employee expense reimbursement student guide

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Infinite Visions Enterprise Edition (IVEE)

Employee Expense Reimbursement Student Guide

COURSE PREREQUISITES

• None

COURSE OVERVIEW This guide was written specifically for clients using the Employee Expense Reimbursement module. This guide focuses on the setup required in Infinite Visions, Working with Expense Reimbursement Requests, Reporting, and the Employee Entry of Expense Reimbursement Requests in the iVisions Web Portal.

• Overview

• Process Expense Reimbursement Requests

• Create Expense Reimbursement Reports

• Enter Expense Reimbursement Requests

Copyright ©2019

Tyler Technologies, Inc.

Revised: June 2019

This document applies to Infinite Visions Enterprise Edition Accounting version 2019.1 software. The data used to illustrate the reports and windows may include names of individuals, companies, brands, and products. All these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or window images are examples only and reflect how a typical customer would install and use the product.

Infinite Visions Enterprise Edition is a registered trademark of Tyler Technologies, Inc.

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS iii TABLE OF CONTENTS

Table of Contents EXPENSE REIMBURSEMENTS IN IVISIONS WORKFLOW ........................................................................................ 5

COMPLETE EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS ................................................................................................ 5

Overview ......................................................................................................................................................................................... 5

Add an Expense Reimbursement Request ...................................................................................................................................... 6

Entering Expense Detail .................................................................................................................................................................. 7

INFINITE VISIONS SETUP ....................................................................................................................................... 9

USER SECURITY....................................................................................................................................................................... 9

Overview ......................................................................................................................................................................................... 9

Update User Security ...................................................................................................................................................................... 9

PAYROLL USER ROLES ........................................................................................................................................................... 10

Overview ....................................................................................................................................................................................... 10

Update Payroll User Role .............................................................................................................................................................. 11

APPROVERS .......................................................................................................................................................................... 12

Overview ....................................................................................................................................................................................... 12

Update Approver Record .............................................................................................................................................................. 12

EMAIL ALERTS ...................................................................................................................................................................... 13

Overview ....................................................................................................................................................................................... 13

EMPLOYEE EXPENSE TYPES USER DEFINED FIELDS ................................................................................................................. 13

Overview ....................................................................................................................................................................................... 13

EMPLOYEE EXPENSE REIMBURSEMENT TYPES ....................................................................................................................... 13

Overview ....................................................................................................................................................................................... 13

Add an Expense Type .................................................................................................................................................................... 13

EXPENSE REIMBURSEMENT ACTIVITIES ................................................................................................................................. 15

Overview ....................................................................................................................................................................................... 15

Add Employee Expense Reimbursement Activity ......................................................................................................................... 15

PURCHASING & PAYABLES DEFAULT SETTINGS ..................................................................................................................... 16

Overview ....................................................................................................................................................................................... 16

Adjust Purchasing & Payables Default Settings ............................................................................................................................ 16

REPORTING ......................................................................................................................................................... 19

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS iv TABLE OF CONTENTS

CREATE EMPLOYEE EXPENSE REIMBURSEMENT REPORTS ..................................................................................................... 19

Overview ....................................................................................................................................................................................... 19

Create an Employee Expense reimbursement Report ................................................................................................................. 19

PROCESS EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS ............................................................................. 23

REVIEW MY WORKFLOW (INFINITE VISIONS OR IVISIONS WEB PORTAL) ............................................................................... 23

Overview ....................................................................................................................................................................................... 23

View Expense Reimbursement Requests ..................................................................................................................................... 24

PROCESS EXPENSE REIMBURSEMENT REQUESTS ................................................................................................................... 24

Overview ....................................................................................................................................................................................... 24

CREATE AN INVOICE ............................................................................................................................................................. 26

Overview ....................................................................................................................................................................................... 26

Create an Invoice .......................................................................................................................................................................... 26

CREATE SUPPLEMENTAL PAY ................................................................................................................................................ 27

Overview ....................................................................................................................................................................................... 27

Create a Supplemental Pay ........................................................................................................................................................... 27

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS 5 EXPENSE REIMBURSEMENTS IN IVISIONS WORKFLOW

Expense Reimbursements in iVisions Workflow Introduction Employees who have been given access (See “Payroll User Roles” on page 6) are able to submit non payroll related expense reimbursement requests through the web portal. This section focuses on how to enter an expense reimbursement request.

