1

Welcome to the Oracle E2C iExpense, Creating Expense Reports training

course. This introductory course provides the essential information needed

to successfully complete expense reports online using the Oracle Expense

Reports system.

3/27/2014

2

After completing the course you will be able to:

Identify how to access the system

Create a new expense report

Add expenses to an expense report

Use statuses to track expense reports

Describe how to process receipts in iExpense

Identify documentation requirements for special expenses

Modify saved expense reports

Describe the system administration features of iExpense

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The course is divided into topics beginning with an introduction to

iExpense which includes how to access and log into the system and

a brief overview of the system. This is followed by:

•Creating expense reports

•Special Expenses that require additional information

•Working With Receipts

•Submitted Expense Reports

•And Advanced Features

4

During the course review questions are provided. These are designed to

reinforce what you have learned and help prepare you for the final test. The

review scores will not count toward your final grade on the assessment.

After completing the content within the course you will be asked to take a short

test to ensure that you mastered the key training objectives.

You will need to make a minimum score of 80% on the final assessment to

receive credit for passing the course.

Now let’s get started with our first topic.

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Introduction to iExpense

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This is the PBIS Information Page. You may access this directly by typing the

following URL. Of course you should make this a favorite on your browser so

that you don’t have to type the address each time you need to access iExpense.

To login to iExpense, click on the Login to PBIS link under the PBIS Services

area on the left side of the screen. The Oracle eBusiness login screen launches

in a separate window. Please note that you must be logged on to the PB

network at either an office location or remotely via the VPN to access iExpense.

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To access iExpense and enter an expense report, you will Log into the Oracle E-

Business Suite using your single-sign-on user name and password. Type your

Network User name and Network Password. Click the Login button or press the

enter key. If you do not know your password, click the “Click here?” link under

the Login button and follow the instructions.

8

Notice that the Oracle E-Business Suite screen is separated into two areas; the

worklist and the responsibilities area. The Worklist Area displays important

information and items that may need your attention. For example, you can see

the status of your expense report – has it been approved?

Notice the Oracle responsibilities that have been assigned to you. You may

access the iExpense system by clicking on the PBUS Internet Expenses link.

This will access the expense reports home screen where you can access all of

the features of the iExpense system and enter an expense report.

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This is the iExpense Home screen. We will spend a few minutes explaining some of the main components of this screen. Notice on the toolbar there are several tabs at the top. There could be more or less depending on the information for your expenses.

Expenses Home – this is the screen we are on now. It provides access to the functionality of the system

Expense Reports – This screen allows you to search for previously completed expense reports created in iExpense

Credit Card Transactions – This displays credit card transactions that are pending action

Access Authorizations – Shows your delegates and people who you can enter expense reports for.

Projects and Tasks – Allows you to search for projects and tasks.

Payments Search- this area helps you track payments for reports that have been previously submitted.

By Reviewing the Report Status, you can see if the expense report is with your manager for approval, if it has been approved, or if it is ready for payment.

The Receipts Status highlights whether Receipts have been received, are required and not received, or are pending resolution. We will continue our overview of the home screen on the next slide.

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In the middle of the home screen there is an Update Expense Reports area. This

area displays the expense reports that you have not yet submitted or that are

available for editing and submission.

Notifications – this area shows notifications that you have received. Some

typical notifications are receipts required, expense report approved, and

expense report rejected. In addition to the notifications displayed in iExpense,

you will receive e-mail reminders.

Please note that the View drop-down is a filter that defaults to open notifications.

After you read a notification it will not display as an open notification and may

appear to disappear. However, you may still view the notification by selecting all

notifications in the drop-down View menu. If you need to log out of the system

simply click the logout link.

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Throughout the course we will track our progress. We have now

completed our introduction including how to access the system and an

overview of the main components of the interface. In our next topic we

will cover how to create a basic expense report.

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Creating Expense Reports. In this topic we will cover how to create an

expense report in the iExpense system.

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Before we show you how to complete an expense report in the system, let’s start

with a high-level overview of the process. Reports are created from the

iExpense home page. You are directed through a series of screens where you

enter information. Your progress is tracked and displayed at the top of each

screen. The first screen is the general information screen where you enter cost

center, expense report purpose and approver. The credit card transactions

screen displays your credit card transactions and allows you to select which

ones to include on the expense report. The credit card expenses window

displays the transactions that you selected and allows you to provide an

expense type and other detailed information for each expense. The cash and

other expenses area allows you to add additional expenses that are not listed in

the credit card transactions including mileage. The expense allocations screen

allows you to select the project and task for the expenses. The review screen

allows you to view the report. You may save and subsequently submit the

expense report from this screen. When you submit the report a summary page

will appear with a bar code. It is necessary to print this cover sheet and report

summary to use when submitting the expense report. Receipts should be taped

to a plain piece of paper and either scanned in a MarkView scanner or faxed

with the cover sheet and report. Now that we have covered the main steps in

the process, let’s walk through the process in the system.

