FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation October 28th, 2008

2. Today’s Topic • We’ll be taking a look at… • Entering Non-Travel related expense reimbursements

3. Today’s Presenter • Bob SicoliSAP Trainer for the Johns Hopkins Health System

4. Session Segments • Presentation • Bob will show you how to enter Non-Travel related expense reimbursements • During Bob’s presentation, your phone will be muted. • Q&A • After the presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Bob will answer as many of your questions as time allows.

5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At the end of this FastFacts session, we’ll ask you to complete a short survey. • Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Entering a Non-Travel Expense Reimbursement

8. Agenda Today we will cover … • What is a non-travel expense? • Entering expense reimbursements for non-travel expenses. • Sending the invoice image to Accounts Payable Shared Services. Scenario: Anna attended a one day seminar in DC and needs to be reimbursed for conference fees, parking, and mileage.

9. 1. What is a Non-Travel Expense?

10. Definitions of Non-Travel Expenses What is a Non-Travel Expense? - Non-Travel Related Exp - a form for entering expenses into SAP. When do I use this form? - When you have an expense or expenses that were incurred in a ONE DAY timeframe, not an overnight stay. - Can also be used to combine non-travel expenses for a larger period of time (such as mileage over a period of time in which you have a log kept outside of SAP).

11. 2. Entering a Non-Travel Expense Reimbursement

12. WebGUI and WinGUI The screen shots in this presentation will be displayed using the WebGUI interface in the Johns Hopkins version of SAP. This process is the same in the WebGUI and WinGUI. The main differences are in accessing the modules and the navigation buttons.

13. Entering a Non-Travel Expense Reimbursement Access the Travel Manager

14. Change the personnel number, if necessary. Entering a Non-Travel Expense Reimbursement

15. Change or search for the personnel number, if necessary. Entering a Non-Travel Expense Reimbursement

16. Enter the search criteria and press Start search. Entering a Non-Travel Expense Reimbursement

17. Select the personnel number from the list by double clicking. Entering a Non-Travel Expense Reimbursement

18. After you enter or locate the personnel number, click the green check. Entering a Non-Travel Expense Reimbursement

19. Verify that you are in the ‘Travel Manager’ file for the person you want. Entering a Non-Travel Expense Reimbursement

20. Click ‘Create Travel Expense Report.’ Entering a Non-Travel Expense Reimbursement

21. Choose the trip schema Non-Travel Related Exp from the dropdown. Entering a Non-Travel Expense Reimbursement

22. The Non-Travel Expense Report form will appear. Enter the date of the expenses and a reason for trip. Entering a Non-Travel Expense Reimbursement

23. Click the Alternative Cost Assignment for Entire Trip, If Different to Master CA button and then the Cost Distribution button. Entering a Non-Travel Expense Reimbursement

24. When the pop-up appears, enter the ‘% Distrib.’ and ‘Cost Center’ or Order number and click the green check. Entering a Non-Travel Expense Reimbursement

25. If there is mileage that needs to be reimbursed, expand the ‘Mileage and Per Diem Reimbursement’ section and enter the miles. Entering a Non-Travel Expense Reimbursement

26. Scroll down to the ‘Expense Receipts’ section. Entering a Non-Travel Expense Reimbursement

27. Choose the type of receipt to reimburse from the dropdown menu. Entering a Non-Travel Expense Reimbursement

28. Enter the amount and other required information and click ‘Transfer.’ Entering a Non-Travel Expense Reimbursement

29. If there is another receipt, choose the type of receipt to reimburse from the dropdown menu. Enter the amount and other required information; then click Transfer. Entering a Non-Travel Expense Reimbursement

30. Continue to enter your receipts until you have them all in the system. Click the ‘Results’ button to print a copy of the report. Entering a Non-Travel Expense Reimbursement

31. The amounts of the report will be totaled. Click ‘Tools’ → ‘Print.’ Entering a Non-Travel Expense Reimbursement

32. In the WebGUI, make sure the ‘Output Device’ is LPDF – Frontend Printer. Click the green check. Entering a Non-Travel Expense Reimbursement

33. A PDF document will be created that you can print. Close the windows to exit. Use the back button to return to the expense report. Entering a Non-Travel Expense Reimbursement

34. When you click the ‘Save’ button the first time, a trip number will appear. You must click the save button again to submit for approval. Entering a Non-Travel Expense Reimbursement

35. Clicking ‘Yes’ will submit your expense report for approval. Entering a Non-Travel Expense Reimbursement

36. 3. Sending the invoice image to Accounts Payable Shared Services.

37. Here is the information Accounts Payable Shared Services needs to process you expense report: All receipts must be taped down to 8 ½ x 11 sheet of paper, unless the receipt is an 8 ½ x 11 sheet of paper. Include the ‘Trip #’ on the top right hand corner of each page of receipts. Receipts are to be numbered according to the expense number assigned on the expense report. Entering a Non-Travel Expense Reimbursement

38. You must send an image copy of the receipts to Accounts Payable Shared Services. Two options: 1. The preferred option - scan your document to create a PDF document and save it on a drive or your computer. Then store it as a business document against the expense report. (Directions to follow). 2. The second option - fax it to Accounts Payable Shared Services using the fax cover sheet found at: http://ssc.jhmi.edu/accountspayable/forms.html Look for the Travel & Business Expense Reimbursement Supporting Documentation Cover Sheet in the ‘Travel Forms’ section. Follow the guidelines for faxing at the bottom of the form. Entering a Non-Travel Expense Reimbursement

39. Storing a Business Document to an Expense Reimbursement Save the scanned image to your computer. Access the expense report again by clicking the report link on the ‘Travel Manager’ page.

40. Storing a Business Document to an Expense Reimbursement You can also access the expense report again by clicking on List of All Trips. Then …

41. Storing a Business Document to an Expense Reimbursement Double click on the Travel Expenses for the trip in the Open Trips folder.

42. Look for the ‘Services for Objects’ icon. (WebGUI – upper right, Win GUI- upper left.) Click the paper on the right. Click Create →Store business document. Storing a Business Document to an Expense Reimbursement

43. Double click ‘Travel Expense document-PDF format ONLY.’ Storing a Business Document to an Expense Reimbursement

44. Locate your expense report scanned PDF document and double click it. Storing a Business Document to an Expense Reimbursement

45. After the file loads, click the green check. Storing a Business Document to an Expense Reimbursement

46. You can view the stored document in the ‘Attachment list’ using the same ‘Services for Objects’ icon. Storing a Business Document to an Expense Reimbursement

47. Double click the listed document to view. Storing a Business Document to an Expense Reimbursement

48. A document viewer will appear. Use the page navigation for multipage documents. Use the ‘Back’ button in SAP to return to the expense report. Storing a Business Document to an Expense Reimbursement

49. Use either ‘X’ to return to the expense report. Storing a Business Document to an Expense Reimbursement

50. You do not need to save the document again after you store a business document. Use the ‘Back’ button in SAP to return to the main ‘Travel Manager’ screen. Storing a Business Document to an Expense Reimbursement