Welcome to State of Michigan Time & Expense Processing

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

2. 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. TransactionLedger 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 This report can be used to find Expenses, Advances or Adjustments individually or all three at once. This report can be used at fiscal year end for finding unpaid expenses that may need to be recorded as an accrued liability. 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). 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. TransactionLedger 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 Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report. Payment/Expense From and To dates and Transaction type filters used to specify report criteria. Click ‘Select’ to run the 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.

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

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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 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. You can also select by error code range or severity. Click ‘Select’ to run the report.

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. More on Exception Report Filtering • 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.

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

23. Exception Report Field Details

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

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. Receipts Required Report Field Details

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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. 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. 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 Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report. You can filter records based on Expense Dates range. Click ‘Select’ to run the report.

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

37. Routine Travelers With No Expenses Report – Field Details

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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.