Welcome to State of Michigan Central Finance Expense Entered for Employee Tutorial Brought to you by the Office of Financial Management

Demiris Shattuck (Central Finance) will enter an expense for Theodore Seaton (Employee), who traveled to Benton Harbor on Tuesday to do an audit. Theodore departed from Lansing at 7:00 a.m. and returned at 6:30 p.m. He drove his 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. Central Finance Expense Entry Scenario

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. Detail Expense Entry – Day Trip 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 PM Dinner Travel must commence PRIOR to 6:30 PM and extend beyond 8:00 PM

After log-in the Home Page will display. Home Page For Central Finance entry, select Statewide then Expenses. The Select Employee Page will display.

Select Employee Page There are two areas: Select Employee and Search Results. Search Results will display employees based upon search criteria. 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 current date).

Select Employee Page Select Dept, Agency and TKU search criteria to locate the employee you will be entering a travel expense for. 19 Civil Service01 CIVIL SERVICE CCE TRAINING & DEV Click ‘Search’ to retrieve Search Results.

Select Employee Page Click on ‘View’ to view transactions for this employee or navigate to the Employee List Page. Employee Information can be displayed by clicking on ‘Name’ (from anywhere in the application).

RETURN Employee General Information Screen

Expense List Page To create an Expense Reimbursement for this employee, click on the ‘Create New Expense’ button.

3/23/2010 Expense Entry – ID Tab Audit Dates can be entered or selected using the Calendar. Enter From/To Dates for the Expense Reimbursement Request. Processing Timeframes define the dates that need to be used in order for the Advance to be paid or recorded on a specific pay date. Enter Nature of official business for expense.

Select your Expense type. Travel expenses for Mileage & Meal Saved successfully 2332 Note: Appropriate error messages can occur and will be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error) Click on the ‘Expenses’ tab to access the Expense details. Expense Entry – ID Tab Continued If required, enter User event description for expense. Enter User event description for expense. The Request ID is system generated. Note: Select only if Out of state travel required. If selected, the authorization codes will activate, highlight one or more.

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

LANSINGMichiganBENTON HMichigan Starting with mileage to Benton Harbor & vicinity miles: For Date – ensure the date is correct and within the From and To Dates on the ID tab. To - Enter the destination city. This can be typed in or selected using the drop down arrow. Expense Entry – Expenses Tab Continued Note: If the city is not In the drop down list, you can still enter it. From - Enter city where the trip started (traveler’s work location). This can be typed in or selected using the drop down arrow.

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 as shown in this scenario. 7:006:30 Departure - Enter the time of day you left for the trip, or select from the dropdown list. Leave AM for this scenario. If meal is chosen then the Overnight indicator will have to either read Yes or No Return - Enter the time of day you returned on this day. If overnight, enter 11:59. Leave PM for this scenario. Expense Entry – Expenses Tab Continued

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

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

For Expense Type select from the dropdown. Now enter the return Mileage: Use default date and reverse the From and To cities. Note: Line 2 for Lunch is now in the Expense Summary section. BENTON HLANSING Mileage, Standa YES Click ‘Apply’. 00 Expense Entry – Expenses Tab Continued NO

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

Coding Block can be changed in this section, then click on ‘Update Check Rows’ to apply changes. 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. Check Select All when assigning all expense line items to a specified coding block. Click ‘Summary’ tab. Expense Entry – Coding Block Tab Note: The coding block detail that can be updated is defined by the agencies TKU options.

Submitted successfully 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. Summary by Category shows the total for each category of expense. Totals shows the Total Expenses, Total Advance Liquidated and the Total Due To Employee. Expense Entry – Summary Tab Note: Reflects the total Advances the employee has outstanding.

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 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.

Version shows the number of times the Expense has been 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 and time the listed action was done. ’Previous Page’ will return user back to the ‘Expense List Page’. Expense Entry – History Tab Note: Status: Notes approvals that are still required before payment.

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 appropriate Action Codes.

Where To Get Help Users with questions or needing help should call the OFM Help Desk at: (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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