COMPLETE EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS iVisions ESS > Expense Reimbursements

Overview The Employee Expense Reimbursements grid displays all expense reimbursement requests submitted and their current status. From the grid, add, edit, view, and delete requests.

From the Actions menu, the following commands are available:

COMMAND DESCRIPTION

Copy Expense Reimbursement Select this command to copy request information from the selected record in the grid to a new request.

Print Select this command to view a PDF copy of the request to print or save.

Approval Log Select this command to display the approval log for the selected record in the grid.

Expense Reimbursement Reports Select this command to specify report parameters.

Section Topics

• Complete Employee Expense Reimbursement Requests


Activities (Required)

Add an Expense Reimbursement Request

Employee Expense Reimbursements window

From the Employee Expense Reimbursements grid, click the Add button on the tool bar. The Add Reimbursement window displays.

From the Actions menu, the following command is available:

COMMAND DESCRIPTION

Manage Documents Select this command to add, view, or delete documents (i.e., receipts, invoices).

Add Reimbursement window


The Expense # field is auto populated once an expense detail line is added.

In the Expense Date field, enter the date or select the date from the calendar when the expense occurred.

In the Employee Name field, choose Wire, Barb. The names displayed are for those employees who are assigned access to enter reimbursement requests.

If access to enter expense reimbursement requests for all employees in your DAC has been assigned, select name as applicable (See “User Security” on page 5)..

From the DAC dropdown, select Capital City Elementary School. This field is auto populated if assigned to a single DAC.

From the Activity Description dropdown, select Travel. Only those activities defined in Purchasing & Payables > Configuration > Employee Expense Reimbursement Activities display.

A new activity description can be entered if the field does not require a selection from the predefined list (See “Expense Reimbursement Activities” on page 9).

In the Notes field, type any additional notes.

Entering Expense Detail From the Expense Type dropdown, choose Lodging.

The Description field is auto populated based on the selected Expense Type.

In the Unit Price field, type “$50.00” (unit price displays if defined with Reimbursement Expense Type). This is a required field.

The Instructions field displays any pertinent information about submitting the selected type of expense.

If the Requires an Attachment checkbox is marked, be sure to attach the document( s) as required. Attach the appropriate documents using the Manage Documents command (See Figure , “Manage Documents,” on page 4).

If your district has defined specific fields regarding the Expense Type, choose the User Defined Fields tab to enter additional information.

In the Qty field, type “1”.


From the Account dropdown, select 001.00.100.5720.

Leave the Grant Project field blank.

From the User Defined Travel Region dropdown, select In‐State.

Click Save.

From the Actions menu, select Manage Documents. The Manage Reimbursement Documents window displays.

Manage Reimbursement Documents window

From the Doc Type dropdown, select Invoice.

In the Notes field, enter yesterday’s date.

In the Get Attachment window, click Select.

Get Attachment window

Browse to C:\InfiniteVisions\FileAttachments\TCM\Money, Owen Lodging Receipt.

Select the document and click Open (or double‐click on the document).

In the Get Attachment window, click Upload. The uploaded document(s) display in the Manage Reimbursement Documents grid.

Close the Manage Reimbursement Documents window.

Mark the Submit for Approval checkbox to route the expense reimbursement request through the approval process once the request is completed and you click OK.

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS 9 INFINITE VISIONS SETUP

Infinite Visions Setup Introduction The Employee Expense Reimbursements module (license key required) allows employees to submit expense reimbursement requests for non‐payroll related items through iVisions Online Workflow > Employee Resources > Expense Reimbursements.

