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Certifying and Approving and the Expense System

Certifying and Approving and the Expense System. 10-20-09. Our (Short) Agenda. What? Why? When? How? Who?. What is the Expense System?. Web-based system, accessed through myCU portal ( my.cu.edu ) and used to process: * Travel Authorization Requests

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Certifying and Approving and the Expense System

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  1. Certifying and Approving and the Expense System 10-20-09

  2. Our (Short) Agenda • What? • Why? • When? • How? • Who?

  3. What is the Expense System? • Web-based system, accessed through myCU portal (my.cu.edu) and used to process: * Travel Authorization Requests * Employee reimbursements (travel/non-travel) * Procurement Card transactions

  4. Why implement the Expense System? • Faster reimbursements* System helps reduce errors/re-work* Electronic approvals/routing* Data entered once • Improved documentation* Supports our business process* Available online • Direction of the future* More modern interface* More environmentally sound

  5. When does this happen? • Being phased in during 2009 for CU…

  6. Who is available to help? Your Department Liaison* Understands the Expense System* Knows internal business processes/identify initial delegates* Identifies training needs Our On-site Trainer* Provides scheduled/ad hoc training when you make the switch Learning Resources* Postcard* Website www.cu.edu/psc/expensesystem.html Finance & Procurement Help Desk* 303.837.2161

  7. A Quick Look: Log in to Portal

  8. Opening the Expense System…

  9. How does your work change? Employee or assistant: prepare paper Travel Voucher (TV)/Payment Voucher (PV) for reimbursement Employee or assistant: attach/review paper receipts Employee: review packet, sign TV/PV, give to approver Approver: review & approve TV/PV, copy/send to PSC PSC: re-enter data in Finance System Employee or delegate: prepare expense report (travel/ non-travel) in Expense System Employee or delegate: attach/review receipts in Exp System Employee: review receipts/certify/ submit expense report in Exp System Approver: review/approve expense report in Exp System PSC: oversee payment processing

  10. Certifying and Submitting Let’s take a look at Certifying and Submitting Also, full array of learning resources available at:* https://www.cu.edu/psc/help/expense.html

  11. Approving Expense Reports Let’s take a look at Approving Expense Reports Also, full array of learning resources available at:* https://www.cu.edu/psc/help/expense.html

  12. Wrapping Up You have questions? Remember your resources Welcome to the Expense System!

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