1. Expense Report Training
smartdata.gen2

2. Expense Reporting Overview User login User roles
Agenda
Expense Reporting Overview
User login
User roles
Viewing and approving Expense Reports
January 2014
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3. Expense Report Management Introduction
The expense reporting feature allows Smith College to do workflow-based expense management. The expense report workflow and approval steps are defined by the College to help meet their expense approval business needs.
Expense Report Features and Work Flow Process
Create Expense Report & Select Transactions
Split & Allocate Transactions
Add Mileage & Cash Expenses
Submit
for Approval
Approving Manager can reject or approve
Closing Finance Group can reject or close the report
January 2014
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4. https://smartdata.jpmorgan.com/
User Login
Application Access: Click, type or copy and paste the link below into your browser (save as a favorite for easy access)
You will receive two s from MasterCard Worldwide. One containing your User ID and the other one containing a temporary Password.
User IDs and Passwords are case-sensitive.
Use these credentials to login for the first time. You will be prompted to change your password and enter additional data.
HINT: Copy and paste the temporary password from the into the application.
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5. User Login: New Password and Security Questions
Enter the temporary password (copy and paste)
Create a new password – must be 8 digits and contain at least 2 numbers
Choose a password reset Security Question from the list and enter your answer
Click Submit
You will now be prompted to setup 3 Challenge Questions and Answers
You will be required to answer one randomly selected Challenge Question each time you login
NOTE: User IDs and Passwords are case sensitive.
January 2014
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6. Approver Login: Home Screen – User Role
Approvers will likely have multiple ‘User Roles’ in smartdata.
Level Manager with your department name – Allows you to approve expense reports for your direct reports as well as monitor transaction activity for same
Level Manager with your only your name – Allows you to approve your own expense reports created by a reconciler as well as view your own transactions
Cardholder – Allows you to create your own expense reports
NOTE: if someone is creating expense reports on your behalf you will not have a cardholder role and will only have the level manger role(s)
Click on the drop down link on the home page to toggle between the different user types and the screen will refresh to display that role
Future logins will default to the role you were using when you last logged out.
January 2014

7. Approving Expense Reports: Selecting and Viewing
From the Program Activity Section on the Home Page you will see a list of Expense Reports Pending Approval
Up to five expense reports are displayed on this screen. If you have more click the View All > hyperlink to go to the Expense Report List screen to view all reports pending your approval
Click on the blue hyperlink to view the expense report you want to approve
You will receive an notification when a cardholder submits an expense report requiring approval
January 2014

8. Approving Expense Reports: Reviewing
You will see a summary view of the Expense Report
Use the Progress Panel to navigate to the Split and Cost Allocate screens so that you can view details for each transaction
You can also use the progress panel to navigate to the Mileage and Cash screens to review that detail if applicable.
January 2014

9. Approving Expense Reports: Reviewing Cost Allocation
Clicking on the Expand All link opens all of the transactions at once for reviewing
Clicking on the Collapse All link closes the allocation screens
You can also click on the allocation icon to view one transaction at a time
Once opened, review the FOAPAL coding and description detail entered by the cardholder in the account allocation screens.
If the coding needs to be updated you can reject the Expense Report on the Review Tab which sends the Expense Report back to the cardholder so they can make changes.
January 2014

10. Approving Expense Reports: Viewing Receipts
View receipt images that may be attached to the expense report by clicking on the View Receipt Icon.
While viewing the receipt image you can Print or Download the receipt
January 2014

11. Approving Expense Reports: Approving, Rejecting, Printing
Once you have reviewed the Expense Report details navigate to the Review screen
Here you have the option to Approve or Reject the Expense Report. You can also Schedule a PDF version of the Expense Report to be created.
Click Schedule to create a hard copy of the Expense Report and all images attached. It will be delivered to your smartdata Inbox.
Click Approve to approve the Expense Report. The Expense Report will be routed to the Finance Department for closing.
Reject the Expense Report by entering information for the rejection in the comments box and then clicking the Reject button. This sends the Expense Report back to the cardholder for further editing.
January 2014

12. Approving Expense Reports: Expense Report List Screen
Once you Approve or Reject an Expense Report you will be taken to the Expense Report List Screen shown below.
It will be filtered by Expense Reports that are currently assigned to you for approval. If you have none pending, there will be nothing listed. If you have additional reports to review and approve, click on the blue link for each one to view and continue the approval process
Uncheck the Assigned box and click Search to view a list of all Expense Reports and their status.
Expense Reports you just approved will show the pending Approver as the Closing Group.
This screen may be accessed at any time by choosing Manage Expense Reports from the Financial Tab on the Home Page.
January 2014

13. Viewing all transactions and Expense Report Summary report
You can view all transactions for cardholders in your hierarchy at any time by navigating to the Account Summary menu option on the Financial Tab
Filter the view by date range and transaction status as needed and click Search
There are reports that will provide information regarding the status of Expense Reports:
Account Status
Approver Summary Expense Report
From the Reports Tab choose Schedule Report to run these reports. They will be delivered to your smartdata inbox.
January 2014