This section focuses on providing an overview of the necessary Infinite Visions Setup for the Employee Expense Reimbursement process.

The following areas in Infinite Visions should be reviewed for any required set up for

the expense reimbursement process.

• User Security

• Payroll User Roles

• Approvers

• Email Alerts/User Defined Fields

• Purchasing and Payables Default Settings

The Employee Reimbursement Requests Defaults display only if the district has purchased the Employee Reimbursements module and the license is turned on.

• Employee Expense Reimbursement Types

• Employee Expense Reimbursement Activities

USER SECURITY Security > User Security

Overview It is necessary to update user security options for users entering reimbursement requests for all employees in DAC.

Activity (Required)

Update User Security In the Users grid, double‐click a user record to open in edit mode.

Section Topics

• User Security

• Payroll User Roles

• Approvers

• Email Alerts

• Employee Expense Types User Defined Fields

• Employee Expense Reimbursement Types

• Expense Reimbursement Activities

• Purchasing & Payables Default Settings


Edit User Security window

On the P & P Security Options tab, mark the Allow Exp Reimb Entry for all Users in DAC checkbox.

Click OK.

PAYROLL USER ROLES Security > Workflow Configuration > Payroll User Roles

Overview On the Payroll User Roles Emp Maint. Security tab, the Expense Requests field must be marked with Full Access to allow Payroll/HR users to mark the Enter Reimbursement Requests checkbox on an Employee's record.

Only Employees with the Enter Reimbursement Requests checkbox marked on their Employee Maintenance display in the Expense Reimbursement Employee Name dropdown.


Activity (Required)

Update Payroll User Role In the PR User Roles grid, double‐click a user role to open in edit mode.

Choose the Emp. Maint. Security tab.

Add User Role window

From the Expense Requests dropdown, select Full Access. Selecting this option displays the Enter Reimbursement Request checkbox on the employee record in Payroll/HR > Employees > Employee Maintenance.

In Payroll/HR > Employees > Employee Maintenance, the Enter Reimbursement Request field can be updated for selected records in the grid by selecting Actions > Shortcuts > Mass Update Records.

A PR/HR user assigned a payroll user role with full access to Expense Requests, allows them to mark the Enter Reimbursement Requests checkbox on an Employee's record..

Click OK.


APPROVERS Security > Workflow Configuration > Approvers

Overview Once an employee has submitted a reimbursement request, it can follow the same approval process defined for requisitions or can be submitted directly to the employee’s supervisor.

The Expense Reimbursement Type is defined in Purchasing & Payables > Configuration > Purchasing and Payables Default Settings as discussed in Section 2.

Update approver records to allow approvers to add to the reimbursements approval queue.

Activity (Required)

Update Approver Record In the Approvers grid, double‐click the record to open in Edit mode.

Add Approver window

Mark the Exp Reimbursement Approval checkbox.

If approvers are to be able to edit reimbursement requests from their approval queue, mark the Allow Exp Reimbursement Approver Editing checkbox in Purchasing & Payables > Configuration > Purchasing and Payables Default Settings. Otherwise, the request must be returned to the employee (originator) to make the necessary changes.

Click OK.


EMAIL ALERTS Security > Workflow Configuration > Email Alerts

Overview Upon Implementation of the Employee Expense Reimbursement module, the following email alerts are added to the system:

• Employee Expense Reimbursement Requests to Approve– The system automatically sends an email to each approver with expense reimbursement requests waiting for their approval.

• Approved Expense Reimbursements – The system automatically sends an email to a designated person or group once the expense reimbursement has been approved and converted to an invoice.

EMPLOYEE EXPENSE TYPES USER DEFINED FIELDS Security > Workflow Configuration > User Defined Fields

Overview Use the user defined fields to define up to 20 user defined fields for each Employee Reimbursement Expense Type to accommodate the different types of expenses which can be requested for reimbursement.

