Web Reimbursement Create a Web Reimbursement

November 8, 2012 For Harvard Business Use Only Page 1 of 12 Create a Reimbursement

HARVARD UNIVERSITY

Create a Web Reimbursement Introduction Purpose

This document explains how to create a web reimbursement for a business-related expense incurred by employees. The following table lists the employee types can be processed through Web Reimbursement and the PeopleSoft pay groups associated with those categories:

Employee Categories PeopleSoft Pay Groups

Monthly faculty MFC

Internal post-docs MIP

Biweekly staff -- Overtime-exempt employees --Overtime eligible (non-exempt)

PFX POU, PON

Weekly trade employees SPC, WPT, WRT

Note: Former employees will remain in the Web Reimbursement vendor file for 60 days after their termination date. After 60 days, if a reimbursement is required, they will need to be set up through the Vendor Request Form and reimbursed in HCOM. All other reimbursements, including the following “non-employee” types, must be processed in the Harvard Crimson Online Marketplace (HCOM). These types and their corresponding PeopleSoft pay groups are:

“Non-Employee” Categories PeopleSoft Pay Groups

Weekly Temporary employees WTM

Less-than-half-time (LHTs) employees (Not a PS pay group)

Hires Pay Groups HRH, HRA, HRM, HRW

Harvard students (stipend) MST

External post-docs MEP

Monthly teaching fellows MTF

Non-paid NPD

Long-term disability LTD

Retiree payrolls RET, RMF

Outsourced payrolls OUB, OUM, OUS, OUW, OWC

Non-employees (Not applicable)

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Note: For information on how to process all other reimbursements in HCOM, see the HCOM Processing Non-Employee Reimbursement Requests Quick Reference on http://eureka.harvard.edu.

Prerequisites

• Expense receipts and other documentation needed to create a web reimbursement • Knowledge of Harvard’s reimbursement policies • A Harvard ID and PIN • Access to the Web Reimbursement responsibility

Helpful Hints

For summary information about Harvard’s reimbursement policies, see Harvard University’s Reimbursement Policies at a Glance on http://eureka.harvard.edu.

Access detailed information at the Harvard Travel Services web site: http://www.travel.harvard.edu/cgi-bin/travel/policies_procedures.php.

Navigation/Topics

To access the Oracle Main Menu, go to http://vpf-web.harvard.edu/applications/ then click Personal Homepage.

Menu: WV Reimbursement > …

If You Want To… Click… See…

Create a new reimbursement request Create Reimbursement p. 2

Create a new web reimbursement using an existing one as a template

Copy Web Reimbursement p. 11

Complete or delete a saved web reimbursement Edit Saved Web Reimbursement p. 12

Oracle 30-Minute Timeout

After 30 minutes of inactivity in an Oracle application, you will be logged off of the system and any unsubmitted data will be lost.

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Create Reimbursement Menu: WV Reimbursement > Create Reimbursement

Enter Supplier Detail

Note: “Reimbursement” will appear in the Transaction Type field when you are creating a reimbursement.

To enter a reimbursee’s name, complete the following required field:

Field Enter Then

Supplier All or a portion of the reimbursee’s last name. The wildcard (percent -%) can also be used. Note: Names will appear in “LASTNAME space FIRSTNAME space [MIDDLE - optional].”

Click to the right of the Supplier field to select the correct supplier.

A list of values appears.

If You Want To… Then

Select a displayed supplier Click the supplier name you want to select. Note: Check the HUID in the Employee number field to confirm that you have selected the correct person.

Modify your search 1. Click the first to select “Supplier” or “Employee ID” as the search value. The wildcard (percent -%) can also be used. 2. Click the second to select a qualifier (e.g. “starts with” or “contains”). 3. Click .

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Note: The Supplier Site will always be “OFFICE” (DIRECT DEPOSIT). You cannot add or change a supplier site. Pay Group designates how reimbursees will receive payment:

“Direct Deposit” – via Direct Deposit “Expense Report”- via check The address fields are not used.

Enter Reimbursement Detail

Complete the following required fields:

Field Name Description

Report Total The total amount of the reimbursement. Note: Do not use dollar signs or commas in web reimbursement amount fields.

Approver All or a portion of the approver’s last name. Note: The system defaults to the preparer’s name unless a different approver is selected via WV User Preferences > Harvard Preferences. Refer to the User Preferences work instruction on http//eureka.harvard.edu for instructions on setting up a new default approver.

Note: Web Reimbursement displays approver names as “Lastname, Firstname.”

If you want to select a different approver, click to the right of the Approver field.

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If You Want To… Then Search for an Approver 1. Click the first to select “Full Name” or University ID”.

2. Click the second to select a qualifier (e.g. “starts with” or “contains”). 3. Click .

Select an Approver Click the link for the approver you want to select. Search using multiple values 1. Click .