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From the Expenses Home screen, click on the Create Expense Report button.

This is located at the top and bottom right of the Expenses Home screen. Both

buttons perform the same function. The duplication of action buttons at the top

and bottom of screens will be a common design theme throughout the

application. In our examples we will only highlight one, but you may use either

button when working in the system.

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We are now in the General Information screen. Notice that many of the fields

default. Any field that has an asterisk is required. You are required to enter a trip

Purpose. Click on the Purpose Field and type in the purpose of your trip. Verify

the approver listed. You may change this by clicking the flashlight button and

searching for an alternate approver if necessary. Expense reports for overhead

or for a mixture of projects should be approved by your assigned supervisor that

is listed in HR. For charges to a direct project you may select the project

manager using the flashlight button. When complete, click the next button.

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Presuming you have Credit Card expenditures, you will be taken to this screen.

If you have no credit card expenditures, you will be taken to the Cash and Other

Expenditures screen. Notice that your progress through the expense report is

displayed at the top of the screen

If there are expenditure items in excess of 45 days, there will be a warning

reminding you to account for these transactions.

Click to select the expenditures that you will be accounting for in this Expense

Report. You may need to use the navigation area at the bottom right corner to

select additional expenses. This example shows the first 10 transactions.

When you are finished selecting transactions, click the next button at the bottom

right or top right of the screen.

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The credit card expenses screen displays the transactions you selected. Click on

the drop-down arrow to select the expense type. Note that in some cases, the

expense type will populate for you from the Credit Card information. Select from

the list of expense types by scrolling up or down. You can also shorten the query

by typing in the first letter, such as T for ticket fare.

Notice that the expenditure can be categorized as personal or can be removed.

Simply click the applicable check box and then click either the Remove button to

remove the expense from the report or you may click the Categorize as Personal

button to account for the transaction without submitting it on the expense report

reimbursable total. Note if you “remove” a credit card transaction, it will go back

to the Credit Card Transaction screen to be selected at another time. You must

eventually account for all transactions. When you have completed all of the

information for each expense, click the Next button to continue.

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Here is a separate example to demonstrate error messages. In this example we

have selected the expense type of other. If you click on the next button before

all of the required information has been entered, you will receive an error

message. There are several types of errors that you may receive while trying to

complete your expense report. In this training example we selected the expense

type of other, but did not provide a description in the justification field. Error

messages explain the error and will direct you to the line which is in error and

the method to correct the error. The line will be marked with a red error icon

which you can see in the bottom left of this example. You may click this icon to

access the details window and enter information. Of course you may also

proactively click the details button to access the details window to enter

information and avoid error messages. The details button is always located on

the far right of each expense line.

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This is the expenditure details screen. For a number of expense types like

business meals and other, additional information is required. Notice that the

required fields have an asterisk beside the field name. If you do not complete

the fields that are required you will receive an error message. Again, in this

example we need to enter a justification because we selected the expense type

of other. When complete, click the Return button to bring you back to the Credit

Card Expenditure screen. Here we can see our example with the error message

resolved.

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It is important to note that you may save the expense report at any time and

continue to work on the report at a later time. Simply click the Save button to

save the report. As mentioned earlier, saved reports are listed on and may be

accessed from the iExpense home page in the “Update Expense Reports

Section.” You may also use the Back button to navigate back one screen. In

this example the back button would take you to the Credit Card Transactions

screen where you could select additional transactions. Complete the details for

other credit card expenses. We will cover additional examples later in the

course. Please note that airline baggage fees may populate as ticket fare on the

credit card transactions in the system. If this happens they will need to be

changed to the proper expense type of airline baggage fee. If this is not done,

you will receive an error message asking you to select the class of ticket which

is not applicable. When you have completed the Credit Card portion of your

expense report, click the next button.

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This is the Cash and other expenses screen. Again, note that your progress is

displayed at the top of the window. This is only a display and it cannot be

clicked to navigate to a listed screen. Navigation must be done using the back

and next buttons.

From this screen you can account for cash or receipt based expenditures.

