Preparing an eReimbursement

1. Preparing an eReimbursement Procurement Services Summer 2012

2. Course Description • This course describes the eReimbursements functionality in eProcurement • It demonstrates how employees create and submit eReimbursements to receive payment for expenditures they make on behalf of the University of Washington

3. Introduce yourself! Name? Department? Level of familiarity with eProcurement? What are you hoping to take away from today’s class?

4. Ariba Overview • Ariba is a suite of spend management software applications which helps companies order, pay and track spending

5. What are eReimbursements? • New form in the eProcurement system • Used for reimbursing employees for expenditures made on behalf of the University of Washington up to $3500 • Should be used instead of department revolving funds, petty cash, and check request for qualifying purchases

6. What eReimbursements are not! • Not a replacement for eTravel • Not for equipment over $2000 • Not intended to pay employees or individuals: • Supplemental income • Incentives • Stipends • Prizes • Awards • Gifts Used strictly to reimburse for purchases the employee has made on behalf of the UW

7. eReimbursements - Payment Methods • If using payroll direct deposit, you can choose to have reimbursements direct deposited into the same account • If not using payroll direct deposit, you will receive reimbursements by check, mailed to a designated campus box number

8. Create an eReimbursementFrom the Ariba home page, click CreateReimbursement

9. eReimbursements – Title Page Payee (reimbursee) Direct deposit

10. eReimbursements–Title Page Details • Title - Provide a meaningful title for your department • Payee - Choose the payee (who is being reimbursed) • Food or beverages • If the items are food/beverage, indicate if the budget is food approved • If no, then the 1798 form must be on file in your department • Food reimbursements are subject to per diem rates • Include list of attendees in the comments box on the summary page • Preferred payment method • Defaults to direct deposit into the Payee's bank account, but can be changed to check • If Payee is not receiving payroll direct deposit, paper check will be sent even if direct deposit is selected • UW Box Number - must be completed regardless of payment method

11. eReimbursements – Add Items Choose the appropriate tax status Click Add to add the item to the reimbursement

12. Add Item - Details • Expense Description - Brief description of what was purchased • Business Purpose - Explain how the purchase is for UW business (for audit purposes) • Amount - Enter the amount to be reimbursed (this includes sales tax paid) • This can be the total of several receipts or broken down by receipt • Was Tax Paid • If tax was paid on this item/receipt click “yes” • If tax was not paid on a taxable item choose “no” and system will apply use tax of 9.5% on the total amount (use tax amount can be over-ridden) • If item is not taxable, specify the justification in the comments box • Choose Budget Number and Account Code (other codes are optional fields) • Click Add to add the item to the reimbursement

13. Add More Items • Users can add additional items by completing section 2 again and clicking Add • Users can edit items by clicking [select] • Users can copy and edit the items already added • This feature can be used to split accounting charges based on dollar amount • Once all items are added and editing complete, click Next

14. Split Accounting – Copy Item Click checkbox next to item, then click Copy

15. Split Accounting – Click select to Edit Click selectto edit item

16. Change Amount and Account Code • Clicking [select] on the previous screen leads to this editing screen • Once finished editing, click “OK”

17. Add Attachments Upload scanned receipt(s)

18. Add Comments and Attachments • Add any comments, such as use tax justification • Click Add Attachment to upload scanned receipt(s); reimbursements <$75 do not require receipts but consult with your administrator for your department’s process • Do not include personal information like bank account details or address information in either the comments field or on the attachments • This is an open access system, meaning anyone with netid access to eProcurement (Ariba) will be able to see the comments and attachments

19. eReimbursement Summary Tab Review the reimbursement for accuracy - double check the payee name, and amounts click Submit

20. Approval Flow • Every budget has a Funding Approver • Funding Approvers are added to Approval Flow based on ASTRA role • Payee is added to Approval Flow only if they are not also the preparer • Ability to add ad hoc approvers or watchers • ASTRA roles for Compliance Approver and Watchers are available but not required

21. Approval Instructions • Once the eReimbursement is submitted, an email notification request is automatically sent to the approver • Contains a direct link to approve the request • Approver can click the link to view the request and approve it or deny it • Optionally, the approver can: • Login to eProcurement from the Procurement Services home page using the Click to Access UW eProcurement quick link • Click on the eReimbursement Tab • Click on the eReimbursement ID or Titlelink under To Do • Review and click Approve or Deny • Provide comment and click OK • If the individual being reimbursed did not prepare the eReimbursement, then they will also need to login to approve before payment is released • By initiating or approving your reimbursement you are indicating the purchases were made on behalf of the University of Washington

22. Sample email users will receive if they need to approve an eReimbursement

23. Where to Get More Information • email eprocure@uw.edu • Procurement Customer Services Phone 206-543-4500 • Procurement Services eReimbursements Web Page http://f2.washington.edu/fm/ps/xr-overview • University Scanning Policy http://f2.washington.edu/fm/ps/tools-for-reconciling/scanning/ariba

24. In this course, we covered…. How to create and submit eReimbursements to receive payment for expenditures made on behalf of the University of Washington

25. Thank you! • You will receive a post-course survey froma member of the Procurement Customer Services team • We ask kindly for your feedback to help enhance future trainings