Welcome to State of Michigan Managerial and Supervisory Expense Approval & Modification Tutorial

1. Welcome to State of Michigan Managerial and Supervisory Expense Approval & ModificationTutorial Brought to you by the Office of Financial Management

2. Approval Window The Managerial Approval Window is used to: • Approve Expense Reimbursement Requests • Modify Expense Reimbursement Requests • Approve Advance Requests • Modify Advance Requests This tutorial will focus on approving and modifying ExpenseReimbursements For approving Advance requests, please see the Advance Approval and Modification Tutorial

3. Expense Approval Window When approving or modifying expense requests, there are six tabs on the Expense Page. ID Tab Expenses Tab Summary Tab Liquidations Tab Coding Block Tab History Tab Used to access the modification button or to review general information about the expense request. Used to certify supporting documentation/receipts prior to expense approval or submit/reject the approval or modification. Used for additional review of the expense request prior to approval or to change the liquidation or coding during modification.

4. Managerial Expense Approval Scenario Jolaine Leatherwood submitted her expense request for a learning conference she attended in Gaylord and it is now ready for managerial review and approval. Jolaine had received an advance amount of $200 prior to her trip to Gaylord and she fully liquidated her advance outstanding on her expense request. This example will show the managerial approval process for her expense request. It will also show how to approve expense requests where no advance was issued.

5. Home Page Managers can reach the Approvals Screen through the Manager/Approvals Menu.

6. Manager Approval Page Managers can search for Expense transactions two ways: Select Employee – defaults to ‘My Employees’. Note: Select ‘All Employees’ to retrieve all employees within your security scope. The filter feature is available on this page. This will bring up a selection of employee names in the Search Results window that match the criteria you selected, as shown on page 8…

7. Manager Approval Page The filter allows you to choose any heading to filter on. When you click on the filter button found on many screens you will get a window that can be used to filter your data. Multiple arguments can be chosen

8. Manager Approval Page - Search Results Note: Clicking any of the (blue) column titles will bring up an arrow allowing you to sort the column in ascending or descending order. You can click the employee name to access General Information about the employee. Click View to access a single Expenses where you can review the expense transaction details prior to approval. If you want to be able to approve a list of people without returning to this screen click in the box next to the view link. Every box that is click will be entered into a queue. Once you have your queue set up click View to access the ‘Expenses’ tab where you can review the expense transaction details prior to approval.

9. Approve Expense - ID Tab Note: All the tab fields are in “read only” mode during the approval process. Next, click ‘Expenses’ tab. The ‘ID’ tab shows expense From and To dates, Nature of official business, User event description, Expense Type and if the expenses were for Out of state travel. Only one expense will show up at a time. Once you have finished with this expense. The options will be listed on the Summary Tab. Note: Error messages can accompany the expense and will be displayed when there are insufficient and/or invalid inputs.(Severity: W = Warning E = Error)

10. Approve Expense - Expenses Tab Advance Outstanding shows the total of all approved advances net of approved liquidations. Note: Even though the employee fully liquidated her $200 advance on this expense request, the Advance Outstanding field will not reflect the liquidation until the expense request is fully approved. If Advance Outstanding is zero. There is nothing available to liquidate at this time. The Total Expenses are $337.22 and are detailed in the Expense Summary section.

11. Approve Expense - Expenses Tab Continued Review line items by clicking on a particular row in the Expense Summary section which displays the details of that line item in the Expense Details section. For each line selected, make sure expense Date, Expense Type and Reimbursement amount are correctly recorded and match the supporting documentation (receipts, etc.) from the employee. Repeat for all lines. Expense Types Handout

12. Approve Expense - Expenses Tab Continued Next, click ‘Coding Block’ tab if your agency allows employee entry of coding block detail. After review, click the check box to indicate that the Supervisor Certifies Reviewing Supporting Documentation (receipts reviewed). This box must be checked before approval is allowed.

