Carey Business School Travel & Expense Reimbursement Training

Carey Business SchoolTravel & Expense Reimbursement Training Kristen Gartland Wafa Sturdivant

Table of Contents Overview Preparing Expenses for SAP Entry Access SAP Trip Create a Travel Expense Report • General Trip Data • Activity • Additional Destinations • Alternative Cost Assignment • Comments • Mileage • Meals & Accommodations • Expense Receipts • Verifying Data Entry Attaching Scanned Receipts Submitting to Workflow Check Status Create a Travel Expense Report … With Ref. Delete a Travel Request Questions ???

Guidelines for Reimbursement JHU implemented new Reimbursement policies in January 2014 to be in compliance with IRS Accountable Plan rules: All reimbursements must have one-up manager signature / approval. Expenses must be substantiated (date stamped in SAP Trip) within 90 days from the end of the trip or for non-travel business expenses, 90 days from the date of the 1st receipt. Each expense must have a business purpose and be adequately documented. Carey Finance is responsible for enforcing these rules for Carey employees.

When to use SAP Trip To reimburse an individual’s out of pocket expenses. Local or Overnight Travel Business Meals Non-travel related purchases Do not use SAP trip for: Tuition reimbursement Payments to Vendors, Consultants or Partners Guest Lecturers or Study Participants Non-employee reimbursement Transfers to other JHU entities

Preparing for SAP entry. Organize receipts in date order. Prepare Carey reimbursement template. Provide hard copy of receipts/required documentation and template to one-up manager for approval. Enter receipts in SAP Trip. Scan signed template & receipts. Attach file to SAP Trip Submit SAP Trip to Workflow by hitting “save” 2x.

PERNR Employee Name Trip Details: Date Range Purpose & Destination Insert / Delete or Hide rows as necessary. Budget Number Approved inter-campus mileage Additional documentation not needed! Detail mileage here. Designate roundtrip as “RT Harbor East to Columbia” Insert / Delete or Hide rows as necessary Employee Signature One-up manager OR Budget owner signature

How to access SAP Trip • Accessing SAP • Log into SAP Welcome Screen. • The number of tabs you see is dependent on the security roles you have been assigned. • Click on ECC. A separate SAP window will open.

Establish Settings • Use this to display Subsequent Activities where you can create/change request or expense report for open trips directly from Travel Manager Screen. • Click the Settings icon • Click on Display Graphics • Click on Display all Subsequent Activities • Click on the Continue icon

Other Options from Main Screen Name will change with personnel # Info Center DO NOT USE! Change Personnel Travel Advance Submit Expense Previous Trips

Create a Travel Expense Report Cannot have more than one travel document with the same date Select “Create Travel Expense Report” • Choose Trip Schema • Domestic Trip for overnight travel within the United States • International Trip for overnight travel outside of the United States • Non-Travel Related Exp to reimburse an employee for non-travel out-of-pocket expenses

Domestic/International Trip vs. Non-Travel Expenses • Domestic or International Trip • Use for overnight travel or monthly mileage • Allows for a date range • Domestic defaults with Trip Country as US • Non-Travel Related Expense • Can use for day trips • Allows for one date (not a range) • Non-overnight travel expenses

General Trip Data Select Region: Click list icon Click Display All Values Click Find Double-click on city/region to populate 1 2 3 A 4 5 6 C B • Start of trip: Date you leave home • End of trip: Date you arrive home • First Destin: First place you will visit • Country: Select from list if not US • Region: Select from list • Reason for Trip: Business Purpose for expenses • Travel card holders should enter TRAVEL CARD as the 1st 2 words when entering expenses paid on the JP Morgan Corporate Card. D

Activity Select Activity from drop-down list

Additional Destinations • Additional Destinations • Click the expand icon, to complete • This needs to be completed only if an overnight stay at another location is involved. If it is just a flight layover, do not include as a “destination” • Complete Date, Loc, Region, and Activity

Alternative Cost Assignment • Alternative Cost Assignment • Click the expand icon, to complete • Click to enter cost distribution for the trip • Distribution can be split by percentage over multiple cost objects • Click the check icon. This will check for errors and populate the first line with your cost object. • Click the enter icon to process and return to main screen.

