1. Welcome to State of Michigan Time & Expense ProcessingReports Tutorial Brought to you by the Office of Financial Management

2. List of Available Web Reports List of Available Web Reports Transaction Ledger Report (Slide 3) Exceptions (Error/Warnings) Report (Slide 16) Receipts Required Report (Slide 25) Routine Traveler with No Expenses Report (Slide 32)

3. Transaction Ledger Report This report has multiple uses. It is helpful for review of processed expense reports and where they were charged. It can be run to list only expense or advance requests that have been paid. In addition, it can be run to list all expense or advance requests that have not yet processed 1.This report can be used to find Expenses, Advances or Adjustments individually or all three at once. 2.This report can be used at fiscal year end for finding unpaid expenses that may need to be recorded as an accrued liability. 3.The report can be run to include coding block information, omit coding block information, or provide coding block totals only (without Expense Reimbursement request details). 4.When using this report, a manager, has the option of selecting ‘My Employees” to limit the displayed reports to their direct reports. After payroll runs, this report can be run to show all of the expenses and advances processed during the pay period. This is done by entering the Pay Period Paid Date in both of the Payment Dates boxes.

4. Transaction Ledger Report This report is used to display the expense and advance transactions for entered criteria for a requested date range and can be run to include or exclude coding block details. The dropdowns on the report windows will be populated with only the departments, agencies and tkus for which the user has security scope as defined in DCDS.

5. Transaction Ledger Report Statewide access employees can view the transaction log for employees reporting to them (or for employees they have delegated security over) Finance users can view coding block information for expense charges and establishing year end payables Users can perform the following functions:

6. Accessing Reports Mouse over ‘Statewide’ and ‘Reports’. This will access the Reports Listing. Select the ‘Transaction Ledger’ Report.

7. Transaction Ledger Report Reports can be requested with/without the coding block associated to each expense or advance. Coding block summaries may be printed by Department without the expense or advance details. Payment/Expense From and To dates and Transaction type filters used to specify report criteria. Click ‘Select’ to run the report. Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

8.  Users may choose payment date and/or expense date range criteria to filter the records. For example, if the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only data associated with expense reports that had expense dates in the month of January, 2010 are shown.  Users may also choose to further filter the reports by providing a paid date range. If specified, only expenses and advances that were paid in the date range would be shown. (A Pay Date range is required if the user wishes to view Advance data.)  When Print CB total(s) only is selected, no detailed transactions will be retrieved for the report. Instead, the dollar amount for all transactions meeting the selection criteria will be summed by coding block. MORE ON TRANSACTION LEDGER REPORT FILTERING

9. Transaction Ledger Report Print Coding Block Details

10. Transaction Ledger Report Omit Coding Block Details See the following page for Transaction Ledger Report field details.

11. Transaction Ledger Report Field Details NameDescriptionValidationComments Run DateSystem DateRead-onlyHeader Page Number Read onlyHeader DepartmentThe department number and description for the records requested Read-onlyHeader AgencyThe agency number and description for the records requested Read onlyHeader TKUThe TKU number and description for the records requested. Read onlyHeader Payment Date Range The range of pay dates for which the report will be created. Read-onlyHeader Expense Date Range The range of expense dates for which the report will be created. Read-onlyHeader. Format: mm/dd/yyyy EIDThe employee identifier for whom the transactions are displayed. Read-only Emp NameThe employee name.Read-only SupervisorThe name of the Supervisor that requested the report. Read onlyHeader. This field will only be populated when the My Employees checkbox was used as a selection criterion. Outstanding advance at the beginning of the report timeframe. The outstanding advance amount for the employee prior to any impact by the transactions in the remainder of the report. Read onlyAdvance data will only be included in the report when a pay date range is included in selection criteria. TypeDisplays the transaction type i.e. expense or advance Read onlyBody -Advance data will only be included in the report when a pay date range is included in selection criteria.

12. Transaction Ledger Report Field Details - Continued IDExpense, advance or adjustment ID Read onlyBody Ver.The version of the transactionRead onlyBody Curr. Ind.The current Indicator shows whether this version of the transaction is the current, active one. Read onlyIn case an adjusted transaction exists beyond the chosen date range for the report, all the versions shown on the report would have Curr. Ind. as N. From - ToThe expense from and to datesRead onlyBody. Format: mm/dd/yyyy - mm/dd/yyyy Payment dateThe date on which the expense or advance was paid to the employee. Read onlyBody Nature of Business The business reason for the transaction Read onlyBody. Expense Amount The total expense amount for the reimbursement request. Read onlyFor adjustments, this represents the differential amount payment between the adjusted version and the previously processed version. Liquidation by Expense Displays the amount of outstanding advances that were liquidated as part of the expense report or manual deposit Read onlyBody NameDescriptionValidationComments

13. Transaction Ledger Report Field Details - Continued Original Advance Amount The advance amount for the advance request. Read onlyAdvance data will only be included in the report when a pay date range is included in selection criteria. Outstanding Advance Amount Displays the outstanding advance amount after the liquidations associated with the current transaction. Read onlyBody Advance data will only be included in the report when a pay date range is included in selection criteria. StatusThe status of the transactionRead onlyBody NameDescriptionValidationComments

