Welcome to State of Michigan Time & Expense Processing Employee Expense - No Advance (Multi Day Trip) Tutorial

1. Welcome to State of Michigan Time & Expense Processing Employee Expense - No Advance (Multi Day Trip) Tutorial Brought to you by the Office of Financial Management

2. Expense Entry – No Advance (Multi Day Trip) • This tutorial will illustrate the web process that will allow users to enter details of travel or non-travel expenses incurred without an advance. • The amount due to the traveler will be added to the next payroll warrant or EFT

3. Employee Expense Entry Scenario Toussaint Gibas attended a three day Conference in Benton Harbor from Tuesday - Thursday. He departed from Lansing on Tuesday at 7:00 a.m. and returned on Thursday at 6:30 p.m. He drove his own car, lodged at Holiday Inn Express for two nights and expensed meals per standard travel regulations. Total expenses of $303.19 will be reported, per documentation of receipts. He did not have an advance for this trip.

4. Since the trip involves staying overnight, the times for each day will vary. Day 1: Departure time is the actual time that you left for the trip (7:00 a.m.) and the return time will be (11:59 p.m.) indicating you did not return that day. Day 2: Departure time is (12:00 a.m.) denoting an overnight stay and the return time will also be (11:59 p.m.) Day 3: Departure time is still (12:00 a.m.) and the return time will be the actual time you returned from the trip (6:30 p.m.) The following two screens will illustrate the times. Departure And Return Times

5. Detail Entry Note: The old DMB-23 form allowed user to document travel data and submit for further processing. The new employee entry method allows user to enter this data directly in MI Time & Expense on the web. • Two methods can be used for entry: • Detail method -Enter each expense detail line by day recording 12 separate entries. (shown here) • Recurring dates method -Enter expense detail by expense type using recurring dates, creating 6 entries as shown on the next slide. Note: Combo Meals are available for entry, if allowed by your Agency.

6. Expense Type Entry 2) Shows the same expenses arranged by Expense Type, for use with the recurring dates method. This tutorial will demonstrate the entry of the expenses listed below using the detail method for mileage and the recurring dates method for meals and lodging. Six entries will be entered but 11 detail lines will be created. ‘To Mileage’ and ‘Vicinity Miles’ will be combined into one line. This is the most efficient way to enter these expenses. 1< 2- 3- 4- 5- Note – Per VTS Travel Regulations: Breakfast Travel must commence PRIOR to 6:00 AM and extend beyond 8:30 AM Lunch Travel must commence PRIOR to 11:30 AM and extend beyond 2:00 PMDinner Travel must commence PRIOR to 6:30 PM and extend beyond 8:00 PM 6-

7. Home Page After log-in the Home Page will display. For employee entry, select Employee then Expenses. The Expense List Page will display.

8. Expense List Page Employee information can be displayed by clicking on name anywhere in the application. To create an Expense Request click on the ‘Create New Expense’ button.

9. Expense Entry – ID Tab Dates can be entered or selected using the Calendar. 3/25/2010 3/23/2010 Conference Enter From/To dates for travel expenses. Enter Nature of official business for expense. Processing Timeframes will show the last process datesandpay dates.

10. Expense Entry – ID Tab Continued 2194 The Request IDissystem generated. Click ‘Expenses’ tab. EnterUserevent description for expense. Travel expenses for Mileage, Lodging & Meals. Select your Expense type. Note: Select only if Out of state travel required. If selected, the authorization codes will activate. Highlight one or more. Click ‘Save’. Saved successfully Note: Appropriate error messages can occur and will be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error)

11. Expense Entry – Expenses Tab There are two areas: Expense Details and Expense Summary. Expense Summary will display the expense details after each one has been applied. Expense Details is used to enter the information for each expense item for the trip.

12. Expense Entry – Expenses Tab Continued Starting with mileage to Benton Harbor & vicinity miles: For Date - leave the default date, unless it is incorrect. LANSING Michigan BENTON H Michigan From - Enter city where the trip started (traveler’s work location). This can be typed in or selected using the drop down arrow. To - Enter the destination city. This can be typed in or selected using the drop down arrow. Note: If the city is not in the drop down, type it in. Then use Mapquest to determine the mileage and enter it in the Miles field.

13. Expense Entry – Expenses Tab Continued Overnight – Enter Yes as this is trip involves an overnight stay. This is used to determine taxability of meals Departure - Enter the time of day you left for the trip, or select from the dropdown list. Leave AM. 7:00 11:59 Return - Enter the time of day you returned on this day. If overnight, enter 11:59. Leave PM. Note: The Round trip box should only be checked if the expense is for a round trip ticket or for mileage for a single day trip.

14. Expense Entry – Expenses Tab Continued Note: Benton Harbor is a Select City or high cost city that allots for a higher expense rate, per receipts.VTS LINK For Expense Type select Mileage, Standard - In State Non Tax (Tax Treatment),from the dropdown. Once selected, the system will populate the Miles & Total Miles using the standard distance set by VTS. The Common Miles will change to ‘YES’ and the Reimbursement amount will be calculated using the correct rate. Then enter the Vicinity Miles. Vicinity miles are miles driven around Benton Harbor. Once user tabs out, it recalculates. (Vicinity Miles could also be entered on a separate line) Mileage Standa 123 0 0 28 151 0 123 YES Note: The standard rate appears. 44.53 54.66 0.362 Vicinity miles to and from restaurants. Note: Miles can be overridden if needed, if so, Common Miles changes to ‘NO’. Click ‘Apply’ to store data up in the Expense Summary Section. Comments is used to enter additional information for the expense and is required for vicinity miles. If expense default rate is exceeded, a comment is also required.

