Slide 1 FastFacts Feature Presentation October 28 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

Slide 2 Todays Topic Well be taking a look at… Entering Non-Travel related expense reimbursements

Slide 3 Todays Presenter Bob Sicoli SAP Trainer for the Johns Hopkins Health System

Slide 4 Session Segments Presentation Bob will show you how to enter Non-Travel related expense reimbursements During Bobs presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Bob will answer as many of your questions as time allows.

Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 7 Entering a Non-Travel Expense Reimbursement

Slide 8 Agenda Today we will cover … 1.What is a non-travel expense? 2.Entering expense reimbursements for non-travel expenses. 3.Sending the invoice image to Accounts Payable Shared Services. Scenario: Anna attended a one day seminar in DC and needs to be reimbursed for conference fees, parking, and mileage.

Slide 9 1. What is a Non-Travel Expense?

Slide 10 Definitions of Non-Travel Expenses What is a Non-Travel Expense? - Non-Travel Related Exp - a form for entering expenses into SAP. When do I use this form? - When you have an expense or expenses that were incurred in a ONE DAY timeframe, not an overnight stay. - Can also be used to combine non-travel expenses for a larger period of time (such as mileage over a period of time in which you have a log kept outside of SAP).

Slide Entering a Non-Travel Expense Reimbursement

Slide 12 WebGUI and WinGUI The screen shots in this presentation will be displayed using the WebGUI interface in the Johns Hopkins version of SAP. This process is the same in the WebGUI and WinGUI. The main differences are in accessing the modules and the navigation buttons.

Slide 13 Entering a Non-Travel Expense Reimbursement Access the Travel Manager

Slide 14 Entering a Non-Travel Expense Reimbursement Change the personnel number, if necessary.

Slide 15 Change or search for the personnel number, if necessary. Entering a Non-Travel Expense Reimbursement

Slide 16 Enter the search criteria and press Start search. Entering a Non-Travel Expense Reimbursement

Slide 17 Select the personnel number from the list by double clicking. Entering a Non-Travel Expense Reimbursement

Slide 18 After you enter or locate the personnel number, click the green check. Entering a Non-Travel Expense Reimbursement

Slide 19 Verify that you are in the Travel Manager file for the person you want. Entering a Non-Travel Expense Reimbursement

Slide 20 Click Create Travel Expense Report. Entering a Non-Travel Expense Reimbursement

Slide 21 Choose the trip schema Non-Travel Related Exp from the dropdown. Entering a Non-Travel Expense Reimbursement

Slide 22 The Non-Travel Expense Report form will appear. Enter the date of the expenses and a reason for trip. Entering a Non-Travel Expense Reimbursement

Slide 23 Click the Alternative Cost Assignment for Entire Trip, If Different to Master CA button and then the Cost Distribution button. Entering a Non-Travel Expense Reimbursement

Slide 24 When the pop-up appears, enter the % Distrib. and Cost Center or Order number and click the green check. Entering a Non-Travel Expense Reimbursement

Slide 25 If there is mileage that needs to be reimbursed, expand the Mileage and Per Diem Reimbursement section and enter the miles. Entering a Non-Travel Expense Reimbursement

Slide 26 Scroll down to the Expense Receipts section. Entering a Non-Travel Expense Reimbursement

Slide 27 Choose the type of receipt to reimburse from the dropdown menu. Entering a Non-Travel Expense Reimbursement

Slide 28 Enter the amount and other required information and click Transfer. Entering a Non-Travel Expense Reimbursement

Slide 29 If there is another receipt, choose the type of receipt to reimburse from the dropdown menu. Enter the amount and other required information; then click Transfer. Entering a Non-Travel Expense Reimbursement

Slide 30 Continue to enter your receipts until you have them all in the system. Click the Results button to print a copy of the report. Entering a Non-Travel Expense Reimbursement

Slide 31 The amounts of the report will be totaled. Click Tools Print. Entering a Non-Travel Expense Reimbursement

Slide 32 In the WebGUI, make sure the Output Device is LPDF – Frontend Printer. Click the green check. Entering a Non-Travel Expense Reimbursement

Slide 33 A PDF document will be created that you can print. Close the windows to exit. Use the back button to return to the expense report. Entering a Non-Travel Expense Reimbursement

Slide 34 When you click the Save button the first time, a trip number will appear. You must click the save button again to submit for approval. Entering a Non-Travel Expense Reimbursement

Slide 35 Clicking Yes will submit your expense report for approval. Entering a Non-Travel Expense Reimbursement

Slide Sending the invoice image to Accounts Payable Shared Services.

Slide 37 Here is the information Accounts Payable Shared Services needs to process you expense report: All receipts must be taped down to 8 ½ x 11 sheet of paper, unless the receipt is an 8 ½ x 11 sheet of paper. Include the Trip # on the top right hand corner of each page of receipts. Receipts are to be numbered according to the expense number assigned on the expense report. Entering a Non-Travel Expense Reimbursement

Slide 38 You must send an image copy of the receipts to Accounts Payable Shared Services. Two options: 1. The preferred option - scan your document to create a PDF document and save it on a drive or your computer. Then store it as a business document against the expense report. (Directions to follow). 2. The second option - fax it to Accounts Payable Shared Services using the fax cover sheet found at: Look for the Travel & Business Expense Reimbursement Supporting Documentation Cover Sheet in the Travel Forms section. Follow the guidelines for faxing at the bottom of the form. Entering a Non-Travel Expense Reimbursement

Slide 39 Storing a Business Document to an Expense Reimbursement Save the scanned image to your computer. Access the expense report again by clicking the report link on the Travel Manager page.

Slide 40 Storing a Business Document to an Expense Reimbursement You can also access the expense report again by clicking on List of All Trips. Then …

Slide 41 Storing a Business Document to an Expense Reimbursement Double click on the Travel Expenses for the trip in the Open Trips folder.

Slide 42 Look for the Services for Objects icon. (WebGUI – upper right, Win GUI- upper left.) Click the paper on the right. Click Create Store business document. Storing a Business Document to an Expense Reimbursement

Slide 43 Double click Travel Expense document-PDF format ONLY. Storing a Business Document to an Expense Reimbursement

Slide 44 Locate your expense report scanned PDF document and double click it. Storing a Business Document to an Expense Reimbursement

Slide 45 After the file loads, click the green check. Storing a Business Document to an Expense Reimbursement

Slide 46 You can view the stored document in the Attachment list using the same Services for Objects icon. Storing a Business Document to an Expense Reimbursement

Slide 47 Double click the listed document to view. Storing a Business Document to an Expense Reimbursement

Slide 48 A document viewer will appear. Use the page navigation for multipage documents. Use the Back button in SAP to return to the expense report. Storing a Business Document to an Expense Reimbursement

Slide 49 Use either X to return to the expense report. Storing a Business Document to an Expense Reimbursement

Slide 50 You do not need to save the document again after you store a business document. Use the Back button in SAP to return to the main Travel Manager screen. Storing a Business Document to an Expense Reimbursement

Slide 51 Conclusion 1.The definition of a non-travel expense and when to use the form. 2.Entering expense reimbursements for non-travel expenses. 3.Sending the invoice image to Accounts Payable Shared Services. Today we covered:

Slide 52 Additional Resources Training: Health System – OD&T – Anna – University – Learning Solutions – Kathie Support: Shared Services – Accounts Payable Shared Services SAP Support –

Slide 53 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

Slide 54 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

Slide 55 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!