1. GERS GLOBAL EXPENSE REIMBURSEMENT SYSTEM

2. GERS - What’s New:
The first time you access GERS, you will need to register your account, change your password, and complete your profile information.
Note to all those who formally used Concur/Gelco – all of your banking information was transferred over for your convenience.
If you can’t remember your password, a Forgot Your Password link is available on the login page, allowing you to retrieve and change your password.
You will have three attempts to log in before you get locked out.
When you use the Forgot Password link you will receive a temporary password via .
Approval is now paperless, executed through GERS.
You will submit all receipts/bills through:
Scan and attach the receipt/bill images and then attach the files during the GERS Save and Submit process.
Take a picture and attach the receipt/bill images and then attach the files during the GERS Save and Submit process.
There are few things that have changed. In my opinion for the better.

3. Registering Your Account
The first step to start using GERS is to register your account.

4. Registering Your Account
You will receive an containing a link to GERS. You can also access GERS from any computer with internet access by entering the following address in your browser:
**Turn off browser pop-up blockers prior to starting the registering process.
On the IBM GERS Direct window, select Register Now. A series of message boxes appear.
*Note: Do not close any of the message boxes. The system will stop running if the message boxes are closed.
Already received link.
Click here to register

5. Registering Your Account – cont.
A New Registration-Select Employee dialog box appears.
3. Enter your Employee Number. The Employee Number field is nine digits. U.S. users must enter leading zeros before the employee number so that it is nine digits in length. For example, the U.S. employee number would be entered as **Exclude any assignment numbers (the -2/-3 etc at the end of your employee number used for timesheets.
4. Enter your Last Name.
5. Select your Country
6. Click Ok. A message appears, followed by the New User Registration screen.

6. Registering Your Account – cont.
7. Review the information. If your Middle initial is not filled in, enter it. Click Next.
8. Enter your contact Phone number. Click Next.

7. **You will receive an email from your approver.
Registering Your Account – cont.
9. To select your Approver, enter the last name or partial last name and click Look Up.
**You will receive an from your approver.
Remind that b/c many of the product people are multi-branded they will only report to one supervisor.
10. Select the name from list, Click Ok. The name appears in the Approver field.

8. 12. Click Ok. Registration is complete.
Registering Your Account – cont.
11. When you are done, click Submit Registration Request. The system registers your information. A confirmation message appears.
This completes the first step of registering.
12. Click Ok. Registration is complete.

9. Registering Your Account - Changing Password
You will receive your temporary password via . Return to the GERS log on screen and use your temporary password to log in. You will then be prompted to change your password.
1. On the IBM GERS screen, enter your employee number in the User ID field. The User ID field is nine digits. U.S. users must enter leading zeros before the number so that it is nine digits in length
2. Enter your temporary password. Click Sign In. A series of windows will appear then the change password window will open.

10. Registering Your Account - Changing Password
3. Enter the temporary password in the Current password field.
4. Enter a permanent password in the New password field. The password may contain letters, numbers, or special characters and must be between 6 and 14 characters in length.
This completes the 2nd step of registering
5. Enter the password again in the Re-enter password field.
6. Click Submit Password Change Request. A confirmation message appears.
7. Click Ok.

11. Registering Your Account – cont.
Reviewing Personal Information
Now that you have changed your password, you can return to GERS and log in. You will then be prompted to review/edit your profile information.
1. On the IBM GERS screen, enter your employee number in the User ID field. **Remember the leading zeros
2. Enter your password. Click Sign In.
A series of Connecting boxes appear. Do not close these boxes.

12. Registering Your Account – cont.
3. A logon message appears, read the information and click Ok.
4. You can now review/edit banking information that was previously connected to Concur. Click Bank Information to review.

13. Registering Your Account – cont.
5.) Click the Bank Information (needed) button. The screen expands to display banking fields.
Enter your Bank Name.
Enter the Account Holder (the name on the account).
Enter the Account Number and ABA Routing Number. These numbers can be found on a check, as shown on next slide.
Select the Account Type.
Click Ok. A confirmation message appears.

