employee self service: how to submit a v11.1 ...ess...week from any computer with internet service....

V11.1 For Out of Town

Conferences/Events

EMPLOYEE SELF SERVICE: HOW TO SUBMIT A TRAVEL EXPENSE CLAIM

MUNIS Submitting Travel Claims v11.1 2 | P a g e Date: 11/2015

Revision History

Date of Revision Owner Indicate Page

#

Summary of Changes

09/18/2015 MUNIS Team ALL Updated for Version 11.1


Table of Contents Table of Contents _________________________________________________________________________ 2

What Do I Need to Know Before I Get Started? __________________________________________________ 4

Employee Self Service (ESS) _______________________________________________________________ 4

MUNIS Vendor Number __________________________________________________________________ 4

Soft Copy vs. Hard Copy __________________________________________________________________ 5

What Do I Need to Attach for Travel Expense Claims? ___________________________________________ 5

Data Entry _____________________________________________________________________________ 6

Administrative Reg. Bus-05: Travel Expenses and Reimbursements ________________________________ 6

Web Site References _____________________________________________________________________ 6

How to Submit a Travel Expense Claim in ESS ___________________________________________________ 7

Entering Travel Expense Claim Details _______________________________________________________ 9

Entering Expense Information ____________________________________________________________ 10

Saving Your Travel Expense Claim __________________________________________________________ 14

Attaching Your Receipts (Soft Copy) ________________________________________________________ 14

Submitting Your Travel Expense Claim ______________________________________________________ 16

Tracking Submitted Claims _________________________________________________________________ 16

Editing Submitted Claims __________________________________________________________________ 22

Frequently Asked Questions (F.A.Q.) _________________________________________________________ 25


What Do I Need to Know Before I Get Started? Reimbursements for TRAVEL expenses incurred while traveling to an out of town conference or similar events are initiated by the employee via Employee Self Service (ESS). ALL RECEIPTS and supporting documentation justifying the items purchased MUST be attached electronically

at the time the claim is submitted in ESS.

The flowchart below illustrates the process for mileage and travel expense reimbursements.

Employee Self Service (ESS) Employee Self Service is available for ALL district employees. It can be accessed 24 hours a day, seven days a

week from any computer with internet service.

USERNAME: e-Number without the “e” and leading zeros “0” (example 12345)

PASSWORD: Last 4 digits of your Social Security Number (if logging in for the first time)

If an employee has logged in before but forgot their password they may visit http://www.nisd.net/ess

for instructions on how to reset the password.

MUNIS Vendor Number If this is the FIRST TIME submitting a Travel expense claim in ESS, please

have the campus or department secretary/bookkeeper contact the

Purchasing Department at [email protected] to ensure that a valid

vendor record exists on file for the individual.

The employee will not be able to Save the Claim and proceed

with the process without a MUNIS vendor number on file!

http://www.nisd.net/ess/

mailto:[email protected]


Soft Copy vs. Hard Copy Generally documents (receipts) are available in TWO formats: hard copy and soft copy.

A hard copy is the actual physical form of the document, usually printed onto copy paper.

A soft copy is the version of the document that is still on the computer. Soft copies can include

Microsoft Word documents, Adobe PDFs, and picture images. For reimbursement claims, it is helpful to

SAVE these soft copies to a location on your computer that you can easily access (i.e. Desktop).

What Do I Need to Attach for Travel Expense Claims? ALL supporting documentation MUST be in a soft copy format. Please refer to the following table for a list of

required attachments:

FILES TO ATTACH TO EXPENSE CLAIM

EXPENSE ITEM REQUIRED ATTACHMENT

o Travel Authorization Request (TAR)

o Airfare o Per Diem

o Lodging/Hotel

o Mileage o Parking, Taxi/Shuttle, Rental Car o Registration

o The TAR is not required to be attached unless associated with Federal Programs.

o Flight Itinerary with cost information and/or proof of payment.

o Conference agendas must be attached to provide justification for

per diem. If the conference/event offered breakfast, lunch, etc. the employee cannot claim per diem for that meal.

o Itemized hotel receipts (breakdown of expenses) must be attached. NISD will not reimburse employees for expenses related to internet, room service, etc.

In the event the employee is paying meals and/or lodging for another employee, an explanation - statement explaining who and why - must be provided.

o Maps with directions (Google Maps, Map Quest, etc.)

o Receipts related to these expenses must be attached.

o Event registration receipt.


Data Entry Always use CAPS LOCK when entering data in ESS.

