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1 Sibley and Howard County Travel and Business Expense Reimbursement Process Briefing and Demonstration Presented by: Bob Sicoli, Debbie Hawkes.

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Presentation on theme: "1 Sibley and Howard County Travel and Business Expense Reimbursement Process Briefing and Demonstration Presented by: Bob Sicoli, Debbie Hawkes."— Presentation transcript:

1 1 Sibley and Howard County Travel and Business Expense Reimbursement Process Briefing and Demonstration Presented by: Bob Sicoli, Debbie Hawkes

2 Travel and Business Expenses High-Level Process 2 Create Travel and Business Expense Reimbursement

3 Travel and Business Expenses Features and Benefits 3 Electronic form contains automatic calculations and validations Approval by Departmental Approver to determine allowability, availability, and legitimate business purpose Some departments may require an additional approval Accounts Payable Shared Services audits receipts and posts for payment

4 Travel and Business Expenses Guiding Principles 4 Travel and Business Expenses Entry Departments have the choice to enter expense reports by having: each employee enter their own expense reports (the Travel Requestor role) or administrators enter expense reports on behalf of their employees (the Travel Assistant role) Travel and Business Expenses Approvals Approver is determined based upon the cost center being charged. If multiple cost centers are charged, the request will go to the appropriate approver for each cost center. If the approver does not take action within 5 business days, an reminder will be sent. If no action is taken after 10 business days, an reminder is sent to the approver and the approvers manager. Travel and Business Expenses Receipts Travel and expense receipts are scanned and attached to electronic request.

5 Travel and Business Expenses Travel and Business Expense Reimbursement 5 OR Enters expense report information into SAP and forwards receipts to financial approver Workflow is created for department approval Enters expense report information into SAP on behalf of traveler Reviews expense report; approves or denies based on allowability, availability, and legitimate business purpose. Receipts are scanned into SAP so that there is a record of the image of the receipt Employee Incurs expenses. When ready, submits receipts manually to Travel Assistant There is an option to have employees enter their own expense reports (need role) Department Approver Travel and Business Expense Approver NEXT

6 Travel and Business Expenses Expense Reimbursement Flow (continued) 6 Optional Second Approver Some departments require a second approver Travel and Business Expense Approver Note: Direct deposit account may be different account than payroll direct deposit. CONTINUE The person who requests the reimbursement receives Approval notification CONTINUE

7 Travel and Business Expenses Expense Reimbursement Flow (continued) 7 Processes travel reimbursement after receipts are received and audited, unless request is under $75 The Traveler receives reimbursement notification Workflow is created for travel reimbursement notification Accounts Payable Shared Services Travel and Business Expense Payment Processor Note: Direct deposit account may be different account than payroll direct deposit. CONTINUE

8 Travel and Business Expenses Demonstration 8 Demonstration of the Travel Manager TRIP transaction

9 Travel and Business Expenses Conclusion 9 The Travel Manager Contains: Electronic form contains automatic calculations and validations Approval by Departmental Approver to determine allowability, availability, and legitimate business purpose Some departments may require an additional approval Accounts Payable Shared Services audits receipts and posts for payment


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