EMPLOYEE EXPENSE REIMBURSEMENT TYPES Purchasing & Payables > Configuration > Employee Expense Reimbursement Types

Overview Use this program to add a predefined list of expense reimbursement types, which can be attached to expense reimbursement activities as applicable.

Activity (Required)

Add an Expense Type From the Employee Expense Reimbursement Types grid, click Add New

Record on the tool bar. The Add Expense Type window displays


Add Expense Type window

In the Description field, enter a description to identify the type of expense (e.g., per diem, gas, hotel, etc.). This is a required field. Mark the Locked checkbox to prevent edits to this field in the portal.

In the Quantity field, enter a default number, if applicable. Mark the Locked checkbox to prevent any edits to this field in the portal.

In the Unit Price field, enter a default dollar amount for reimbursement for this type of expense. Mark the Locked checkbox to prevent any edits to this field in the portal.

In the Acct Mask field, enter an account number or an account mask to use for this expense reimbursement. The account mask can be overwritten for individual employees using the Expense Type Account Override in Security > Workflow Configuration.

Mark the Attachment Required checkbox if the employee is required to submit an attachment for this type of expense reimbursement.

Mark the Allow Only One Entry Per Day, Per Employee checkbox to prevent an employee from submitting multiple requests for this type of expense reimbursement in the same day.

In the Instructions for Entry/Additional Notes field, type any other pertinent information the employee might need to know when submitting this type of expense reimbursement request. This information is visible in the web portal.

To add an additional Expense Type, click OK. Otherwise, mark the Close this dialog after update? checkbox and then click OK.


EXPENSE REIMBURSEMENT ACTIVITIES Purchasing & Payables > Configuration > Employee Expense Reimbursement Activities

Overview Use this program to create a list of predefined expense reimbursement activities. For each activity, attach the applicable predefined expense types.

Activity (Required)

Add Employee Expense Reimbursement Activity From the Reimbursement Activity grid, click Add New Record. The Add

Employee Expense Reimbursement Activities window displays.

Add Employee Expense Reimbursement Activities window

In the Description field, type a brief description to identify the activity.

Mark the Allow user to select additional Expense Types checkbox, if the user can select an additional expense type when entering this type of activity. If this option is not marked, the user is restricted to selecting an expense type from the predefined dropdown. The default is marked.

Click in the Predefined Expense Types grid, to select each applicable expense type (defined in Purchasing & Payables > Configuration > Employee Expense Reimbursement Types) to attach to this activity. At least one expense type must be attached to each activity.

To limit the employee to making an activity selection from the predefined list, select Require Predefined Activities in Purchasing & Payables > Configuration > Purchasing and Payables Default Settings.


To add an additional activity, click OK.

Otherwise, mark the Close this dialog after update? checkbox and then click OK.

PURCHASING & PAYABLES DEFAULT SETTINGS Purchasing & Payables > Configuration > Purchasing and Payables Default Settings

Overview

Purchasing and Payables Default Settings window

Activity (Required)

Adjust Purchasing & Payables Default Settings Mark the Allow Exp Reimbursement Approver Editing checkbox to allow

approvers to edit requests in their approval queue If not enables, requests must be returned to the originator for corrections to be made.


Mark the Require Pre defined Activities checkbox to limit the options for reimbursement reasons to those defined in Purchasing & Payables > Configuration > Employee Expense Reimbursement Types.

Mark the Use Supervisors Approval checkbox to automatically submit the employee’s reimbursement request to their direct supervisor (automatically set as next approver) for approval regardless of account code and dollar threshold. If they have no supervisor assigned on their position and pay record, it routs to AP.

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS 19 REPORTING

Reporting Introduction Access to Employee Expense Reimbursements reporting is based on the user role assigned to the employee.

CREATE EMPLOYEE EXPENSE REIMBURSEMENT REPORTS Purchasing & Payables > Reports > Employee Expense Reimbursements Report

Overview The Employee Expense Reimbursements Reports include the following:

COMMAND DESCRIPTION

Employee Expense Request Detail Select this command to display detail Expense Reimbursement Requests by Reimbursement Expense Number.

