1. 10-19-2009

2. Agenda  Review of the Expense System and the Expense System Home Page  Travel Authorization Request  Employee Reimbursements  Allocation & Itemization, Attaching Receipts, Certification, Submission, Approval  Procurement Card  Wrap-up

3. Expense System  The Expense System is a hosted website used to process Travel Authorization Requests, and to prepare and store Procurement Card transactions and employee reimbursements.  For more information, visit https://www.cu.edu/psc/expensesystem/.

4.  Better documentation  Electronic access, processing and approval  Automatic download of Procurement Card and Travel Card transactions  Built-in system audits and edits to reduce manual errors and re-work  Single point of data entry  Faster reimbursements  Digital storage Why use the Expense System?

5. How do you access the Expense System?

10. List of Procurement Card transactions for a month. (Replaces the ACARD System Monthly Statement.) List of personal purchases – travel and non-travel – made by employees or Regents and submitted for reimbursement. (Replaces Payment Voucher and Travel Voucher forms for employee and Regent reimbursements.)

11. Travel Authorization Requests are used to obtain approval for employee, Regent, and non- employee travel when a Travel Authorization (TA) is required – i.e., for travel outside Colorado or for travel involving an airline or other common carrier. (Replaces the Travel Authorization Program, or TAP.)

16. Profile – Expense Information

17. Profile – Expense Delegates

18. Profile – Expense Preferences

19. Profile – Expense Approvers

20. Profile – Favorite Attendees

21. Delegates  Individual authorized to act, in the Expense System, on behalf of another person. Note: Delegates are not policy specific – that is, a delegate can process both Procurement Card reports and Employee Reimbursement reports for the individual for whom s/he is a delegate. It is up to that individual and the delegate to identify which types of reports should actually be processed by the delegate.

22. Two Types of Delegates  A Prepare Delegate can prepare expense reports (Procurement Card and Employee Reimbursement) for another individual.  An Approver Delegate can approve expense reports on behalf of another individual. (To be an Approver Delegate, the individual must already have approver authority.)  You should NOT act as a delegate in order to create a Travel Authorization Request for another person.  Self Try-It: Setting Delegates

23. Acting as a Delegate

24. Forms With the Expense System, there will be some changes in the use of the following forms:  Travel Authorization Program (TAP)  Travel Voucher (TV)  Payment Voucher (PV)  Official Function (OF)  Alcohol Purchase Authorization (APA)  Unavailable Documentation (UD)  Procurement Card Program forms

25. How does your work change for travel?  TA # from TAP  Per diems from website  Receipts from trip  Travel Voucher (TV)  File Expense System

26. Itineraries show a schedule of departure and arrival times/dates, with destinations, for a business trip. Used to identify meal and incidental expense per diem allowances.

27. Travel Authorization Request – Try It Group Creating Travel Authorization Requests for Employees Creating Itineraries Self Creating Travel Authorization Requests for Employees  – OR - Creating Travel Authorization Requests for Non-employees Creating Itineraries

28. Building Your Report  Report Header  Adding Expenses  Out of Pocket  Company Card Transactions  Attaching Receipts  Allocating and Itemizing  Set/Review Approval Flow  Certify/Submit  Approval

29. Employee Reimbursement with TA – Try It Group Employee Reimbursement with a TA – Completing the Report Header Self Adding Company Card Transactions Adding Out-of-Pocket Transactions Entering Lodging Transactions

30. Employee Reimbursement (No TA) – Try It Self Employee Reimbursement without a TA – Completing the Report Header Entering Mileage Transactions

31. Employee Reimbursements and the General Ledger 1 – Journal ID = APES + 6 digits assigned by Finance System 2 – Journal Date = Date that reimbursement received final approval by PSC 3 – Journal Source Code = ESE 4 – Journal Line Description = Expense Report Name

32. Employee Reimbursements and the General Ledger 5 – Vendor = Employee Name 6 – Journal Line Reference = Voucher # 7 – Invoice # = CUES + Report Key (No TA) or CUES + TA# (With TA) 8 – Invoice Date = Report Creation Date

33. How does your work change for receipts, signing and approval?  Paper Documentation  Sign TV/PV/monthly statement  Approver signs TV/PV/monthly statement  Retain paper copy Expense System

34. Expense System – Try It Self Allocating and Itemizing Transactions Attaching Receipts by Fax  - OR - Attaching Receipts by Scan Certifying and Submitting Expense Reports  - OR - Approving Expense Reports

35. Tracking Reports – Active Work

36. Tracking Reports – View & Edit

37. Tracking Reports – Expense Report List

38. How does your work change for Procurement Card?  Reallocate in ACARD System  Monthly statement from ACARD  Receipts from purchases  File Expense System

39. Building Your Report  Report Header  Adding Expenses  Company Card Transactions  Attaching Receipts  Allocating and Itemizing  Set/Review Approval Flow  Certify/Submit  Approval

40. Procurement Card – Try It Self Procurement Card – Completing the Report Header Adding Company Card Transactions Entering Official Function Transactions

41. Procurement Card and the General Ledger 1 – Journal ID = ESP + 7 digits assigned by Finance System 2 – Journal Date = Date that procurement card report was fully approved by the campus 3 – Journal Source Code = ESP 4 – Journal Line Description = Business Purpose of transaction 5 – Journal Line Reference = Empl ID of Cardholder

42. Wrapping Up  Do you have questions?  Remember your resources  https://www.cu.edu/psc/expensesystem https://www.cu.edu/psc/expensesystem  Finance & Procurement Help Desk  303-837-2161  Online Assessment  Welcome to the Expense System!