15. Expense Entry – Expenses Tab Continued Next, enter meals - starting with lunch. For Date you can enter multiple dates or select more than one date for recurring expenses. Using the calendar select 3/23 - 3/25. This is done by holding “CTRL” on the keyboard and clicking on each date. Tab when complete. Note: The information you entered for the first expense is now in the Expense Summary section and it shows the amount for Total Expenses. For Expense Type select from the dropdown. There is only one expense type for each meal type. Taxability, select city and type of travel will be determined systematically. Edits also exist to determine whether the Departure and Return times meet the Statewide Travel Regulation guidelines for the meal type. 03/23/2010, 03/ 03/23/2010 Lunch – Select 8.75 6.59 Once data entry is complete click ‘Apply’. For Reimbursement amount, enter the amount from the receipt for the expense. (first lunch)

16. Expense Entry – Expenses Tab Continued Note: The multiple dates entered for lunch created three lines, one for each day. The times and amounts will have to be changed for the last two. We will show this later. Next, enter Dinner: For Date change to day 1 and 2. 03/23/2010, 03/ 03/23/2010 For Expense Type select from the dropdown. Dinner – Sel City 10.37 21 For Reimbursement amount, enter the amount from the receipt for the expense. Click ‘Apply’ to store the information up in the Expense Summary section.

17. Expense Entry – Expenses Tab Continued Note: The multiple dates entered for dinner created two lines, one for each day. The departure time and amount will have to be changed for the last one. Next, enter Lodging: leave day 1 and 2. 03/23/2010, 03/ Lodging, Select For Expense Type select from the dropdown. 65 71.18 Lodging - reimbursement @ Holiday Inn Express $65 + 6.18 taxes. For Reimbursement amount, enter the amount from the receipt for the expense. Enter Comments for the taxes on lodging. Click ‘Apply’ to store the information in the Expense Summary section:

18. Expense Entry – Expenses Tab Continued Note: The multiple dates entered for lodging created two lines, one for each day. The departure time will have to be changed for the last one. Next, Enter Breakfast: For Date change to day 2 and 3. 03/24/2010, 03/ 03/23/2010, 03/ Change Departure. 12:00 7:00 Breakfast, Selec For Expense Type select from the dropdown. 8.75 5.00 For Reimbursement amount, enter the amount from the receipt for the expense. Click ‘Apply’ to store the information up in the ExpenseSummary section.

19. Expense Entry – Expenses Tab Continued Note: The multiple dates entered for breakfast created two lines, one for each day. The return time and amount will have to be changed for the last one. Finally enter the return Mileage: Enter the return day date and reverse the From and To cities. Enter the Return time. For Expense Type select from the dropdown. BENTON H 3/25/2010 BENTON H LANSING LANSING 6:30 Mileage, Standa 122 0 0 122 0 YES Click ‘Apply’. 0 44.16 0.362

20. Expense Entry – Expenses Tab Continued Note: The details entered for mileage are in the Expense Summary section showing the total expenses for the trip. Note: Next, you will have to select the 2nd & 3rd lunch lines separately and change the Departure time to 12:00 AM. Day 3 the Return time is the actual time you returned. Also change lunch amounts to match your receipts. Now we will show how to change the time and amount for the second lunch, select Line 3. 8.75 6.59

21. Expense Entry – Expenses Tab Continued 7:00 12:00 For Departure change to 12:00. 7.25 6.59 7.58 For the Reimbursement amount, enter the amount from the second lunch receipt. Click ‘Apply’ to make the changes in the Expense Summary section.

22. Expense Entry – Expenses Tab Continued Click ‘Coding Block’ tab. Note: The changed amount for lunch on line 3. Also lines 4, 6, 8 & 10 were changed in the same manner, but to save space the changes were not shown in this tutorial. Note: Total expenses amount equals the Travel Expense Voucher total. Saved successfully Click ‘Save’.

23. Expense Entry – Coding Block Tab Users with access can view or assign coding blocks by expense line items for the current reimbursement request. Simply click each box by the expense line item that will be changed. Finally, click ‘Summary’ tab. Check Select All when assigning all expense line items to a specified coding block. Coding Block can be changed in this section, then click on Update Check Rows to apply changes.

24. Expense Entry – Summary Tab Totals shows the Total Expenses, Total Advance Liquidated and the Total Due To Employee. Summary by Category shows the total for each category of expense. Summary by Coding Block shows totals by each coding block used. Once the summary has been reviewed users can print the summary or details. Click the ‘Submit’ button to initiate the approval process. Submitted successfully Employees route supporting documentation to their supervisor using the ‘Print Summary’ as a cover sheet or follow agency specific guidelines.

25. Approval Process Once the Expense has been submitted, it will enter the approval path appropriate for your agency and the Action Code will show SUBM. An email may be sent to the first level approver to inform them of the needed action. As long as the expense request is in SUBM status it can be modified by the initiator or the first level approver. (See Expense Modification/No Advance tutorial). As it goes through the approval process the Last Action will change until it has been completely approved. To view the Action code and History of the expense request click on the History tab.

26. Expense Entry – History Tab ’Previous Page’ will return user to the ‘Expense List Page’ Note: Status: Contains the approvals that still remain for the expense to be paid. Version shows the number of times the expense request was modified after being submitted the first time. Action Codeshows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the userid that performed the action. Action Date is the date and time the listed action was done.

27. Expense List Page The expense now displays on the ‘Expense List Page’ with an Expense ID. Expenses will be displayed once saved. Last Action will also show appropriateAction Codes.

28. History Tab – Payroll Cycle Processing Inquiry The History tab looks like this after the expense has been fully processed by HRMN. Note: Status: “Processed” indicates that the expense has been completely approved and processed.

29. Earnings Statement Note: This Travel Expense reimbursement was processed and paid for the above Payment Date. The Description will list expenses by Category.

30. 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. We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial.

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