Expense Management
Quick Reference Guide
Table of Contents
1
General .................................................................................................................................................. 3
1.1 Access ............................................................................................................................................ 3
1.2 Training for Online Expenses (Employees) .................................................................................... 3
1.3 Training for Cheque Request (Non Employees) ............................................................................ 3
1.4 Original Receipts ............................................................................................................................ 3
2
Workflow ................................................................................................................................................ 4
2.1 Pending Individual Approver ........................................................................................................... 4
2.2 FYI Error During Approval .............................................................................................................. 4
2.3 Report Requires Information .......................................................................................................... 4
2.4 Incorrect Reports Coming in for Approval ...................................................................................... 5
3
Expense Report Entry .......................................................................................................................... 6
3.1 Report Contains Errors ................................................................................................................... 6
3.2 Employer Pays You Totals Incorrect Value .................................................................................... 6
3.3 Personal Car Mileage ..................................................................................................................... 6
3.4 Spreadsheet ................................................................................................................................... 6
3.5 Delegate ......................................................................................................................................... 7
3.6 Charging Instructions Change ........................................................................................................ 7
3.7 Cash Advance ................................................................................................................................ 8
3.8 Payment Methods ........................................................................................................................... 8
3.9 Banking Information ........................................................................................................................ 9
3.10 Spreadsheet Entry .......................................................................................................................... 9
4
Travel Forms ....................................................................................................................................... 13
4.1 Travel Approval Form (RBHS) ...................................................................................................... 13
4.2 Travel Order Form (Rutgers) ........................................................................................................ 13
Table of Contents
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1
General
1.1
Access
To access the tool
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Log on to my.rutgers.edu and click on Log In (right corner).
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Once in, go to the Finance section (you may need to click on the More box in the center bottom to
see more options).
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Click on Expense Management.
1.2
Training for Online Expenses (Employees)
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1.3
Training for Cheque Request (Non Employees)
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1.4
Web-based training is located at
o Go into https://onlinelearning.rutgers.edu/canvas .
From there, click on Canvas Login
Sign in with your NetID and password
Go into Dashboard on the left
Click on Expense Management Course Pathway
Click on Modules
The section EX010 has the tutorial for Enter and Submit Expense Reports
Web-based training is located at
o Go into https://onlinelearning.rutgers.edu/canvas .
From there, click on Canvas Login
Sign in with your NetID and password
Go into Dashboard on the left
Click on Expense Management Course Pathway
Click on Modules
The section EXS010 has the tutorial for Check Request Submittal
Original Receipts
The Original receipt required column tells you what items need receipts. It does not stop you from submitting
your expense report. It is up the department if originals need to be saved. Also, there is no need to send
anything to Accounts Payable.
General
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2
Workflow
2.1
Pending Individual Approver
The expense report will go into this status when and only when there is an issue with the approval workflow.
Following are the recognized reasons:
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2.2
Submitter doesn’t have a valid approver assigned. In this case a finance approver is required to
resolve the issue
Submitter has a finance approver but the hierarchy is causing a loop. Need to break a loop.
When anyone sees this issue please report with their person record details and their approver
details so that it can be resolved immediately.
FYI Error During Approval
This happens when the expense report submitter doesn’t have any finance approver assigned. When this
error occurs reach out to the help desk with the following information
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2.3
Person record of self – full name, personnel number
Person records of finance approver – full name, personnel number
Report Requires Information
When an approver sends back the report to the submitter owing to incomplete or lack of any information
the report comes back and is displayed in the notification space of the submitter and it reads that the
manager has requested for more information. In this case:
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Open the expense report from the notification and not through the standard way in which expense
reports are accessed
Enter information and attach any missing receipts.
Put in a comment
From actions select submit information
Note: Field values cannot be edited when a report is sent back for information. If a detailed change is
required the process to be followed is:
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Withdraw the report or ask the approver to reject the report
Access the report through expenses module to correct the required fields
Re submit with completely correct information
Workflow
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2.4
Incorrect Reports Coming in for Approval
In case approvers are getting reports that are not from their department for approval:
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Note down the person who has sent this report
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Check the expense template if it is correct. There are 2 segregations here:
o
Rutgers Business Unit Expenses Template
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All other templates – these are only relevant to athletics. Anyone who selects any template
other than the one mentioned above, the report will be routed for approval to athletics
department.