Administrative Reg. Bus-05: Travel Expenses and Reimbursements Administrative Regulation (BUS-05) outlines all requirements pertaining to the approval and reimbursement of

travel expenses which include: mileage, public transportation, meal reimbursements, accommodations, travel

reports, and any expense restrictions. For further explanation of each travel expense please refer to

Administrative Regulation (BUS-05) located on Northside ISD’s intranet.

Web Site References MUNIS Resource Center: http://munis.nisd.net

The MUNIS Resource Center holds the most current MUNIS instructional material.

Employee Self Service Resource Center: http://nisd.net/ess/

The Employee Self Service center offers a wide range of instructional videos and guides that will help you get

the most of ESS. On this page you will also find a link to the ESS log in screen.

Accounts Payable Website: https://employees.nisd.net/department/accounts-payable

Periodically, there may be changes to reimbursement rate. The Accounts Payable website has the most

up-to-date travel forms.

http://munis.nisd.net/

http://nisd.net/ess/

https://employees.nisd.net/department/accounts-payable


How to Submit a Travel Expense Claim in ESS Once all receipt attachments have been gathered and saved proceed to enter the claim in ESS.

STEP 1. From the NISD Homepage, under Employee Links (drop-down menu), click on EMPLOYEE

SELF SERVICE.

STEP 2. From the ESS Resource homepage, click on the Employee Self Service Login link.

STEP 3. CLICK on the LOG IN link located at the top right of the screen.

STEP 4. USER NAME: enter the "Employee Number" without the “e” and leading zeros “0”

STEP 5. PASSWORD: enter the password.

STEP 6. Click the LOG IN button .


STEP 7. CLICK on the EMPLOYEE SELF SERVICE panel (left-hand side).

STEP 8. CLICK on the EXPENSE REPORTS panel (see below):

STEP 9. CLICK on the ADD CLAIM panel (see below):


Entering Travel Expense Claim Details Once the ADD CLAIM link has been selected the CLAIM DETAILS screen will appear:

**Remember use ALL CAPS**

STEP 1. CLAIM TYPE: Select 2015 TRAVEL EXPENSE REIMBURSEMENT from the drop-down menu.

STEP 2. DEPARTMENT: Please select the respective DEPARTMENT/CAMPUS from the drop-down menu.

STEP 3. DESCRIPTION: Enter a brief description of the claim (i.e. 2015 TCEA CONFERENCE IN AUSTIN).

STEP 4. START DATE: Enter the first day of the travel event (the arrival date).

STEP 5. END DATE: Enter the last day of the travel event (the return date).

STEP 6. CLICK on the CONTINUE button .


Entering Expense Information

The Expenses and Receipts screen displays the information previously entered and selected.

STEP 1. CLICK on the plus button to expand the LOCATION section.

STEP 2. Enter the DESTINATION CITY and DESTINATION STATE.

STEP 3. CLICK on the plus button to expand the PER DIEM EXPENSES section.


STEP 4. CLICK on the check boxes to include the allowable meals incurred during the travel event (breakfast, lunch, and dinner).

REMINDER: Administrative Regulation (BUS-05) outlines all requirements pertaining to the approval and reimbursement of travel expenses which include: mileage, public transportation, meal reimbursements, accommodations, travel reports, and any expense restrictions.

STEP 5. CLICK on the plus button to expand the UNIT EXPENSES section.

STEP 6. CLICK on the ADD AN EXPENSE link.


STEP 7. From the EXPENSE INFORMATION screen:

STEP 8. EXPENSE TYPE drop-down menu: Select the applicable expense.

a. AIRFARE

b. LODGING/HOTEL

c. MILEAGE

d. MISC TRAVEL EXP

e. PARKING FEES

f. REGISTRATION

g. RENTAL CAR

h. TAXI/SHUTTLE

i. TRAVEL ALLOWANCE (ATHLETICS DEPT. ONLY)


For example if requesting reimbursement for a hotel stay:

STEP 9. EXPENSE TYPE drop-down menu: Select the LODGING/HOTEL.

STEP 10. QUANTITY field: Enter the expense quantity (Ex: two night stay in a hotel, enter quantity of 2).

STEP 11. DATE INCURRED field: Provide the final day of lodging.

STEP 12. AMOUNT ($) field: Enter the amount ($) of the expense (Ex: the price per night for the hotel stay).

STEP 13. COMMENTS field: Enter a brief description such as HAMPTON INN 2-NIGHT STAY.

STEP 14. CLICK on the SAVE EXPENSE button .

HINT: If multiple expenses incurred on the trip will be included, click the “Add an Expense”

link to add another expense.


