iExpense Module

1. iExpense Module Training Presentation to Campus Community “It’s a great time to be a Hornet!”

2. iExpense Documents • Travel Authorizations • Cash Advances • Expense Reports

3. Topics Covered • Creating Travel Authorizations • View/Print/Modify/Cancel Travel Authorizations • Using Templates • Creating Cash Advances • View/Print/Modify/Cancel Cash Advances • Creating Expense Reports • View/Print/Modify/Cancel Expense Reports • Approve/Send Back/Deny Travel Authorizations • Approve/Send Back/Deny Cash Advances • Approve/Send Back/Deny Expense Reports

4. What is a Travel Authorization(TA)? • The online TA replaces the old “pink” travel request form. • Items to note about TA’s: • Cannot be back dated. The system will only accept TA’s that are future dated. So TA must be prepared and approved in advance of trip. • TA’s must go through several levels of online approvals, so please prepare in enough time to allow for approvals well before the travel date.

5. What items require TA? • All travel on behalf of ASU requires a TA from the traveler. However this system is for ASU employees only. So travel for non-ASU employees will have to be prepared through requisition. • Some items will require a separate TA: • Airfare– Adtravsince the traveler will send TA to Adtrav • State Motor Pool since this is not an expense reimbursable to the employee • All remaining travel expenses can be entered on one TA. • IMPORTANT: When preparing a State Car or Airfare TA – the TA for the remaining expenses MUST be prepared first because that TA number must be referenced in the comment field of the State Car or Adtrav TA.

6. Payment Types • Be sure to select the appropriate payment type.There are four types: • Employee Paid – Used for all travel expenses expected to be reimbursed to the employee • Motor Pool– Used only for the separate TA created for Motor Pool expense. • Purchasing Card – Used for the expense items to be paid through use of ASU purchasing card. • Travel Agency – Used only for the separate TA created for Airfare reservations through Adtrav.

7. Billing Types • Be sure to select the correct billing type. There are six billing types: • Faculty/Staff Domestic – 54110 • Faculty/Staff Foreign – 54120 • Recruiting – 54130 • Student Domestic – 54210 • Student Foreign – 54220 • Other - 54150

8. TA Status • Pending– requires some action by the traveler before submission. • Submitted – TA has been submitted by the traveler for approval. • In-Process – At least one level of workflow approval has occurred but has not reached final approval stage. • Approved – TA has been approved at all levels. • Denied – TA was denied at one of the approval levels. • Closed – TA has been processed against an expense report.

9. What is a Template? • A template is a shortcut way of entering a TA to ensure that the proper expense types are selected. • Three main templates created for employee use: • ADTRAV – template for entering airfare. This info will be used by Adtrav when booking and billing for airfare. • STATE MOTOR POOL – template for entering estimated cost of state car. This info will be used when paying the bill from the state motor pool. • PER DIEM – template for entering per diem travel (in-state). Template created to ensure use of the correct expense type for payroll tax purposes.

10. What is a Cash Advance(CA)? • The online CA replaces the check request form. • Items to note about CA’s: • Online CA’s are ONLY applicable for those cash advances that are payable to the employee. • Cash advances to vendors, such as hotel CANNOT be processed through this module. • Hotel and registration prepayments MUST be processed via requisition. • All CA’s must reference the TA #.

11. CA Status • Pending– requires some action by the traveler before submission. • Submitted – CA has been submitted by the traveler for approval. • In-Process – At least one level of workflow approval has occurred but has not reached final approval stage. • Approved – CA has been approved at all levels. • Denied – CA was denied at one of the approval levels. • Staged – CA has been sent to Accounts Payable for payment. • Paid – CA payment has been processed by Accounts Payable. • Reconciled – CA has been applied against an expense report.

12. What is an Expense Report(ER)? • The online ER replaces the old “yellow” travel expense report. • Items to note about ER’s: • Online ER’s must be attached to an online TA. • Must have applicable cash advances applied to the ER before submitting. • If there are outstanding cash advances that have not been submitted to AP for that employee, then accounting will send ER back until outstanding advances have been settled.

13. ER Status • Pending– requires some action by the traveler before submission. • Submitted – ER has been submitted by the traveler for approval. • In-Process – At least one level of workflow approval has occurred but has not reached final approval stage. • Approved – ER has been approved at all levels. • Denied – ER was denied at one of the approval levels. • Staged – ER has been sent to Accounts Payable for payment. • Paid – ER payment has been processed by Accounts Payable.

14. TA Workflow • Department Manager – same as assigned for requisitions • Department Head • Area Vice President • Accounting– for travel on unrestricted budget or Grants Accounting - for travel on restricted budget • Comptroller • Vice President for Finance • President

15. CA Workflow • Department Manager – same as assigned for requisitions • Accounting– for travel on unrestricted budget or Grants Accounting- for travel on restricted budget

16. ER Workflow • Department Manager – same as assigned for requisitions • Accounting– for travel on unrestricted budget or Grants Accounting - for travel on restricted budget • Comptroller

17. What’s Next? • You should have already received a security form for completion. • If not please make sure that the form is completed and submitted to MIS. • On the form, be sure to indicate all of the department (speedtypes) that you will need to access for preparing TA’s and ER’s. • You will have until March 2, 2012 to complete this process.

18. What’s Next? • No Manual forms will be accepted after March 2, 2012 for pink forms. Yellow forms will only be accepted for those pink forms already in process prior to March 2, 2012. • You will not be able to access the system until you attend training and complete the security form.

19. Questions? • For questions regarding iExpense: • Travel on Unrestricted budget - call x 4737 • Travel on Restricted budget - call x 4212 • Or if you prefer you may email bjames@alsu.edu with any questions.