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If the template is correct check if the report has project in expense lines. If yes are you the project
manager for that project? If yes then the report has come to you correctly
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If there are no projects and the template is correct you’ve been set up incorrectly as someone’s
approver. Please reach out to the help desk with this information:
o
Workflow
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Person records of the person submitting the expense report
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Expense Report Entry
3.1
Report Contains Errors
If this error pops up at the time of submitting the expense report:
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Check all the expense items of your report to see whether any of the fields have been missed out.
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Some of the fields that are easy to miss:
3.2
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Justification – Pops up later and is not always present. Appears when there is a policy
violation. So the user will need to re-enter the expense item and fill in justification in case
there is a policy violation
o
Starting and Ending point – these are mandatory fields for mileage type of expense item
o
Project Related – If project number is entered it is mandatory to enter the task number. In
case there are no tasks to be found, contact help desk and log a ticket.
Employer Pays You Totals Incorrect Value
In case on the expense report header level (place where the submit button can be seen) the user sees 2
different total and one of them seems incorrect check:
3.3
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If Domestic Meals Per Diem type is used anywhere check if by removing that amount the total
matches
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If yes then it is ok and the system will take care of the total and the money reimbursed will be
correct.
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If it is not the case then reach out to help desk and raise a ticket
Personal Car Mileage
When you begin the expense, you must choose a date after 9/1 even if the charge is before. In the
description field, note the real date of the charge and explain that you needed to use a post 9/1 date in
order to enter it.
3.4
Spreadsheet
We have found that the first time you use the spreadsheet, it will not show. So you have to create an
expense in the tool and just Save it. Once you do, you can go into the Spreadsheet option and it will show
up.
Expense Report Entry
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3.5
Delegate
To enter expense report as a delegate one needs to be set up as a delegate first. For that the person who
is delegating needs to perform these steps:
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Select task icon and click on Manage Delegates
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Click on + symbol once inside the Manage Delegates Screen
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Search for the person using their e-mail address
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Confirm the delegate selection and save and close
If the person cannot be found they might be missing a valid e-mail ID. Raise a ticket with help desk for this
3.6
Charging Instructions Change
Expense Report Entry
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The account string can be changed by clicking on
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Once it is clicked on, it will drop down to show the individual string segments
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The one segment you do not change is Account since that indicates the type of expense you
selected.
next to the account number
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3.7
Cash Advance
Important point to note is:
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Cash advances may only be submitted by employees, not delegates.
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To enter cash advance that was used form before go-live
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Choose expense type Travel – Other and enter advance as a –ve line amount.
o
3.8
Payment Methods
Expense Report Entry
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3.9
ACH-BOA-PPD = direct deposit to employee bank account from Rutgers Bank of America account
Check BOA -= check payment from Rutgers Bank of America account
Wire = wire payment (no need to use this one)
Banking Information
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3.10 Spreadsheet Entry
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Click on the Task icon and choose Create Expense Items in Spreadsheet
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A screen will pop up wanting to open CreateExpenseItems.xlsx. Click OK.
Expense Report Entry
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Excel will open and you will need to click on Enable Editing.
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A box will pop up asking if you want to connect. Click Yes.
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Log in to Rutgers CAS with your Net ID and password.
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The following screen will show up indicating that is loading.
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The spread sheet will pop up and then the fields can be populated. Some are drop down boxes.
Once completed, click on Create Expense Items and Upload Expense Items.
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This option is not available for MAC OS users
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Travel Forms
4.1
Travel Approval Form (RBHS)
You would go to my.rutgers.edu and click on Log In (right corner). Once in, go to the Finance section (you
may need to click on the More box in the center bottom to see more options). Once you see Finance, the
first box on the left is Accounts Payable and Travel Forms.
4.2
Travel Order Form (Rutgers)
Thanks for your inquiry. Please continue to use the old Travel Order website in order to confirm your travel
reservations with the approved Travel Agencies. If at all possible, please manually write-in the new G/L
string visibly somewhere on the face of the Travel Order form. If the travel is related to a Project, please
manually write-in the project string (instead of the G/L string) along with the project number, if available.
You may complete the rest of the Travel Order form in the same manner as usual.
Currently we working on modifying the Travel Order form to comply with the new system. Until then, please
temporarily use this procedure for your Department’s travel arrangements when applying the Direct Billing
Option for travel.
Travel Forms
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