Welcome to State of Michigan Time & Expense Processing Employee Expense - No Advance (Day Trip)

1. Welcome to State of Michigan Time & Expense Processing Employee Expense - No Advance (Day Trip) Tutorial Brought to you by the Office of Financial Management

2. Expense Entry – No Advance (Day Trip) • This tutorial will illustrate the web process that will allow users to enter details of travel or non-travel expenses incurred without an advance. • The amount due to the traveler will be added to the next payroll warrant or EFT

3. Employee Expense Entry Scenario Deuard Gobert traveled to Benton Harbor on Tuesday to perform an audit. He departed from Lansing at 7:00 a.m. and returned at 6:30 p.m. He drove his own car, and per the standardized travel regulations is seeking reimbursement for lunch. Total expenses of $98.81 will be reported, per documentation of receipts and mileage. An advance was not issued for this trip.

4. 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

5. Home Page

6. Expense List Page

7. 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 Timeframeswill show the last process dates and pay dates.

8. Expense Entry – ID Tab Continued The Request IDissystem generated. 2206 Click on the ‘Expenses’ tab to access the Expense details. EnterUserevent description for expense. Travel expenses for Mileage & Meal Select your Expense type. 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)

9. Expense Entry – Expenses Tab Expense Summary will display the expense details after each one has been applied. 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.

10. 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 home or work location). This can be typed in or selected using the drop down arrow. Note: If the city is not in the dropdown, type it in. Then use Mapquest to determine the mileage and enter it in the Miles field.

11. Expense Entry – Expenses Tab Continued Overnight – Enter No as this is a day trip and does not involve an overnight stay. This is used to determine taxability of meals Departure - Enter the time of day you left for the trip, or select from the dropdown list. Leave AM. 7:00 6:30 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. Return - Enter the time of day you returned on this day. If overnight, enter 11:59. Leave PM.

12. 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, if common miles exist, 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 based upon the travel date. Then enter the Vicinity Miles, which are miles driven around Benton Harbor, then tab out, it recalculates. Mileage Standa 123 0 6 0 0 129 123 YES 44.53 46.7 0.362 Note: The standard rate appears. Vicinity miles to and from restaurant. Note: Miles can be overridden if needed, if so, Common Miles changes to ‘NO’. 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’.

13. 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. Note that the first two lines of the expense details will default from the previously applied expense line item. 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. Lunch - Select 7.95 8.75 Once data entry is complete click ‘Apply’. For Reimbursement amount, enter the amount from the receipt for the expense, up to the allowable amount.

14. 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

15. Expense Entry – Expenses Tab Continued Note: Line 3 for Mileage has now been applied to the Expense Summary section. Click ‘Coding Block’ tab. Saved successfully Click ‘Save’.

16. 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 if you have appropriate security, then click on ‘Update Checked Rows’ to apply changes.

17. Expense Entry – Summary Tab Totals shows the Total Expenses, 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 details of expenses entered. Click the ‘Submit’ button to initiate the approval process. Submitted successfully Employees route supporting documentation to their supervisor using the ‘Print Summary’ as a cover sheet or follow agency specific guidelines.

18. Approval Process Once the Expense 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/No Advance tutorial). 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.

19. Expense Entry – History Tab ‘Previous Page’ will return user back to the ‘Expense List Page’ Note: Status: Contains the approvals that still remain for the expense to be paid. Version shows the number of times the Expense 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 By is the userid that performed the listed action. Action Date is the date the listed action was done.

20. 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 appropriateAction Codes.

21. History Tab – Payroll Cycle Processing Inquiry The History tab looks like this after the expense has been fully processed by HRMN. Note: Status: “Processed” indicates that the expense has been completely approved and processed.

22. Earnings Statement Note: This Travel Expense reimbursement was processed and paid for the above Payment Date. The Description will list expenses by Category.

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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