14. Transaction Ledger Report Print Coding Block Totals Only

15. Transaction Ledger Report Print Department Coding Block Totals Only

16. Exception (Error) Report This report is for use in monitoring warning and errors on Expense Reimbursement requests. It can be used to determine if there a consistent pattern of exceptions for an agency, TKU or employee. If an employee has a warning on an Expense Reimbursement request it can be submitted, approved and will process. If an employee has an error on an Expense Reimbursement request it can not be submitted*, approved* nor will it process*. –*If the Dept. and Agency has elected to allow Coding Block errors, an Expense Reimbursement request with coding block errors will be able to be submitted, approved and processed. Any other error will stop the progress. The My Employees box can be checked to include only employees assigned to the supervisor on the report. The Errors radio button may be selected to include only Expense Reimbursement requests with errors (and not warnings) on the report. Error codes between can be used to narrow the search to specific errors.

17. Exception (Error) Report Users can perform the following functions:  Managers and statewide access users can view the exceptions for the expense and advance reimbursements submitted by employees  The dropdowns on the report windows will be populated with only the departments, agencies and tkus for which the user has security scope as defined in DCDS

18. Accessing Reports Mouse over ‘Statewide’ and ‘Reports’. This will access the Reports Listing. Select the ‘Exceptions’ report.

19. Exception Report You can also select by error code range or severity. Click ‘Select’ to run the report. Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report. This section allows you to filter by date ranges.

20.  Users may choose payment date and/or expense date range criteria to filter the exception reports. If the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only the exceptions associated with expense reports that had expense dates in the month of January, 2010 are shown.  Users may also choose to further filter the reports by providing an error code range. If specified, the error code range enables the user to view only those exception reports whose error codes lie in the range. Exception Report Filtering

21.  The records will be displayed in ascending order by Department, Agency, TKU, employee last name and employee first name by default  There will be page breaks when department, agency and TKU change  The query that produces the report data will only include current version of each expense report. Since the adjusted version of an expense report would be paid on a different day than the original version, this needs to be considered when including a Payment Date Range in the selection. More on Exception Report Filtering

22. Exception Report See the following page for Exception Report field details.

23. NameDescriptionValidationComments Run DateSystem DateRead-onlyHeader Page Number Read onlyHeader DepartmentDepartment number and description as of the last travel date for the records displayed Read-onlyHeader Payment Date Range Range of pay dates for which the report was created. Read-onlyHeader AgencyAgency number and description as of the last travel date for the records displayed Read onlyHeader Expense Date Range Range of expense dates for which the report was created. Read-onlyHeader TKUTKU number and description as of the last travel date for the records displayed Read onlyHeader SupervisorName of Supervisor that is requesting report Read OnlyHeader. This field will only be populated when the My Employees checkbox was used as selection criteria. NameThis column displays the employee name Read onlyBody Format = last name, first name middle name Emp IDThis column displays the 6 or 7 digit employee ID Read onlyBody Status This column displays the 4 digit Status Read onlyBody Exception Report Field Details

24. Exception Report Field Details - Continued Expenses FromDisplays the beginning date from the Expenses Report ID tab Read onlyBody. Fomat: mm/dd/yyyy Expenses ToDisplays the end date from the Expense Report ID tab Read onlyBody. Format: mm/dd/yyyy Nature of Business Displays data from the Nature of Business field on the Expense Report ID tab Read onlyBody Error CodeDisplays the error code for the exception Read onlyBody Error DescriptionDisplays a short description for the error in the expense report. Read onlyBody SeverityThe severity level of the exception. Read onlyBody Error SourceDisplays the tab and line item (where applicable) on which the exception occurred. Read onlyBody NameDescriptionValidationComments

25. Receipts Required Report This report is used to identify expense reports that have not been audited. This report can be used to select Expense Reimbursement requests for post audit. An Expense Reimbursement request is marked audit complete by clicking the “Audit Complete” button on the expense tab. An expense request is noted audited on the History tab (“AUD”). Expense Reimbursement requests that have been audited will not appear on the receipts required report. Add reference to FMG section regarding documentation and audit.

26. Receipts Required Report The Receipts Required Report displays expense reports that have been submitted, but have not been marked ‘Audit Complete’ on the Expenses tab by a Financial User. The dropdowns on the report windows will be populated with only the departments, agencies and tkus for which the user has security scope as defined in DCDS.