Employee History Select this command to display detail Expense reimbursement Requests by Employee.

Pay History and Encumbrances Select this command to display payment details and open encumbrance amounts.

Invoice History Select this command to display payment details.

Activity (Required)

Create an Employee Expense reimbursement Report Double‐click Employee Expense Reimbursements Report. The Employee

Expense Reimbursements Reports window displays.

Section Topics

• Create Employee Expense Reimbursement Reports


Employee Expense Reimbursements Reports window

In the Date Range fields type the date parameters for records to include in the report.

The Employee Name field displays the name of the user accessing the report and is read‐only.

If the user has been assigned the Allow Exp Reimb Entry for All Users in DAC option in Security > User Security the field is unlocked and the dropdown displays all users with positions/ supplementals tied to the same DAC and who have the Enter Reimbursement Request checkbox marked on their employee record in Payroll/HR > Employees > Employee Maintenance OR; if the user is tied to an AP site then all employees display.

The DAC field defaults to the DAC for the user accessing the report window. If the user is tied to an AP site, then all DACs display in the dropdown.

From the Activity Description dropdown, choose the employee expense reimbursement activity for the report being created. The list includes all predefined activities defined in Purchasing & Payables > Configuration > Employee Expense Reimbursement Activities.

From the Expense Type dropdown, choose the applicable reimbursement expense type. The list includes all predefined expense types defined in


Purchasing & Payables > Configuration > Employee Expense Reimbursement Types.

From the Status dropdown, choose the applicable status for records to include in the report:

STATUS DESCRIPTION

Open Employee created reimbursement request

In Process Reimbursement request is being processed through the approval workflow

Approve

The reimbursement request has been approved by AP and an invoice has been created

Paid The invoice is paid

In the Account Mask field, enter the account code or mask for the records to include in the report.

Choose the report type as needed.

Click OK.

EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS 23 PROCESS EMPLOYEE EXPENSE REIMBURSEMENT REQUESTS

Process Employee Expense Reimbursement Requests Introduction Once an employee has created and submitted their expense reimbursement request in the iVisions Web Portal, the request begins routing through the workflow process.

This section focuses on the process to:

• Approve Expense Reimbursement Requests

• Create Invoice for Payment

• Process Reimbursement Requests

REVIEW MY WORKFLOW (INFINITE VISIONS OR IVISIONS WEB PORTAL) Infinite Visions > My Workflow > Expense Reimbursements

Overview Daily, an email alert is sent to the approver notifying them of reimbursement requests in their Expense Reimbursements approval queue waiting for approval.

Expense Reimbursements in menu

Section Topics

• Review My Workflow (Infinite Visions or iVisions Web Portal)

• Process Expense Reimbursement Requests

• Create an Invoice

• Create Supplemental Pay


Expense Reimbursements displays in the My Workflow menu. If there are new requests, the menu item displays in bold print and the number of requests waiting approval displays in parentheses.

Activity (Required)

View Expense Reimbursement Requests In My Workflow, double‐click Expense Reimbursements. The Unapproved

Expense Reimbursement Requests grid displays.

Expense Reimbursements window

By default, the grid displays only the requests where you are the next approver.

Mark the Show all Expense Reimbursement Requests checkbox, if applicable.

The Show all Expense Reimbursement Requests checkbox is only available to users assigned to the AP Site DAC. If the checkbox is marked and then click Apply Selection, the grid displays all expense reimbursement requests with a status of In Process regardless of who is the Next Approver. This allow s AP Site users to approve requests on the behalf of someone else when necessary. In the iVisions Web Portal, only the requests where you are the next approver display.

PROCESS EXPENSE REIMBURSEMENT REQUESTS Infinite Visions > My Workflow > Expense Reimbursements

Overview The processing of expense reimbursement requests begins from the Unapproved Expense Reimbursement Requests grid.