Attaching the Receipts (Soft Copy) Proceed to attach all required supporting documentation to the respective claim.

REMEMBER: ALL receipts and supporting documentation MUST be in a SOFT COPY format.

STEP 1. CLICK on the plus sign to expand the ATTACH RECEIPTS section.

STEP 2. CLICK on the BROWSE button.

STEP 3. From the Choose File to Upload screen, locate the attachment, select it, and click OPEN.


STEP 4. The attachment(s) will display once it has been uploaded in ESS.

STEP 5. To remove an attachment(s) click on the Remove link to delete the desired attachment(s).

STEP 6. To attach additional files, REPEAT STEPS 2-6 above. IMPORTANT: Ensure that the correct file is attached to the claim. Once the claim has been saved or submitted the attachment cannot be removed. If an error is made, the entire claim must be deleted and re-entered.


Submitting Your Travel Expense Claim Once all required supporting documentation (soft copies) has been attached users MUST review the claim for

accuracy prior to submission.

STEP 1. CLICK on the REVIEW button .

STEP 2. Review all claim and expense details.

STEP 3. If no changes are necessary, click the SUBMIT CLAIM button .

STEP 4. A confirmation prompt will display indicating that the expense claim was submitted successfully.


Saving Your Travel Expense Claim

Employees may save their expense claim to edit later or make any required attachments at a later

time in the event they are not readily available. Important Note: before a claim can be saved the

claim must contain a location for both City and State fields along with at least one unit expense

item.

STEP 1. CLICK on the SAVE FOR LATER button at the bottom of the screen.

STEP 2. The following prompt will display indicating that the claim was saved for later.

STEP 3. The claim may later be accessed for editing, providing an attachment, and/or its submission. *Please Note: inadvertently selecting the “Save For Later” button will save the claim in anticipation that the claim will later be accessed, updated, then submitted at a future time. Should it be desired to create and then immediately submit the claim please do not elect to save the claim for later.


If you receive the following error message it is most likely due to the fact that a MUNIS Vendor Record does not exist on file. Please contact the Purchasing Department at [email protected] to make a request to have one created.



Editing a saved Mileage Claim A saved claim that has yet to be submitted will reflect an “Entering” status within the summary listing of

expense reports as shown below. Users may edit these particular claims by updating or modifying the claim

details such as department selection, location, expense lines, etc. Users may also make any attachments not

previously included.

STEP 1. From the Expense Claims side menu select the EMPLOYEE SELF SERVICE panel.

STEP 2. CLICK on the EXPENSE REPORTS panel to view a listing of expense reports.

STEP 3. Select the desired claim to edit by selecting the DETAILS link.

STEP 4. From the Expenses and Receipts screen select the UPDATE button .


STEP 5. Should the user wish to make changes to the Department, Description, and/or Start/End Dates of the claim proceed to select the Edit details link.

Note: If no changes are needed to be made to the claim details proceed to update the Location, Unit expense, and/or Attach supporting documents items.

STEP 6. From the Claim Details screen update the necessary fields.

STEP 7. Following the edits select the CONTINUE button .

STEP 8. From the Expenses and Receipts screen make any additional edits to the Location, Unit expense, and/or Attach supporting documents items.

STEP 9. CLICK on the REVIEW button .

STEP 10. CLICK on the SUBMIT CLAIM button .


Tracking Submitted Claims The employee can monitor the status of his/her claim(s) in ESS at any time.

STEP 1. CLICK on the EXPENSE REPORTS link from the left-side bar.

A listing of all saved and submitted claims and their respective status will display:

STATUS:

ENTERING: The claim has been saved, but NOT submitted by employee.

CREATED: This claim has been submitted to the campus or department secretary/bookkeeper.

ALLOCATED: The secretary/ bookkeeper has allocated the claim with a funding source.

RELEASED: The claim has been released by the campus or department secretary/bookkeeper and is awaiting approval from the Administrator (i.e. Principal or Director).

APPROVED: The Administrator and the Accounts Payable department have approved the claim.

REIMBURSED: Claim is complete (reimbursed). Please allow 3-4 business days for bank deposit to be

completed. Employee will receive an email notification once funds are deposited.

REJECTED: Claim was rejected. Please follow up with the campus bookkeeper to update/edit claim for resubmission and approval.


Editing Submitted Claims Employees are able to make edits/updates to their travel expense claim(s) (ENTERING or CREATED status only).

ESS Status

Meaning

Editable?

ENTERING The claim has been saved, but NOT submitted

by the employee.

YES,

Claim must be in this status in order for

employee to edit claim details, attach

receipts, etc.

