Welcome to State of Michigan Central Finance Advance Adjustment/ Record Deposit on Employee’s Advance Tutorial Brought to you by the Office of Financial Management

Advance Adjustment - Record Deposit This tutorial will show how Central Finance would process an advance adjustment by recording a deposit for an employee. In accordance with IRS requirements, advances cannot be issued more than 30 days in advance of when travel is expected to occur and any excess amounts must be returned to the State within 120 days of the date the expenses are incurred. In order to ensure the integrity of the advances outstanding data, an advance must be processed (status on the history tab = “PROC”) before a manual deposit can be entered to liquidate the advance. Advance Adjustments: Once the advance reaches PROC status, users with appropriate security in Central Finance (Role ADV ADJ) can record a deposit. The process is similar to modification but is called an adjustment.

Advance Adjustment/Record Deposit for Employee’s Advance Jolaine Leatherwood is leaving State of Michigan employment and has an outstanding advance. Since no further expense reimbursements will be paid out to this employee, a payment of $200 has to be returned. A personal check has been received from the employee and must be deposited to liquidate the outstanding advance.

Home Page After log-in, the application will display the Home Page. For Central Finance entry, mouse over ‘Statewide’ then click ‘Advances’. This will access the Select Employee Statewide - Advances screen.

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

Select Employee Statewide - Advances Click ‘Search’ to retrieve Search Results. Select the appropriate Dept, Agency and TKU from the dropdowns.

Select Employee Statewide - Advances Click on ‘View’ to navigate to the Advance List screen for this employee. Employee information can be viewed by clicking on the employee’s name.

Select EE Statewide Filter - Advances When you click on the filter button found on many screens you will get a window that can be used to filter your data. The filter allows you to choose any heading to filter on. Multiple arguments can be chosen The filter allows you to choose any heading to filter on. Choose from a list of conditions When you click on the filter button found on many screens you will get a window that can be used to filter your data.

RETURN Employee General Information Screen

Statewide – Advance List Click Advance ID to view the Advance you wish to modify. Note: Last Action is PROC

Modify Advance - Advance Tab Click ‘Modify’ button. Note: The Advance Tab screen is displayed in “read only” mode.

Modify Advance - Advance Tab Continued For the Cumulative Manual Deposit(s), enter amount with two decimal places Click ‘Submit’. A box for ‘Comments’ will appear Note: Make sure you check the Errors section at the bottom of the screen after clicking ‘Submit’. Note: All fields are activated and can now be changed. For the Cumulative Manual Deposit Doc # enter the doc from RSTARS (at least 8 characters).

Modify Advance - Advance Tab Continued Note: When a modification is submitted, the ‘Advance’ tab will grey out and a comment is required. After comment is entered, click ‘OK’. Entering deposit to liquidate outstanding advance.

The advance version increments and the Submit Successful message appears. Modify Advance - Advance Tab Continued Finally, click ‘History’ tab to review the action taken. Note: ‘Modify’ button is reactivated. Note: The user can navigate between different versions of the advance record using the scroll arrows.

Review Modified Advance - History Tab Version number shows the advance was modified. Action code is SUBM when the modification is submitted prior to approval. Note: Status: Will show the approval path that will be followed to fully approve the Advance.

Approval Process Once the advance adjustment has been submitted by Central Finance, 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 advance adjustment is in SUBM status it can be modified. As it goes through the approval process the Last Action will change until it has been completely approved.

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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