There is a separate screen to account for mileage. We will address that later.

Complete the details for cash expenses. Your may type or select the information

in the available rows using the same process described for the credit card

expenses.

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Now we will take a moment to show an important time saving feature. Let’s say

you have 3 receipts for taxi fare for 3 days. You can manually enter this

information on three lines. However, the duplicate feature can save you some

time.

Click the check box to select the row, then click the duplicate button. The exact

same information will appear on the next line. In our example we would

repeat this process to add a third row. Of course you would need to

update the date and amount as applicable.

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Enter any additional expenses on the available lines. If you have mileage

expenses, click the Mileage Expenses tab.

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Enter the start date for the trip. Tab to the trip distance and enter in the number

of miles for your trip. You are required to enter the From and To locations for the

applicable mileage. Click on the Details button to enter this information.

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Enter the required location from and location to information. Click the calculate

button to view the reimbursable amount. This displays the reimbursable amount

on the left side of the screen. However, this is not a required step, you may

simply click the return button and the reimbursable amount will be calculated and

displayed on the main mileage screen.

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The completed mileage is displayed. Please note that you may use the

duplicate feature to enter additional mileage using the same basic procedure

previously shown. When you are done entering both the cash expenses and the

mileage expenses, click the Next button.

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This is where you select the project and task for each expense. The first step is

to select the transactions that you want to update with a project and task. If all

expenses will have the same project and task then click the select all link. Here

we have selected all of the transactions. Next click the update allocations

button.

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The expenses that you selected display at the bottom of the screen. Type a

Project Number or click on the flashlight to search for and select a project. Type

or search for a Task Number. In most cases, it is easier to search for data in

Oracle using capital letters. As a general rule, you should consider keeping the

CAPS lock on. Note that you will only be able to select projects and tasks that

are open and chargeable. If you select a project or task that is not open or

chargeable, you will get a warning notice. Although optional, we strongly suggest

for you to click the “Add Allocation Set to My allocations” check box. This allows

you to type a name for the project and task allocation and save it for use in the

future. Type a descriptive name for the allocation. When complete, click the

apply button.

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Here is the updated Expense Allocations screen. Note that the project and task

are now complete for each selected expense. If necessary you can manually

update the project and task in this area. Since we saved the allocation on the

previous screen, it will now appear in the My Allocations drop-down menu for

future use. We will show this on the next slide.

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Here is another example that demonstrates how to use a saved allocation. We

have selected the expense items to update. If we have saved an allocation it is

very easy to add the project and task for the items. Click the My Allocations

drop-down menu and select the applicable saved allocation. Then click the

apply button. The projects and tasks from the saved allocation are applied to

each selected line. If you save commonly used project and task allocations it will

save a lot of time when completing future expense reports. When complete with

the allocations, click the next button.

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We are now at the final step. Review your Expense Report before submitting.

The expense report will be displayed in expense types: Business Expenses,

that equates to Credit Card Expenditures, Cash Expenses, and Mileage.

If you have any personal expenses, that would show as well. Scrolling will be

necessary to view all information. If changes are necessary you may click the

back button. If you have not completed your expense report, you could save it

and come back at a later date and edit it. If the report is accurate and complete,

click Submit. A confirmation page will display. This is shown on the next slide.

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Notice at the top of the page, there is a notice that the expense report has been

submitted to IMA SUPERVISOR for approval. This is a training example, in reality,

this will show the employee's actual supervisor to which the expense report was

submitted.

All of the expense report information has to be transmitted to the MarkView server.

You will receive reminder e-mails until the bar code, expense report, and receipts

have been received. As you scroll down through the confirmation page with the

bar code you will notice where receipts are required, they are marked with a check

mark.

A receipt is not required if the expenditure is under $75 unless it is required by the

project. The system does not track project requirements so you need to be aware

of your project requirements for receipts. Please remember that receipts are

always required for hotel rooms and ticket fare.

Click on the Printable Page button and print out the expense report. Tape all of the

required receipts to a piece of paper and scan or fax the expense report, receipts,

and the bar code page on top to the MarkView Server. Detailed information about

receipts and scanning or faxing is provided later in this course. On the next slide

we will show the printable page version of the report that displays when you click

the printable page button.

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When you click the printable page button a File Download message box

appears. Click open to open and view the printable version of the report with the

bar code. You may view the PDF copy of the report and navigate to additional

pages by clicking the navigation buttons at the bottom of Adobe reader. Open

the File menu and select Print to print a copy of the report. Next we will

complete a short review activity to help you remember what we covered in this

section.