Comments • Comments • Click the expand icon, to complete • This is a free text space where you can add any additional information that would be helpful to the SAP approver. • You can also indicate here that Additional Receipts are being submitted for a previously approved & paid trip.

Mileage 2 1 3 4 Mileage Click the expand icon, to complete each leg of mileage. Use one line per date. OR Enter the total mileage in whole numbers Click icon to change the cost distribution for individual legs of mileage Click to add notes about mileage. Note: Accounts Payable requires that detailed mileage only be entered in one place: Carey travel template, detailed SAP entry or as a note within SAP. It is the traveler’s choice.

Meals and Accommodations / Per Diem Used primarily for International Travel 1 2 • Per Diem • Per Diem is primarily used for International travel to reduce the documentation required with foreign currency. If you are traveling and would like to use Per Diem, please contact Carey Finance. • Check • Expand Deductions. If some of the meals should not be reimbursed to the traveler, check off meals here. For example the conference supplied lunch • Notes: • Once Per Diem is selected, SAP will not allow any meal receipts to be entered. • Per Diem covers all meals and incidentals.

Expense Receipts General • Expense Receipts • Select the Exp. Receipt from the dropdown list by clicking • Expense Receipt category will determine the GL account to be charged. • Select Pd or Pd by JH categories for expenses that were pre-paid by JHU. Pre-paid expenses must be documented and will not be reimbursed to the traveler. These are typically airfare, train and lodging. However, you can also use this category for expenses paid by a colleague or non-JHU partner. • If you selected Per Diem, you cannot enter Breakfast, Lunch, Dinner or Business Meals here. • Once information is complete, select icon to save the receipt. • For receipt dates outside the trip’s date range, press the “Enter” key 2x.

Expense Receipts Airfare 1 2 3 4 5 6 7 8 Airfare Select Paper Receipt Exists. If it does not, please complete a Missing Receipt Affidavit (more later). Enter Amount Enter receipt date. You can enter a date outside your trip date window. Enter Document No. Select Provider from drop-down list. If your air carrier is not found, enter “ZZZ”. Add Comments as necessary. Change Alternative Expense Receipt Cost Assignment if receipt should be charged to a different cost center / IO than the one selected for the trip. Select Transfer to save the receipt in SAP.

Expense Receipts Lodging 1 2 3 4 5 • Lodging • Verify From and To dates. SAP will pre-populate based on the overall trip dates. • The Number field will contain the number of nights stayed. • When a trip involves multiple destinations, verify the date range and number of nights are correct for the receipt being entered. Each hotel / lodging receipt needs to be a separate expense item. • Enter City. This is a free text field. • Enter Country and Region • Enter hotel Provider • If your hotel provider is not found, enter “ZZZ”.

Expense Receipts Lodging – Excess of Max • Lodging in Excess of Max • If you receive the message your lodging expense may need to be itemized: • If funding source does not require per diem (typical): • Enter the entire amount under category Lodging – US in Excess of Max or Lodging – Int’l Excess of Max • If funding source is sponsored or requires per diem (atypical): • Enter the maximum allowed $’s in the Lodging category • Enter the tax $’s in the Lodging – Taxes category • Enter the remaining $’s in the Lodging Excess of Max category, if the department allows this to be reimbursed. Make sure that excess is not charged to a sponsored cost object.