27. Click ‘Select’. You can filter records based on Payment and Expense Date ranges. You can select which employees should be included in the report based on Employee Audit Methods. Receipts Required Report Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

28. Users may choose payment date and/or expense date range criteria to filter the exception reports. If the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only the exceptions associated with expense reports that had expense dates in the month of January 2010 are shown. Users may also choose to further filter the reports by pre or post audit or both. If specified, the user will view only those records based on the value in the audit configuration. MORE ON RECEIPTS REQUIRED REPORT FILTERING

29. Receipts Required Report See the following page for Receipts Required Report field details.

30. NameDescriptionValidationComments Run DateSystem DateRead-onlyHeader Page Number Read onlyHeader DepartmentDepartment number of the records requested Read-onlyHeader Payment Date Range Range of pay dates for which the report will be created. Read-onlyHeader AgencyDepartment number of the records requested Read onlyHeader Expense Date Range Range of expense dates for which the report will be created. Read-onlyHeader TKUTKU number of the records requested Read onlyHeader SupervisorName of the supervisor that is requesting the report Read OnlyHeader. This field will only be populated when the My Employees checkbox was used as a selection criterion. NameThis column displays the employee name Read onlyBody Format = last name, first name, middle name Emp IDThis column displays the 9 digit employee ID Read onlyBody Receipts Required Report Field Details

31. Pre AuditDisplays ‘N’ if employee is not Pre Audit or ‘Y’ if employee is Pre Audit Read onlyBody Expense IDThis column displays the expense ID Read onlyBody Expenses FromDisplays the start date from the expense report ID tab Read onlyBody Expenses ToDisplays the end date from the expense report ID tab Read onlyBody Expense Payment Date Displays the date of the Expense Payment Read onlyBody Nature of Business This column displays the Nature of Business data from the expense report ID tab Read onlyBody Expense Type This column displays Travel or Non Travel data Read onlyBody Expense Amount This column displays the total expense amount from the expense report Read onlyBody- field is calculated StatusThis column displays status of the expense report Read onlyBody Status can be APRW, RJCT, XTCT, HSNT, PROC NameDescriptionValidationComments Receipts Required Report Field Details – Continued

32. Routine Travelers With No Expenses Report This report assists in identifying “missing” Expense Reimbursement requests for employees who are considered routine travelers. This report identified routine travelers that have not submitted expense reimbursement requests within the specified timeframe. 1.If the employee has no expense reports in the date range entered, the report will display the last Expense Reimbursement request that has been, submitted, approved or processed for that employee, along with the status of the report. 2.The routine traveler designation is assigned in DCDS using the Parameters, Personnel Data, Employee Expense Profile menu.

33. Routine Travelers With No Expenses Report Routine Travelers With No Expenses Report displays employees who are identified as routine travelers in their employee expense profiles that have not submitted an expense report for the range of expense dates entered by the user. The dropdowns on the report windows will be populated with only the departments, agencies and tkus for which the user has security scope as defined in DCDS.

34. Routine Travelers With No Expenses Report Filtering The report will break on Department, Agency and TKU The records will be displayed in the ascending order of the Department, Agency, TKU, Employee last name and Employee first name

35. Routine Travelers With No Expenses Report Click ‘Select’ to run the report. You can filter records based on Expense Dates range. Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

36. Routine Travelers With No Expenses Report See the following page for Routine Travelers With No Expenses Report field details. The report shows the last time this routine traveler traveled. This helps to show if an expense reimbursement report may be needed.

37. NameDescriptionValidationComments Run DateSystem DateRead-onlyHeader Page Number Read onlyHeader DepartmentDepartment number of the records requested Read-onlyHeader Expense Date Range Range of expense dates for which the report will be created. Read-onlyHeader AgencyAgency number of the records requested Read onlyHeader TKUTKU number of the records requested Read onlyHeader SupervisorName of Supervisor that is requesting report Read OnlyHeader. This field will only be populated when the My Employees checkbox was used as a selection criterion. NameThis column displays the employee name Read onlyBody Format = last name, first name middle name Emp IDThis column displays the 9 digit employee id. Read onlyBody Emp StatusThis column will display the employee’s 2 digit HRMN status, as of the date the report is being run. ReadBody Last Expense ID This column displays the expense report ID that contains the most recent expense date. Read onlyBody Routine Travelers With No Expenses Report – Field Details

38. Routine Travelers With No Expenses Report Field Details Continued Expense FromDisplays the start date from the Expense Report Id Tab associated with the Last Expense ID Read onlyBody Expense ToDisplays the end date from the Expense Report ID Tab associated with the Last Expense ID Read onlyBody Expense Pmt Date Displays the pay date the employee was reimbursed for the expense report associated with the Last Expense ID Read onlyBody This field will only be populated when Status is XTCT, HSNT or PROC. Nature of Business Displays the Nature of Business from the Expense Report ID Tab associated with the Last Expense ID Read onlyBody Expense TypeDisplays Travel or Non Travel IDRead onlyBody Expense Amount Displays the total expense amount from the expense report associated with the Last Expense ID Read onlyBody- Expense StatusDisplays the status of the expense report associated with the Last Expense ID Read onlyBody Status can be APRW,RJCT, XTCT, HSNT, PROC NameDescriptionValidationComments

39. Where To Get Help Users with questions or needing help should call the OFM Help Desk at: 517-373-6222 1-800-856-6246 (not local) At the welcome message press “8” then press “3” for HRMN Payroll/DCDS.