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Effective Monday 5/11/09, Expenses approvers will notice a new <Send Back> button on the Approval List page (Manager Self Service>Travel and Expense Center> Approvals>Approve Transactions). This new send back button is primarily used to send back outdated (stuck) Travel Authorizations to the preparer. Then the preparer can modify it or delete it. Click here for full instructions.
Canceling approved but unused Travel Authorizations (5/19/09)
Preparers can cancel and release the encumbrances of approved but unused Travel Authorizations that meet the following criteria:
Instructions are provided here.
Taking action on pending Expense Reports, Travel Authorizations, and Cash Advances
Navigation and tips for searching for expense reimbursements and travel-related activity still pending action can be found here.
Expense Approvers (4/24/09)
Training Services has updated the job aid for Travel and Expense Approvals to provide more clarity on a few key steps.
While the approval process has not changed, the Travel and Expense Approval job aid has been updated with
clarified instructions on returning travel authorizations and expense reports for revision.
Sending back for revision: step 7b of the job aid stresses the need to un-check the Approve Expense box before sending the expense report back for revision.
Approving re-submitted transactions: step 5a of the job aid stresses that the approver should ensure the Approve Expense box is checked for the line before clicking Approve.
Employee Expense Worksheet (3/23/09)
The Employee Expense Worksheet (EEW) and instructions were recently updated.
Expenses Authorize Users procedure
EmplID# field missing on the Travel Authorization and Expense Reimbursement field. There is a setup that must be done first before this field appears. See the job aid for steps to perform setup. This procedure is only for those with appropriate access to: Travel and Expenses > Manage Expenses Security > Authorize Expense Users
This is a one-time set up and must be done for each individual for whom a preparer will prepare Expense transactions. The instructions for this step are now included on page 34 of the training manual for Travel Authorization and Expense Reimbursement.
Some employees may need to be activated for reimbursement. If they are authorized and set up in the system per the directions above and they still don't appear, call the helpline to get them activated.
Can worksheets be done by support staff?
Yes, as the Expense Worksheets continue as an offline form. They are required for both sponsored and non-sponsored expenses.
Can a preparer or proxy enter documents for more than one person?
A preparer may enter documents for multiple people.
Will we use the Expense Worksheet and the Expense Report for non-employees?
No. The Expense Worksheet is only for employee reimbursements.
Adjusting FY08 Carryforward Amounts using Journal Entries
Carryforward amounts from FY08 were mapped from CUFS to “history” ChartField strings in EFS. In some cases, these are not the ChartField strings that contain the current financial activity. Departments that need to move the carryforward balance of a “history” ChartField string will need to create an FY 09 journal entry. The full memo can be found here, and the spreadsheet mentioned in the memo can be found here.
NOTE: The descriptions of the codes on the memo are reversed (the codes themselves are correct). The Transfers out should be 61xxxx/NMTO, and the transfers in should be 60xxxx/NMTI.
Expense Reimbursement preparers (2/10/09)
If you encounter an EmplID that is not active for reimbursement, please contact the University Financial Helpline to request to have it activated.
Expense transactions are occasionally getting stuck in a status other than that which was intended. For example, when attempting to approve a transaction, the transaction may remain in "Submitted for Approval" status rather than changing to "Approved for Payment." This is caused by clicking the Approve button, going back to the worklist and clicking the same link again if it has not been removed from the worklist. Please be aware that there may be a time delay from the time the transaction is approved to the time it leaves the worklist.
Correction Re: Fin EmplID
Incorrect information concerning the entry of EmplIDs in the Fin EmplID ChartField in the expenses module was inadvertently communicated during training exercises. Please do not automatically enter the EmplID of the person incurring the expense in the Fin EmplID ChartField in the ChartField strings in the Accounting Defaults/Detail. Previous communication incorrectly instructed users to do so.
An EmplID entered in the Fin EmplID ChartField is part of the ChartField string that posts to the general ledger. Values in the FinEmplID ChartField are determined by the Chart of Accounts (COA) plan for your unit. Units made choices about how they would use different ChartFields and specific values based on the parameters of required, conditional, and optional ChartFields available in the new financial system. While some units created a COA plan that made significant use of the Fin EmplID ChartField, other units used them only with specific programs, or not at all. This is all part of the plan for how to use the COA to manage financial information.
Entry of a value that is not part of the plan will have an impact on financial management. Using the Fin EmplID ChartField string when it is not part of the plan for how that unit will manage their COA will result in creating a separate ChartField string with balances to manage. Going forward, please only use values in the Fin Empl ID ChartField as determined by those responsible for the COA plan in your unit. If you are not familiar with the COA plan for your unit, please contact your RRC manager.
For moving expenses for "future employees" (08/16/2008)
Where a future-dated record is restricting the ability of a department to enter a moving expense reimbursement. All the related policies and procedures must still be followed. Because the future employment date is causing a problem, these payments can be made using the Single Payment Vendor numbers. The payment must be 100% reimbursement of moving expenses, fully documented including receipts and form BA1357 on the policy page. All documentation must be imaged and linked to the related voucher. Payroll gets daily reports that pick up activity using the moving relocation account codes. Both for payments made as expense reimbursements and payments made directly to third party vendors. Payroll will continue to determine the taxability of any of the payments.
University Financial Helpline
Phone: (612) 624-1617
E-mail: finsys@umn.edu
Staff List (pdf)