Expense Receipts Business Meal Complete based on attendee list: Partners vs Other is based on preference • Business Meals • All Business Meals must include the following documentation either written in the SAP receipt or included with your signed Expense Template: • List of attendees, affiliation and title • If attendee list is >25, itemized list of guests is not required. Instead provide a copy of the invitation and indicate who was invited. Ex. Number of students, alumni, prospects and/or staff broken out. • Business purpose • Itemized meal receipt • Location of the activity

Expense Receipts Business Meal that includes Alcohol Once you have copied the receipt, leave the rest of this information the same. Business Meal that includes Alcohol Alcohol expense must be broken out separately as a Food/Beverage Unallowable Copy Receipt (next page) Change receipt category to Food/Beverage Unallowable Calculate amount of Alcohol + Pro-rated Tax + Pro-rated Tip **NOTE** Alcohol cannot be paid with Sponsored Funds.

Expense Receipts Copy a receipt 2 1 Copying a Receipt Select the receipt you wish to copy. There should be an arrow next to the receipt Click the copy icon. Update category and other information as needed.

Expense Receipts Change the cost assignment for a single receipt 2 3 1 4 Changing the cost Assignment Select the receipt you wish to copy. There should be an arrow next to the receipt Click Alternative Cost Assignment Click Update cost center or Order. Receipts can also be split between budgets from this screen.

Checking Results Once all receipts have been entered, verify your entries.

Checking Results Verify Mileage • Mileage • Shows the mileage per leg of journey and the reimbursement amount

Checking Results Verify Receipts • Receipts • Total amount of receipts should match the amount listed on your Excel Expense template. • Exception – Additional receipts added to a previously reimbursed trip. • Verify that you have selected the correct category for each receipt. • Paid by Company indicates that you will not be reimbursed for the receipt.

Checking Results Verify Cost Assignment • Receipts • Total amount of receipts should match the amount listed on signed Expense template. • Verify that you have selected the correct Cost Center or Order for each receipt. • Funds center should never equal 1260000098

Attaching Scanned Receipts 1 Attaching Receipts Click icon  Create  Create Attachment

Attaching Scanned Receipts Store Business Document • Attaching Receipts • Click icon  Create  Create Attachment • Click Recent Places • Click on file to select after navigating through file folders. • File name will appear on right. • Click to complete. 3 2 4

Submitting a Trip to Workflow 1 2 4 3 Saving & Submitting to Workflow for Approval Click icon Check box that vacation was not a major consideration of travel. This is required by the IRS. Click Ok. ClickYes to submit to workflow.

Check Status of a Submitted Trip Checking Workflow Click icon  Workflow  Workflow overview

Check Status of a Submitted Trip • Click Information • Shows name of the Carey approver OR, • If pending with AP, name of AP rep. • If there is no workflow, trip has not been submitted for apporval!

Alternative Method for Checking Trip Status • Document Status – Definitions • Request or Trip Completed/To Be Settled • Data has been entered and saved. • Document may or may not have been submitted to workflow • May have one or more approvals – but not all. Can look at workflow to see who has approved and the pending approvers. • Request or Trip on Hold/To be Settled • All departmental approvals have been completed. Accounts Payable has the document for audit. • Request or Trip Approved/Transferred to FI • The audit is complete. Will see a paid date. This is the date the payment is processed not the date the payment will be deposited. Direct deposit goes through the JP Morgan bank, the Automated Clearing House, the employee bank, then posted to the employee account. Click List of All Trips Click the expand icon on Open Trips and/or Paid Trips Click the expand icon for the document to view

Create a Travel Expense Report … With Ref. Allows you to copy travel information & receipts from a previous trip. Click here Select “Create Travel Expense Report … With Ref.” Enter Personnel No. Enter Trip Number Enter Start of Trip – for the new trip Select Adjust Trip receipts and entries as necessary. It only copies SAP entries. Attached files are not carried over.

Delete a Travel Request 2 1 3 To Delete a Travel Request / Expense Report This can only be done to items in the Open Trips Folder Click to highlight the report Click Click The trip will disappear from the folder.

Carey Business School Travel & Expense Reimbursement Training