13. Review Expense - Coding Block Tab Next, click ‘Summary’ tab to complete the approval. Note: Users could have assigned coding blocks by expense line items for their reimbursement request. Default Standard Expense Coding Block is indicated by a check mark in the Std field.

14. Approve Expense - Summary Tab This Expense has liquidated the Outstanding Advance. The total due before taxes to employee is $137.22 and will result as an increase to employee’s net pay. 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 for each coding block.

15. Approve Expense - Summary Tab Continued If you are reviewing an expense with no ‘Current Outstanding Advance’, you could approve now using the buttons below. Skip and Reject can be chosen before certifying the expense and the next expense will appear. ‘Approve with Comments’: Allows the user to add comments to the approval action ‘Reject’: Rejects the expense request and displays comments entry box (comments required). Rejected requests may be subsequently modified and resubmitted. ‘Approve’: Queues the request to the next step in the approval path ‘Print Detail’: Opens the reimbursement request detail in a printable report. ‘Print Summary’: Opens the reimbursement request summary in a printable report.

16. Approve Expense - Summary Tab Continued Click the ‘Liquidations’ tab. If you are reviewing an expense with a ‘Current Outstanding Advance’ (as in this example), you should determine if the liquidation was entered correctly.

17. Review Expense - Liquidations Tab Click ‘Summary’ tab to complete the approval. The Amount to Liquidate Column shows that the employee fully liquidated the advance outstanding and the New Outstanding is .00. Note: Total Outstanding Advances will be reduced by $200 once the expense request has been fully approved. Note: This screen lists all non liquidated approved advances for this employee.

18. Approve Expense - Summary Tab Continued Finally, click ‘History’ tab to view historical processing information. ‘Reject’: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously. ‘Approve with Comments’: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Skip’: allows you to review the Advance at another time. After skip you are taken to the next item in the approval queue if defined previously. ‘Approve-Next’: queues the Advance to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Approve’: Queues the Advance to the next step in the approval path and returns you to the Manager->Approval screen.. After reviewing the request for accuracy, click ‘Approve’. ‘Print Detail’: Opens the reimbursement request detail in a printable report. ‘Print Summary’: Opens the reimbursement request summary in a printable report.

19. Review Expense - History Tab Previous Page will return you to the Manager Approval Page. The ‘History’ tab shows the actions associated with the Expense Reimbursement Request. Note: Status: Lists out the remaining actions required in the approval pat for the expense to be paid Note: The Action Code changes to APRW when approved by the Manager/Supervisor. 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 the listed action was done.

20. Manager Approval Page After Approval Note: Once you approve an expense, it clears off your Manager/Approvals Search Results listing as shown below. If you need to view it later, you can access it via the Manager/Expenses menu. Note: You can always access employee expenses via your Manager/Expenses menu. The Expenses Select Employee section will be slightly different than the Approval Select Employee Section. The filters will be different. Employee expenses are viewable by the manager (via the Manager/Expenses menu) immediately after the employee saves them and remain as viewable records as they process through to payment. In fact, expense requests remain viewable/accessable until purged.

21. Modifying an Expense - Manager • Expense modifications initiated by the manager can be processed from either the: • Manager/Approvals Menu • OR • Manager/Expenses Menu • If you modify via the Manager/Approvals menu, you can immediately approve the expense modification afterward. • The Modify Button resides on the same ‘ID’ tab for both.

22. Managerial Expense Modification Scenario The day after Orene Searing submitted her expense reimbursement request for approval, she realized that she had incorrectly recorded one of her lunch amounts. She asked her supervisor to modify the amount for her (per the receipt).

23. Modify Expense - Search Results Note: We will be modifying through the Manager/Approvals menu. Click View to access the Expense you wish to modify.

24. Modify Expense - ID Tab An expense modification is initiated from the ‘ID’ tab. Note: The Expense fields are currently in non edit mode. Once the ‘Modify’ button is clicked, all the fields in all the tabs become editable. Click ‘Modify’. Note: Expense Versions begin at zero and increment each time a modification is submitted.