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Review Activity Slide

35

We have covered creating a basic expense report. We will continue

with our next topic that addresses how to handle special expenses.

36

Special Expenses. Now that we have covered how to create a basic expense

report, we will cover how to handle some expenses that require additional

documentation.

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Some expenses require additional information. These include

•Business Meals

•Alcohol

•And Hotel Bills

To properly document these items, enter basic information on the Credit Card

Expenses area. Use the Details button to provide additional information and

Use the Itemize button to “split” expenses. We will go through some examples

on the following slides.

38

Click on each picture to learn more about that special expense. When you have

viewed all three topics, click the continue to next section button to advance to

the next section of the course.

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First let’s define the term business meal. A business meal is a meal that you

have with others where official business topics are discussed. If you are

traveling and you dine alone, this should be simply listed as “lunch” or “dinner.”

In our example report we have added a business meal expense. When you

select the Expense Type Business Meals, additional information is required. If

you do not supply the additional information, you will receive a warning. In this

case we need additional details and a justification. Since this is a credit card

transaction, the location and merchant are already provided, however if this was

a cash transaction, both would need to be manually entered. Click on the Details

button to access the Details screen and enter the required information. As a

reminder, a receipt and a justification is required for this Expense Type.

Attendees must also be entered. Alcohol must be calculated separately from the

business meal and added as a separate line on the expense report.

40

Once again, the required fields are marked with a blue asterisk. Justification is a

required field for business meals. Enter a reason for this business meal. For

example, “Discussed project status updates.” Notice attendees for business

meals are also required.

There are 2 categories of attendees: employees, and non-employees. Type the

employee’s name. The use of CAPS is recommended. Or alternatively, click on

the flashlight to find the employee. On the next slide we will demonstrate how

to search for employees using the flashlight button.

41

You will notice the flashlight button on several screens throughout the system.

You may use the same basic procedure outlined on this slide to search for

information. Click on the Flashlight button. Select Search By method (e.g.,

Employee Name). Enter search criteria (e.g., portion of the name with the

wildcard (%) or the full last name. Reminder: Use CAPS. Click the Go button to

start the search.

42

Click the applicable radio button to select the employee, then click the select

button

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Verify that all attendees are entered correctly. Notice that if you are entering

Non-Employee information the Employer Information is required. Complete the

Attendee information and click the Return button. This will take you back to the

credit card expenses screen. This completes the additional information required

for a business meal. Click the next button to return to our list of special

expenses and select another topic.

44

Another special expense situation is a business meal with alcohol. Alcohol needs

to be separated from Business Meals.

Alcohol is a Non-FAR, or Federal Acquisition Regulation, expense and can not

be billed to the client. Alcohol needs to be listed as a separate item. If this was

incurred for a project it must be charged to the project but can not be billed to

the client, it must be marked as non billable.

Note that alcohol should include the applicable portion of tip and taxes. There is

an alcohol calculation spreadsheet that can be used to make this calculation. It

is available for download by clicking the Global Policy link and then clicking the

“Alcohol Calculation Form” link. Click on the Details button to split out Alcohol.

45

Click the itemize button. Update the amount of the business meal expense to

the amount less the alcohol. Click the Add Another Row button. Select the

Expense Type of alcohol and type the amount of the alcohol charges. Again,

alcohol should include the portion of tip and taxes. Make sure that the lines total

the credit card charge. When the itemization of expenditures is complete, click

the return button to return to the Credit Card Expenses screen.

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Notice that there is not a new line for Alcohol that displays on the credit card

expenses screen. However the itemized alcohol expense will appear on the

allocations screen and is saved. This completes the additional information

needed to document alcohol. Click the next button to return to our list of special

expenses and select another topic.

47

Our final special expense example involves hotel expenses. Hotel room charges

and hotel taxes must be listed separately. If you charge any meals or personal

expenses, they must also be itemized. To begin click the details button for the

hotel room charge. This launches the expense detail screen. Next click the

itemize button to launch the itemize screen and itemize the charges.

48

This area lists the itemization. Currently there is just one expense listed with the

total amount. We can change this in the detailed itemization at the bottom. For

example we can list the number of days of 2 and a daily room rate of 50 dollars

for the hotel room. As you enter information the itemization area at the top

automatically updates. To add hotel taxes we click the add another row button.