CREATED Claim has been submitted in ESS by employee

NO,

But employee has ability to delete the

claim.

STEP 1. Once logged in, click the EMPLOYEE SELF SERVICE link (left-hand side).

STEP 2. CLICK on the EXPENSE REPORTS panel (see below):

A listing of all the employee’s respective expense claims and their statuses will be listed.

STEP 3. To make edits/updates to a particular expense claim click on that claim’s DETAILS link.


STEP 4. The user will be directed to the Claim Details screen.

STEP 5. CLICK on the UPDATE button at the bottom of the Claim Details screen.


STEP 6. The user will be directed back to the Expenses and Receipts screen where:

Update Unit Expenses information (i.e. receipt amounts, description, etc.)

Attach soft copy receipt(s)

NOTE: No existing attachments may be deleted; however, you can continue attaching additional support documentation.

STEP 7. Once you have made any necessary changes/edits, click the REVIEW button and then SUBMIT CLAIM .


Frequently Asked Questions (F.A.Q.)

FAQ #1: I cannot remember by ESS password. What can I do?

ANSWER: Please contact the HelpDesk at 210-397-7700 or at [email protected]

FAQ #2: I am creating a travel expense claim for the first time in ESS, what resources are available?

ANSWER: There are resources available to assist you in creating a travel expense claim in ESS:

Please visit nisd.net/ess/resources for a listing of guides.

FAQ #3: When I click on the “SAVE FOR LATER” button I receive the following error:

ANSWER: If you have never received a reimbursement for any type of expense, it is possible that

your employee number may be missing from your vendor record. Please contact Diana Ornelas in

the Purchasing Department at [email protected] to ensure that you have a valid vendor

record on file.

http://www.nisd.net/ess/resources



FAQ #4: I am located on a high school campus, is there anyone on-site who can help me?

ANSWER: The Campus Applications Technologists on each high school campus have been trained

on how to enter a travel expense claim via ESS and can be utilized as a resource.

FAQ #5: I have gathered all my receipts justifying my travel expense claim, how do I save them in soft copy

format?

ANSWER (1): All campuses and departments have a scanner available for employee use.

ANSWER (2): If your mobile device (cell phone, iPad, etc.) has a camera function you may take a

photo of the receipt(s) and email them to your NISD email and save them for easy access.

ANSWER (3): CutePDF is a useful program for converting documents to PDF (i.e. web pages, Word

documents, Excel documents, etc.). To verify that your NISD workstation has this option please

contact the Helpdesk at 210-397-7700.

FAQ #6: I have just returned from a conference I attended in Austin, what should I include when I create my

Travel Expense reimbursement in ESS?

ANSWER: See the list below:

It is recommended that the Travel Authorization Form (TAR) be saved in a soft copy format and attached in ESS. This form is a required attachment for Federal Programs.

If attending a conference, a scanned copy of the conference agenda is required.

Mileage to and from a travel event should NOT be included in the Monthly Mileage Reimbursement Form. Please use an online directions provider (i.e. Google Maps, MapQuest, etc.) and SAVE A SOFT COPY of the directions.

For Lodging/Hotel expenses, please request an itemized breakdown of expenses from the hotel. A scanned copy of the itemized breakdown of expenses is required.

Ensure all other eligible expense receipts (i.e. parking, shuttle/taxi) are scanned and saved.


Mileage & Travel Expense Claims

RESPONSIBILITIES

Non-compliance at any point will result in payment delays to the employee.

Approved travel and mileage reimbursements that do not meet current IRS regulations will be taxable to employee.

EMPLOYEE

Ensure travel was pre-approved on District’s Travel Approval Request form.

Submit claim through ESS.

Route to correct department.

Attach receipts and documentation.

Attach mileage form.

Ensure claims are correct and complete.

Ensure attachments agree with claim.

BOOKKEEPER/SECRETARY

Check MUNIS notifications for claims.

Ensure all forms, receipts, etc. are attached and correct and agree with submitted claim.

Allocate claim to proper budget code for payment.

Ensure travel was pre-approved on District’s Travel Approval Request form.

Release claim to administrative approver.

Notify employee if claim is incomplete or has errors.

APPROVER

Check MUNIS notifications for claims needing approval.

Ensure submitted claims are complete and all supporting documentation is attached.

Travel has been pre-approved.

Budget code is accurate.

Approve and release for payment.

ACCOUNTING (A/P)

Ensure all documentation is attached to claim request.

Notify bookkeeper/secretary if claim is incomplete or has errors.

Process claim for payment.

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