25. Modify Expense - ID Tab Continued Click on the ‘Expenses’ tab to continue with the modification. Note: The ‘Save’button is now activated and you must save the data on the ‘ID’ tab first (even if you do not make any changes on this tab) to create the new version. Otherwise you will receive a popup asking if you wish to save. Click ‘Save’. A new Version is created. Note: You can navigate between different versions of the expense record using the scroll arrows.

26. Modify Expense - Expenses Tab ‘Expense Summary’ displays the current expense details for this request. Note: The Supervisor will modify the 3rd lunch (Line 4) to match the actual receipt amount ($6.85). Click Line 4. ‘Expense Details’ displays blank fields ready for additional data change or input.

27. Modify Expense - Expenses Tab Continued Once selected, Line 4 details display in the ‘Expense Details’ section. Enter the actual Reimbursement Amount from receipt. Click ‘Apply’ to move the modified amount to the Expense Summary section. 6.85 7.25

28. Modify Expense - Expenses Tab Continued Next, click ‘Coding Block’ tab. Total expenses is adjusted. Line 4 shows the corrected lunch amount. Click ‘Save’. Saved successfully

29. Modify Expense - Coding Block Tab Next, click ‘Liquidations’ tab. Expense Summary now displays the modified amount on Line 4. Note: All lines are charged 100% to standard (Std) coding block.

30. Modify Expense - Liquidations Tab Next, click ‘Summary’ tab to complete the modification. Note: Total Outstanding Advances will be reduced by $400 once the expense has been fully approved. The Amount to Liquidate column shows the employee chose to fully liquidate advance outstanding and the New Outstanding is .00.

31. Modify Expense - Summary Tab Totals displays updated amounts after the expense modification. Note: In this case Total Due From Employee before taxes is $95.55 and will result in a decrease in employees net pay. Summary by Category displays expense items by expense types. Summary by Coding Block displays coding block assigned to expense items. This example charged all items to standard coding block. Click ‘Submit’, and a ‘Comments’ box appears.

32. Modify Expense - Summary Tab Continued Enter an appropriate comment to explain the reason for the modification. Click ‘OK’. Corrected Lunch amount per supv. 80 Corrected Lunch amount.

33. Modify Expense - Summary Tab Continued Finally, click ‘History’ tab. Note: The approval buttons appear but are grayed out. You could approve immediately by returning to the Expenses tab and certifying receipts or wait to approve later. Modification has submitted successfully. Note: Check for possible errors after submission.

34. Review Expense Modification - History Tab The history of actions associated with the Expense Reimbursement Request. Note: Status: Notes the remaining approval action necessary for the expense to be paid. Awaiting Approvals Note: The Version reflects the modification. Note: The Action Code stays SUBM. 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 the listed action was done.

35. More on Modifying Expenses • Expense modifications initiated by the manager can be processed when the expense request has an SUBM or APRW Action Code. • When expense modifications are submitted by the manager prior to approval, the modified expense status remains SUBM and an email may be sent to the originator to advise them of the modification. • As long as the expense modification remains in SUBM status, it is available for further modification by the originator or the manager. If the originator or manager chooses to modify it again, the version will increment and it will remain in SUBM status.

36. More on Modifying Expenses • When expense modifications are submitted by the manager after approval, the modified expense status will remain APRW. • For example, after an advance request is submitted it can be modified by the originator until the next action (first level approval) has taken place. Similarly, after the first level takes place, the first level approver can continue to modify the request only until the second level approval takes place. • Expense Adjustments: Once the Expense reaches PROC status, users with appropriate security (those with EXP ADJ role) can still change the expense request if further corrections are needed. The process is similar to modification, but is called an adjustment because the incremental dollar impact will process in a subsequent payroll cycle.

37. 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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