This allows us to select hotel taxes for the expense type. We enter 2 days and a

rate of $17.67 in the itemization area at the bottom. Note that this is reflected in

the summary area at the top. Please note that you must account for the total

charges. If you mistakenly enter inaccurate amounts or you do not account for

an expense charged to the room, it will default to a personal expense. Personal

expenses must be paid by the employee directly to the credit card company. In

this example the personal expenses show properly as zero. When you have

completed all of the itemizations, click the Return button.

49

Note the itemized lines that were just created do not display on the credit card

expenses screen, just the original charge. This is also the case for any

expenses classified as personal. However, the itemizations will display on the

allocations screen. Please remember that the justification field is only required

for certain expenses, you do not have to complete this for every expense.

50

We have completed the topic on special expenses. In our next topic

we will cover how to handle receipts, but before we move on, let’s

take a moment to answer a quick review question.

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Review Question

52

Working With Receipts. In this topic we will take a more detailed look at how to

handle receipts in iExpense. We will include some general reminders of policy

rules that are often forgotten.

53

Here are a few policy reminders that you should remember. Receipts may be

required for ALL expenses depending on the project agreement. It is important

to ask your Project Administrator or Project Manager about the level of

documentation that is needed on each project.

PB also has requirements for overhead expenses or non-billable projects.

Detailed receipts are required for all expenses $75 and greater. The credit card

summary receipt is not sufficient. Receipts are also required for all hotel bills.

Tape receipts to a blank sheet of white paper. Please remember to use the

detailed credit card copy, not the summary. Include your name, project number

and task number in the upper left corner.

54

When you have a situation where a receipt is lost you may document this using

the details screen for that expense. Click the Original Receipt missing check

box and type a justification.

55

There are two methods to submit receipts electronically. Scan directly to

MarkView using a scanner or multifunction device, or by faxing. The procedure

is essentially the same. As mentioned in the previous topic, you must print the

expense report by clicking the printable page button. That will print the expense

report and the cover sheet with a bar code from iExpense. Stack with the bar

code on top, then the expense report, then the receipts at the bottom. Submit all

items at once either by scanning using the designated MarkView scanner or

multifunction device in your local office, or by faxing to the following number.

56

Once you verify that your receipts have been received in the system, mail the

original expense report packet to the Records Department for retention. The

packet should include the following items. The Bar Code Page, the Printable

Page Expense Report, and the receipts taped to an 8 ½ x 11” piece of paper.

Each expense report packet should be in a separate envelope. However, You

may send multiple expense report packets in a “batch” with others from your

office. We encourage you to use regular mail to save money on postage.

Please mail to the following address.

Parsons Brinckerhoff

4139 Oregon Pike

Attn: Records Department

Ephrata, PA 17522

57

Review Question

58

We have completed the topic on working with receipts. Next we will

cover how you may track the progress of your expense report after

it’s submitted.

59

Submitted Expense Reports. In this topic we will cover some of the common

procedures that you will perform after an expense report is submitted. We will

start with some of the common statuses that are displayed in the system and

used to track the progress of an expense report.

60

This slide covers the common report statuses that you will see when a report

follows a normal processing flow. We will cover exceptions later in this section.

The pending Manager approval status is displayed after submitting a report and

scanning or faxing the bar code cover sheet, expense report, and any applicable

receipts. The approving manager will receive an e-mail and notification in

iExpense after the applicable items are successfully scanned or faxed. After the

expense report is approved it is sent to accounts payable for review and

processing. This is indicated with the Pending Payables Approval status. The

Ready for payment status indicates that accounts payable has approved the

expense report for payment and the payment will be made on the next cycle. Funds are sent to the credit card company every Monday.

61

You may view the status of an expense report on the iExpense home page by

viewing the Track Submitted Expense Reports area at the top. View the Report

Status column to check the current status. A report status of “Hold Pending

Receipts” displays until you scan or fax your printable page copy of the expense

report and supporting receipts. The Receipts status will be “Required” and the

field named attachments will be blank. After scanning or faxing the required

information the screen will update to show a Report Status of “Pending Manager

Approval”, a Receipts Status of “Received”, and the attachments icon will

display. If you forget to scan or fax the receipts after submitting an expense

report you will receive reminder notifications and emails.

62

You may view the receipts and expense report that you submitted by clicking the

attachments icon in the column on the far right of the screen. Then click the

MarkView icon. Type your network username and password to access the Kofax

viewer. The report will display in a new window.

63

This slide covers additional report statuses that you may see.

Saved- displays when you start a report and save it before submitting.