2. After defining your search, click . 3. Click to start over.

Enter Web Reimbursement Detail

Complete/review the following required (R) or optional (O) fields:

Fields Name R/O Description

Note to Approver O An optional message to the approver

Requestor O Defaults to the name of the preparer

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Fields Name R/O Description

Business Purpose/Date

R A legitimate business purpose explaining the expense and including the following information: 1. Who incurred the expense 2. What the expense was 3. When the expense was incurred 4. Where the expense was incurred 5. Why the expense is a legitimate part of Harvard’s business IF an entertainment expense: Who else was involved in the expense. The IRS requires Harvard to collect explicit business purposes for reimbursements. If one is not included in the Business Purpose field, the report will be returned to the approver. Click the to the right of the Business Purpose/Date field to open a dialog box to enter your business purpose. Business purposes are limited to 240 characters. Important: Do NOT enter account, credit card, or social security numbers in the Business Purpose; doing so is a violation of security policy.

Following are examples of good business purposes:

• Professor Sanchez attended the ABC conference in Chicago from February 1, 2012-February 3, 2012 for professional development

• Justine Carter, research books for Astronomy 101 class, Harvard Book Store, March 14, 2012 • Dr. Jones went to dinner with Johnson and Sanders to discuss the XYZ Project, May 4, 2012. • Note: The first 35 characters of the Business Purpose will be printed on the reimbursee’s check stub or reimbursement email.

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Complete Web Reimbursement Line Detail

Complete the following required fields:

Field Name Description

Description on Detail Listing

Description of the expense incurred. Note: If you use a general travel object code (7650 or 7670), you will need to itemize the expenses using the Employee Reimbursement/Corporate Card Payment Form (available on www.able.harvard.edu) for items such as airfare, ground transportation, lodging, business meals or other expenses. Information entered in this field will appear on Detailed Listing reports.

Amount Line amount of this expense. Note: The sum of all lines must equal the amount entered in the Report Total field.

Tub The 3-digit tub value to which you want to apply this expense

Org The 5-digit org value

Object The 4-digit object value

Fund The 6-digit fund value

Activity The 6-digit activity value

Subactivity The 4-digit subactivity value

Root The 5-digit root value

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If you want to search for a chart value or view the names associated with the chart values, click on the right of the Root field. The following screen appears:

Perform one of the following to view or adjust Chart of Account coding:

If You Want To… Click

View the changes before accepting

Revert to the original values

Update the reimbursement coding with your changes

Note: You can search for specific values by using the list of values to the right of each chart segment.

Quick Picks

A button labeled QP, for Quick Pick, may appear next to the Root button on the Web Reimbursement Detail screen. This button enables you to select up to 10 33-digit codes to use in your web reimbursement. To create a Quick Pick list, go to WV User Preferences, then select Account Code List and enter your values. Once you have saved this list, the QP button will appear on your web reimbursements. Refer to the User Preferences work instruction on http//eureka.harvard.edu for more information.

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Add Lines or Complete Reimbursement

If You Want To… Then…

Add one or more lines 1. Insert the number of lines you want to add in the field in the Copy column. 2. Click to copy these lines. Note: Modify the description, amount, and coding of each new line as needed. See the Complete Web Reimbursement Line Detail section (pg. 7) for more information.

Delete a line you have added Click in the Delete column.

Submit your web reimbursement Click and then . See Submit a Reimbursement (pg. 10) for more information.

Save your web reimbursement to complete later.

Click . For more information, see Edit Saved Web Reimbursement (pg. 12).

Delete this web reimbursement Click .

Save the information you have entered as a precaution before proceeding

Click .

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Submit a Reimbursement

After you click and then , a confirmation screen appears.

Important: Print this confirmation screen as a cover sheet to go with your receipts. The reimbursee must sign this cover sheet or the Employee Reimbursement/Corporate Card Payment Form (for multiple business purposes), available on ABLE at http://able.harvard.edu/.

Send the cover sheet and all appropriate receipts to your approver after submitting the reimbursement request online. Do not send any documentation to Reimbursements and Card Services before an approver has authorized it.

Be sure to include the total amount of expenses less than $75 for which you are not submitting receipts. .

Next Action

Note: You can begin performing several actions from the Next Action option on the bottom of the Web Reimbursement confirmation screen.

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Copy Web Reimbursement Menu: WV Reimbursement > Copy Web Reimbursement

Note: Employee reimbursements created before the Release 12 conversion cannot be copied.

1. Click the first to select “Number,” “Preparer,” or “Creation date” as the search value. Example: -- ”Preparer” “contains” then enter last name. -- ”Creation Date” “is” then enter the date “DD-MMM-YYYY.”

2. Click the second to select a qualifier (e.g. “is” “starts with,” “contains,” etc.) 3. Click .

Click to search using more than one option.

Note: You can copy any web reimbursement created after the Oracle Release 12 conversion, regardless of its use (payment or a reimbursement) or status (In Process, Approved, or Rejected).

Select the web reimbursement by clicking the number in the WV Num column. The selected web reimbursement

appears. Enter the number of copies you want to make in the Copy column and click .

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Edit Saved Web Reimbursement Menu: WV Reimbursement > Edit Saved Reimbursement

To edit saved web reimbursements, do the following:

If You Want To… Click…

Complete a saved web reimbursement The web reimbursement number that you want to complete

Delete a saved web reimbursement for each web reimbursement you want to remove