14. Registering Your Account – cont.
6. Click Next when you are finished editing.

15. Registering Your Account – cont.
7. Review the Personal Account Information. If needed, update your Phone.
8. The Car Allowance field should remain NO.
10. If needed, change your Approver.
9. Click Next
This completes your registration.
11. When you are done, click Submit Request. A confirmation message
12. Click Ok. You will then be taken back to the main page.

16. Creating an Expense Report
Now we are going to go over creating an expense report.

17. 1) Click ‘Create a new expense report’
Creating an Expense Report
1) Click New or select Create a new expense report from the Actions pane. The Report Information dialog box appears.
1) Click ‘Create a new expense report’

18. Creating an Expense Report
2) Enter the Report Name. It should always have the Month and Year the report is covering.
3) Change the report purpose to Internet; Internet/Mileage/Parking etc depending on the activities of the month.
4) Click Finish

19. Creating an Expense Report
A blank expense report form appears. The report name appears in the title bar. You can now start entering Out of Pocket Expenses. Out-of-pocket expenses are those paid with your own cash or a personal credit card.
To enter expenses click on the Out of Pocket Expenses bar. This drop down list will display categories for expenses. To expand a category click on the + next to the category.

20. For Product Experts Only
Creating an Expense Report
Below are the only categories you will be using.
All Users
For Product Experts Only

21. Creating an Expense Report
When the appropriate expense is selected the detail window for the selected expense displays. The fields on this window vary depending on the expense you chose.
Enter the expense detail, including the Date, Amount, Merchant, Business Reason, etc. Red asterisks indicate required fields.
4. Enter the Merchant/Provider. GERS remembers what you entered in previous reports.
1. Enter the date of the receipt/bill
2. Enter the amount
All fields with a red asterisk are required fields.
3. Choose Yes from the Receipt Included drop down list
5. Enter the Business Reason. Home Office Internet, Parking while attending training etc.
6. Click Apply to add expense to your report.

22. Creating an Expense Report - Entering Mileage
Select Mileage usage with Personal Car from the Out of Pocket Expenses drop down list. The Mileage detail window will appear. Enter all the information.
3. Enter the Business Reason. Mileage attending seasonal update/seminar.
1. Enter the date of travel
2.When you enter the Miles driven, the Amount will automatically calculate based on the standard corporate rate.
4. Enter the Origin and Destination.
5. Click Apply to add expense to your report.

23. Creating an Expense Report
It is good practice to save your report as you work. Click Save to save a draft of your report.
After completing and clicking Apply on each expense detail screen, your expenses will appear in the spreadsheet of your report home screen.

24. Attaching Receipts and Submitting Reports

25. Submitting an Expense Report
Click the Save & Submit button on the tool bar. The Save & Submit Report Window displays.

26. Each expense that requires a receipt is listed.
Attaching Receipts
Each expense that requires a receipt is listed.
1. Select the checkbox “The receipts may be attached by a scanned file…”
2. Click Attach Receipts

27. Attaching Receipts 3. In the Attach Recipts window Click Browse.
**Note: Supported file types include TIF/TIFF, JPG/JPEG, PDF, BMP, GIF and PNG.
3. In the Attach Recipts window Click Browse.
5. Click OK.
4. Locate the desired files, select and Click Open.

28. When all receipts are attached Click Next.
Attaching Receipts
When all receipts are attached Click Next.
On the Attach Receipts button you will see a number in parentheses (1), this is the number of receipts you have attached.

29. Submitting an Expense Report
The Summary and Submission window appears.
Review the Message
When you have reviewed and are sure the report is correct Click Save & Submit. A copy will be sent to your approver for review. Remember once submitted the report can not be changed.

30. 2. Click Print. A print selection window will appear.
Printing an Expense Report
Please print a hard copy of all reports for your records. You do not need to send a copy to the NYO.
1. Select the report you wish to print from the list on the Welcome Screen.
2. Click Print. A print selection window will appear.
3. Select Transmittal Page with Summary and Details and then Click Print.

31. Reminders about GERS
Passwords can now be reset using the “Forgot Password” link on the login page. **Do not contact Katie, Janna or for password resets.
Keep a hard copy for your records.
You can scan receipts or take a picture. Supported file types include TIF/TIFF, JPG/JPEG, PDF, BMP, GIF and PNG. Receipts should be in chronological order.
For technical issues contact
If you have questions please contact your supervisor or Katie.