Withdrawn- displays when a submitted report is withdrawn by the user who

submitted the report. It is used if a change is needed after a report is submitted

and before it is approved. It is also used to make corrections to a report that was

short paid.

Pending Your Resolution- displays when you need to take action on a report

for one of several reasons:

-Your supervisor has not approved your report and it has exceeded its

time limit for approval

-The report was short paid. This means that a payment was authorized

for less than the submitted amount which generally means that there was

a policy violation or perhaps a missing required receipt.

Rejected- displays when your report is rejected by the approver.

64

Here is a training example that illustrates some different statuses. At the top we

can see a report has been submitted with a status of Hold Pending Receipts.

The receipts are still required in this example, the report was just submitted and

the receipts still need to be scanned or faxed with a cover sheet. If you forget to

scan or fax receipts, you will receive reminder notifications.

In the Update Expense Reports area we have 2 reports. There is an in progress

report at the top. This was a report that was started but not completed so the

user saved it. The user may continue to work on the report by clicking the

applicable Update button. The second report was initially submitted and then

withdrawn by the user. Perhaps an additional expense was not listed that needs

to be added so the user changed his mind and withdrew the report before the

manager approved it.

65

There are two ways that you will be notified about important events related to

your expense reports. First, there are notifications that display within the

iExpense system. These are displayed in the Oracle Worklist and at the bottom

of the iExpense home screen. In addition to the notifications in iExpense, you

will receive a corresponding notification via email. These emails will be sent to

your regular PB email address. This helps to ensure that you are aware of

important events even if you do not proactively logon to iExpense and check that

system. Although these notifications are very helpful, iExpense is not designed

to send multiple messages back and forth between users of the system. Please

remember to use traditional communication methods if you have any questions

about your expense report. A short email, telephone call, or face to face

conversation between managers and employees is encouraged and may save a

lot of time.

66

In this example we can again check the status of an expense report by viewing

the iExpense home page. This report has a status of Pending Your Resolution.

There is also a notification with a subject referencing this report number. To

review the notification, click to select the notification and click the open button.

You may also click the link in the subject line.

Note that a warning message is displayed at the top indicating that the last

approver did not respond to the approval notification for the report. You have

three buttons that allow you to respond to the notification. You may forward the

report to the next manager in the organization structure, you may resend to the

current approver, or you may Reassign the notification to another authorized

approver who can subsequently act on the notification. Click the applicable

button to route the report or notification.

In this example we will resend the report to the original approver. We can see

on the iExpense home page the status is now listed as Pending Manager

Approval and the Notification has been cleared. Please remember that you may

view previously opened notifications by selecting All Notifications in the view

drop-down menu and clicking the Go button.

67

A short pay occurs when there is an error on an expense report that was not

identified by the approving manager, but is identified by Accounts Payable. It

may be because of a missing receipt that is required or for an unallowable

expense. In this case the report is divided into two separate reports. The

amount that is authorized to be paid has the original expense report number.

The rejected portion of the report will have a “dash one” added to the end of the

report number. Additionally a notification is added to the home page of the

person who submitted the report.

68

To resolve a short pay situation, withdraw the rejected “Pending Your Resolution”

report. Then edit the report to resolve the issue. Remember that the notification

should contain information about the problem if you are unsure. Then submit the

revised report for review and approval. Finally, scan or fax the updated report

with bar code cover page and include any applicable receipts. Now that we

have covered the procedural information, let’s look at an example in the system.

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In this basic training example we have the first line approved and ready for

payment in the amount of $1.50 This is most likely a credit card fee that was

submitted. However, the second line has the same expense report number with

a “dash one” and has a status of “Pending Your Resolution.” Access the

notification to determine why the item or items were rejected. Next, withdraw the

expense report by clicking the Withdraw button and confirm the withdraw by

clicking yes. This will move the report into the update expense reports area in

the middle of the home page and allow you to make changes. Click the update

button to access the report and make the applicable changes. Please note that

if you click the delete button, the short paid report will be removed and any credit

card charges will need to be accounted for using a new report.

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When you receive a short pay, you may have to provide further justification or

additional receipts provided they are available. This is just an example of what

might be required to re-submit your expense report. In this example a receipt

was required for an expense over $75, however the receipt was not provided. If

the receipt was lost this must be indicated by clicking the receipt lost checkbox

and providing a justification.

Complete and submit your expense report as appropriate adding whatever is

required. Remember to print the expense report using the printable page button

and scan or fax any additional receipts with a new copy of the expense report

with a bar code cover page. After resubmitting, your report will have a report

status of “Pending Manager Approval” and a receipt status of “Received –

Report Resubmitted.”

