Once data entry is complete click ‘Apply’.

15. Once data entry is complete click ‘Apply’. Expense Entry – Expenses Tab Continued Note: The information you entered for the first expense is now in the Expense Summary section and it shows the amount for Total Expenses. Next, enter meal - lunch. For Date you can let default. 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”. For Expense Type select from the dropdown. Lunch – Select 8.75 7.95 For Reimbursement amount, enter the amount from the receipt for the expense, up to the allowable amount.

16. Expense Entry – Expenses Tab Continued Note: Line 2 for Lunch is now in the Expense Summary section. Now enter the return Mileage: Use default date and reverse the From and To cities. For Expense Type select from the dropdown. BENTON H LANSING Mileage, Standa 122 0 0 122 0 YES Click ‘Apply’. 44.16 0.362

17. Expense Entry – Expenses Tab Continued Note: Line 3 for Mileage is now in the Expense Summary section. Click ‘Coding Block’ tab. Saved successfully Click ‘Save’.

18. Expense Entry – Coding Block Tab Users with applicable security can view or assign coding blocks by expense line items for the current reimbursement request. Simply click each Update box by the expense line item that will be changed. Click ‘Summary’ tab. Check Select All when assigning all expense line items to a specified coding block. Coding Block can be changed in this section, then click on ‘Update Check Rows’ to apply changes.

19. Expense Entry – Summary Tab Totals shows the TotalExpenses, Total Advance Liquidated and the Total Due To Employee. Summary by Category shows the total for each category of expense. Summary by Coding Block shows the total expenses by coding block. Once the summary has been reviewed users can print a summary or detail of the expenses entered. Click the ‘Submit’ button to initiate the approval process. Submitted successfully

20. Approval Process Once the Expense request has been submitted, it will enter the approval path appropriate for your agency and the Action Code will show 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 tutorials). As it goes through the approval process the Last Action will change until it has been completely approved. Expense Adjustments: Once the Expense reaches PROC status, users with appropriate security can still change the expense. The process is similar to modification but is called an adjustment. To view the Action code and History of the expense request click on the History tab.

21. Expense Entry – History Tab ’Previous Page’ will return user back to the ‘Expense List Page’. Note: Status: Notes the remaining approvals required before the expense is paid. Version shows the number of times the Expense has been 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 By is the userid that performed the listed action. Action Date is the date and time the listed action was done.

22. Expense List Page The expense request now displays on the ‘Expense List Page’ with an Expense ID. Requests will be displayed once saved. Last Action will also list appropriateAction Codes.

23. 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. We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial.

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