From the Actions menu, the following commands are available:

COMMAND DESCRIPTION

Check Budget

Select this command to display budget checking report including Expense #, Expense Date, Employee Name, Activity Description, Amount, and Remote Location. This command is available in Infinite Visions and iVisions Web Portal.

View Expense Reimbursement

Select this command to display a printed version of the Employee Expense Reimbursement Request. This command is available in Infinite Visions and iVisions Web Portal.

Approval Log Select this command to display the Approval Log for the reimbursement request.

Return to Originator

Select this command to return the reimbursement request to the employee. The status of the employee expense reimbursement request is updated to display Returned. This option is available in Infinite Visions and iVisions Web Portal.

Return to Prior Approver

Select this command to return the expense reimbursement request to the approver in sequence prior to you. This option is available in Infinite Visions and iVisions Web Portal.

Approve Expense Reimbursement

Select this command to approve expense reimbursement requests selected in the Unapproved Expense Reimbursement Requests grid. The system sends it to the next approver. This option is available in Infinite Visions and iVisions Web Portal.

Create Invoice Select this command to create an invoice which can be processed for payment. This option is only available for users assigned to the AP Site DAC.

Create Requisition from Exp. Request

Select this command to generate a requisition in the Purchasing & Payables module to pay the request. This command should be used if the employee should have entered a requisition rather than a reimbursement request. This command is available only in Infinite Visions.

Void Request

Select this command to void the selected expense reimbursement request(s) in the grid. The system automatically updates the expense reimbursement request status to void and reverses the pre encumbrance amount. This command prompts for a comment as to why the request is being voided. The comment is included in the notification sent back to the employee. This command is only available to users assigned to the AP Site DAC.


COMMAND DESCRIPTION

Create Supplemental Pay Select this command to create a supplemental position for approved reimbursements currently selected in the grid.

CREATE AN INVOICE Infinite Visions > My Workflow > Expense Reimbursements

Overview For AP Site Users, the Unapproved Expense Reimbursement Requests grid displays only the expense reimbursement requests which have completed entire approval process where Next Approver is AP.

Activity (Required)

Create an Invoice In the Unapproved Expense Reimbursement Requests grid, mark the

Process checkbox for the requests to include on the invoice.

Expense Reimbursement window

From the Actions menu, select Create Invoice.

In the Notification window, select the type of notification (Email, Internal Note, or None) to send to the employee letting them know an invoice has been created for their expense reimbursement request. Enter a message or note, as applicable.

Click OK. Request is removed from grid and the system updates the reimbursement request status to approved.


REIMBURSEMENT INVOICE

If the district uses an invoice approval process, the expense reimbursement invoice bypasses the process as it has already gone through an approval process.

Reimbursement invoice(s) display in Purchasing & Payables > Payables > Invoice Processing grid with a status of ready to pay.

The system removes pre encumbrance amount.

An unpaid expense request invoice can be deleted by suspending the invoice and then deleting it. By doing so, the expense reimbursement request status is updated to display AP. Void the request or return it to the originator. The originator can edit and resubmit the request or delete it.

CREATE SUPPLEMENTAL PAY Infinite Visions > My Workflow > Expense Reimbursements

Overview Once an expense reimbursement has gone through the entire approval process and reached the AP step, approved reimbursements can be turned into a supplemental pay position.

Activity (Required)

Create a Supplemental Pay In the Unapproved Expense Reimbursements grid, mark the Process

checkbox, as applicable.

From the Actions menu, select Create Supplemental Pay. The Supplemental Pay window displays.

From the Supplemental Template dropdown, choose a template. Only records with a Type of Supplemental Template display. This is not a required field.

Click OK. The following message displays: “This process will lock tables used in payroll. Depending on how many records you import, you might want to do this when there will be no other users in payroll. Do you wish to proceed?”

Click Yes to proceed.

The ACA Salary Override message displays. Click Yes or No, as applicable. The Generate Positions window displays.

Click OK to acknowledge “Positions have been generated” message. Be sure to review records prior to processing payroll.