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Review Question

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We have completed the submitted expense reports topic. In our final

topic we will cover some advanced features of the system.

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Advanced Features. In this section we will cover some of the advanced features

of the iExpense system.

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In this section we will cover some miscellaneous features including User

Settings, which includes Expense Preferences, and Authorization Preferences.

We will also cover using multiple currencies and entering per diem expenses.

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In the expenses preferences screen, you may change the default supervisor in

the system to process your submitted expense reports. This may be necessary

if it is not accurate or if you are going to be working on a project for an extended

period of time where another approver will be reviewing your expense reports.

For example, the project manager, if your expense reports are entirely project

related.

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To update your supervisor in the system, access the iExpense home screen and

click Preferences, then click Expenses Preferences. Click the flashlight button

to search for your approving supervisor. Using the same search procedure

previously outlined, enter the applicable criteria and click the go button which will

display search results similar to our example here. Click the applicable radio

button to select the name from the list and click the select button. You may also

simply click the quick select button for the applicable approver. In our example

we will select Ima Substitute. Confirm that the desired approver displays and

then click the apply button to save your changes. A confirmation message will

display at the top of the window.

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You may give authorization for someone to complete your expense reports. This

may be because you are delegating that responsibility or if you are going on an

extended vacation or if you will have limited network access, etc. When you

give someone this authorization, it also provides the ability to view notifications,

statuses, etc. You will receive an email and notification in iExpense if a report is

prepared for you. You must review and approve the report to submit it for your

manager to approve.

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From the iExpense home page, click Access Authorizations. This opens the

Access Authorizations screen. You may view the people who have the authority

to enter expense reports for you on the left. On the right you may view the

people who have granted this authority to you.

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To add a delegate, click the add another row button. Click the flashlight button

to search for the applicable delegate. Using the procedure previously outlined,

type the search criteria and select the desired employee. Then click the save

button. Note that you may click the applicable Remove button to remove a

delegate.

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Now let’s go through an example where a delegate is asked to create an

expense report for his or her manager. The delegate clicks the create expense

report button and the General Information screen appears. Here they must click

the drop-down menu to select the travelers name since the report is for that

person. Then they continue entering the expense report as usual. Please note

that the credit card expenses screen will display the credit card expenditures of

the traveler selected on the General Information screen. This allows the

delegate to select the proper expenses for the expense report. When completed,

the delegate submits the expense report and prints the Printable Page.

The cover sheet with a barcode, the expense report, and any required receipts

must be either scanned or faxed to the MarkView server. This process prompts

the system to notify the traveler for whom the report was created. The traveler

will receive an email and a notification in iExpense, but not until the information

is scanned or faxed. Once this is completed, the status will change to pending

individual’s approval on the Expenses Home Page. On the next screen we will

demonstrate what the traveler needs to do to complete the process.

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Once the delegate submits the expense report and scans or faxes the bar code

cover sheet, expense report, and any required receipts, an e-mail and a

notification are sent to the traveler for whom the expense report was created.

The email message will be similar to this. Additionally, when the traveler logs on,

he or she will see a notification. The traveler must click the notification to view

the expense report that was created on his or her behalf. It is very important to

carefully review the report to ensure that is was accurately prepared by the

delegate.

To see the printable page and the receipts, click on the Expense Receipts Link,

you may also review the detailed information by clicking Expense Report Details.

The traveler can approve, reject, or transfer the expense report. If it is incorrect

or needs to be adjusted click the reject button and enter in a note to explain what

needs to be changed. If the expense report needs to be transferred to someone

else to approve, click on the transfer button and provide a note. If the Expense

report is correct, click on the Approve button. This will submit the report to the

traveler’s manager for review and approval.

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Now that we have covered user settings, let’s go into a little more detail about

entering an expense report with multiple currencies. When you enter expenses

for credit card transactions, the system automatically calculates the

reimbursement amount based on the applicable exchange rate. For cash

expenses it is necessary to manually enter the receipt information and exchange

rate. The rate entered should be the rate applicable on the day you exchanged

currencies. We will show examples of credit card and cash transactions on the

next two slides.

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In this example, there are two charges listed in Canadian dollars and one in US

dollars. Note that the amounts listed in the receipt amount indicate either CAD

or USD. Additionally, the reimbursable amount listed on the far right will use a

currency conversion to list all amounts in US dollars. If you access the details

window for an expense, it will display the receipt amount, exchange rate, and the

reimbursable amount. This is automatically done for credit card expenses.

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To enter foreign currency, you must click the Show Receipt Currency button.

This adds another column to the screen where the currency may be selected.

Enter the details for the expense including date, receipt amount and the receipt

currency. Select the applicable expense type and then click the details button on

the far right. This is where you will enter the applicable exchange rate. Type

the applicable exchange rate. There is a 2% tolerance for the exchange rate

based on the current rate to account for minor fluctuations. When done, click the

Return button to return to the Cash and Other Expenses screen where you can

verify the information and enter additional expenses as needed.

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Our last advanced topic is entering per diem. It is PB’s Policy that when

traveling, the employee is to charge actual expenditures except in situations

where the employee is charging to a direct project that is required by contract to

charge and invoice Per Diem.

In cases where per diem is contractually required by a project, please follow

these instructions:

You are to use your PB Visa card for all business expenses. Presuming you

have used your Company Visa card for costs, please retrieve your credit card

charges as you would for any expense report. Make sure you include the hotel

room, meals, and whatever else is covered under your Per Diem Agreement

(e.g. laundry, etc.)

Categorize these charges as personal. This will ensure that the per diem, which

will be itemized later in the cash section, balances out your corporate card

charges. List your per diem, per day as contract allows on the cash and other

expenses screen. Click on the Details button and enter a justification and

location. Scan or fax your expense report and your Per Diem Agreement which

provides contract authorization for charging Per Diem. We will demonstrate this

process on the next slide.

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Here is the credit card expenses screen. In this hypothetical example we have

selected the charges that are covered under the per diem agreement. We need

to categorize these as personal expenses since they will be covered by the per

diem amount that we will document on the cash and other expenses screen. We

click to select the check boxes and then click the Categorize as Personal button.

We can now see that the charges are listed under the personal expenses area

and will not be included in the expense report total that is paid to the credit card

company. The charges will be covered by the per diem listed on the Cash and

Other Expenses screen. We can now click the next button to go to the Cash

and Other Expenses screen.

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Enter the date, and the per diem amount per day as the contract allows. Select

the expense type of per diem. Again, you are required to enter a justification

that includes the agreement number and location. Click on the Details button to

complete this information. Here is the details screen with the required

information entered. If you enter all the required information on line 1 in the

details screen, you can copy this information down by clicking on the duplicate

button. Then change the date information. When complete click the return

button to return to the cash and other expenses screen.

Here is an example of a completed cash and other expenses screen with the per

diem listed for several days. Click the next button to complete and submit the

Expense Report as you would with any other expense report, remembering to

scan or fax your expense report and your Per Diem Agreement which provides

contract authorization for charging Per Diem.

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One final item that we will cover in this section is the processing of credit card

credits. If you receive a credit on your credit card for a refund, it needs to be

processed just like the other credit card transactions. For example, if you have a

charge for a plane ticket and then cancel the trip and get a full refund you need

to account for both the charge and credit by selecting those transactions for your

expense report. In this example we see an airline ticket charge of $749.20 and a

corresponding refund in the same amount. These will have a net value of zero.

After selecting these transactions along with the others needed for your expense

report, please remember to complete all applicable information for both the

charge and the credit. Again the amounts will balance out on the expense

report. Please note that if you have already submitted the charge on a previous

expense report you may still process the credit on your next expense report and

the amount that is sent to pay the credit card company will be adjusted by the

credit amount.

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For your future reference, you may download a PDF version of the basic course

slides. We have also created a quick reference card that outlines most of the

basic procedures and functionality of the system. This should be a very helpful

tool when you begin to work with the system. The files are available via the

attachments link in the upper right corner of the course window. You may also

simply click the applicable picture to access the file and save it to your computer.

Please be patient as it may take a moment for these files to download.

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You are now ready to begin the final assessment. The assessment consists of 10 multiple

choice questions. You will need to achieve a minimum score of 80% to receive credit for

passing the course. If you score below 80%, please go back and review the content of

this course, and then retake the assessment to achieve a passing score.

When ready, click the Right arrow below to advance to the assessment.

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Final Test

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Thank you for completing this course. If you received a passing score on the

assessment, simply close this window to exit the course. Your score will be recorded on

your transcript. If you did not achieve a passing score, please review the content of this

course and then retake the assessment to achieve a passing score.

You may print a certificate from the My Transcript area of PB University by clicking the

cert. icon.

If you have any questions about the content of this course, please email us at

pbu@pbworld.com.

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