1. Welcome to State of Michigan Central FinanceExpense Approval and Modification Tutorial Brought to you by the Office of Financial Management

2. Approval Window The Central Finance (Statewide) Approval Window is used to:  Approve Expense Reimbursement Requests  Modify Expense Reimbursement Requests  Approve Advance Requests  Modify Advance Requests For approving Advance requests, please see the Central Finance Advance Approval and Modification Tutorial This tutorial will focus on approving and modifying Expense Reimbursements

3. When approving or modifying expense requests, there are six tabs on the Expense Page: ID Tab Summary Tab Expenses Tab Liquidations Tab Coding Block Tab History Tab Expense Approval Window Used to perform the expense approval or submit modifications to the expense. Used for additional review of the expense request prior to approval or to change the liquidation or coding during modification. Used to access the Modify button or to review general information about the expense request.

4. Statewide Expense Approval Scenario Duane Shattuck (Central Finance) will final approve Jolaine Leatherwood’s expense request for a learning conference she attended in Gaylord. Jolaine had received an advance amount of $200 prior to her trip to Gaylord and she fully liquidated her advance outstanding on her expense request. This tutorial will also show how to approve expense requests that do not have advances.

5. Home Page Central Finance can reach the Approve screen through the Statewide/Approvals menu.

6. Statewide Approve Page In Select Employee you can choose the Dept, Agency, TKU, Emp Id or Last name as the search criteria.. This will bring up a selection of employee names in the Search Results window that match the criteria you selected, as shown on the next page... Click on ‘Search’.

7. Statewide Approval Page The filter allows you to choose any heading to filter on. Multiple conditions can be chosen When you click on the filter button found on many screens you will get a window that can be used to filter your data. You can add additional filters by clicking the “+” sign

8. Statewide Approval Page - Search Results Note: Clicking any of the (blue) column titles will bring up an arrow allowing you to sort the column in ascending or descending order. You can click the employee name (anywhere in the application) to access general Information about the employee. Click View to access the ‘ID’ tab where you can review the expense transaction details prior to approval.

9. Statewide Approval Page - Queue x Once you have checked all the ones you will be approving click on the view tab to go to the approval page To approve multiple requests put a check mark in the box in the select column.

10. RETURN Employee General Information Screen

11. Approve Expense - ID Tab Note: Error messages can accompany the expense and will be displayed when there are insufficient and/or invalid inputs.(Severity: W = Warning E = Error) The ‘ID’ tab shows expense From and To dates, Nature of official business, User event description, Expense Type and if the expenses were for Out of state travel. Next, click ‘Summary’ tab. Note: All the tab fields are in “read only” mode during the approval process.

12. Approve Expense - Summary Tab This Expense has liquidated the Outstanding Advance. The total due before taxes to employee is $137.22 and will result as an increase to employee’s net pay. Totals shows the Total Expenses, Total Advance Liquidated and the Total Due To Employee. Summary By Category shows the total for each category of expense. Note: Approver can review summary information of the expense reimbursement request and determine if reasonable. Once determined reasonable, the expense request can be approved. Summary By Coding Block shows the total for each coding block.

13. Approve Expense - Summary Tab Continued ‘Print Summary’: Opens the reimbursement request summary in a printable report. ‘Print Detail’: Opens the reimbursement request detail in a printable report. Next, click ‘History’ tab. ‘Reject’: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously. ‘Approve’: Queues the Advance to the next step in the approval path and returns you to the Manager- >Approval screen.. After reviewing the request for accuracy, click ‘Approve’. ‘Approve- Next’: queues the Advance to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Approve with Comments’: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Skip’: allows you to review the Advance at another time. After skip you are taken to the next item in the approval queue if defined previously.

14. Approve Expense - Summary Tab Continued Note: If you require more information, you could click the ‘Expenses’ tab to view each detail line. Click the ‘Coding Block’ tab to view specific coding or if your expense has a Current Outstanding Advance (as in this example) you could click the ‘Liquidations’ tab to view more detail. We will show those tabs later. Next, click ‘History’ tab.

15. Review Expense - History Tab The ‘History’ tab shows the actions associated with the Expense Reimbursement Request. Note: The Action Code changes to AFFW when approved by Central Finance. Previous Page will return you to the Statewide Approve Screen. Version shows the number of times the Expense request was modified after being submitted the first time. Action Code shows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the userid that performed the listed action. Action Date is the date the listed action was done. Note: Status: Approvals Complete indicates that the advance has been fully approved.

16. Statewide Approve Screen After Approval Note: Once you approve an expense, it clears off your Statewide/Approve Search Results listing as shown below. If you need to view it later, you can access it via the Statewide/Expenses menu. Note: You can always access employee expenses via your Statewide/Expenses menu. The Expenses Select Employee section will be slightly different than the Approval Select Employee Section. The filters will be different. Employee expenses are viewable by Central Finance (via the Statewide/Expenses menu) immediately after the employee saves them and remain as viewable records as they process through to payment. In fact, expense requests remain viewable/accessible until purged.

17. Review Expense - Expenses Tab Advance Outstanding shows the total of all approved advances net of approved liquidations. The Total Expenses are $337.22 and are detailed in the Expense Summary section. If Advance Outstanding is zero. There is nothing available to liquidate at this time. Note: We will now review the remaining screen tabs for this expense starting with the “Expenses” tab. Note: Even though the employee fully liquidated her $200 advance on this expense request, the Advance Outstanding field will not reflect the liquidation until the expense request is fully approved.

18. Review Expense - Expenses Tab Continued Display line items by clicking on a particular row in the Expense Summary section which shows the details of that line item in the Expense Details section. Next, click ‘Coding Block’ tab if your agency allows employee entry of coding block detail.

19. Review Expense - Coding Block Tab Note: Users could have assigned coding blocks by expense line items for their reimbursement request. Default standard expense Coding Block is indicated by a check mark in the Std field. Next, click ‘Liquidations’ tab.

20. Review Expense - Liquidations Tab Note: Total Outstanding Advances will be reduced by $200 once the expense request has been fully approved. The Amount to Liquidate Column shows that the employee fully liquidated the advance outstanding and the New Outstanding is.00. Note: This screen lists all non liquidated approved advances for this employee.

21. Modifying an Expense - Central Finance Expense modifications initiated by Central Finance can be processed from either the: Statewide/Approvals Menu OR Statewide/Expenses Menu If you modify via the Statewide/ Approvals menu, you can immediately approve the expense modification afterward. The Modify Button resides on the same ‘ID’ tab for both.

22. Statewide Expense Modification Scenario Two days after Orene Searing submitted her expense reimbursement request for approval, she realized that she had incorrectly recorded one of her lunch amounts. Since her supervisor had already approved it and time was of the essence, the modification was processed by Central Finance as shown on the following page.

23. Modify Expense - Search Results Click View to access the expense you wish to modify. Note: We will be modifying through the Statewide/Approvals menu.

24. Modify Expense - ID Tab Click ‘Modify’. Note: Expense Versions begin at zero and increment each time a modification is submitted. An expense modification is initiated from the ‘ID’ tab. Note: The Expense fields are currently in non edit mode. Once the ‘Modify’ button is clicked, all the fields in all the tabs become editable.

25. Modify Expense - ID Tab Continued Click ‘Save’. Note: The ‘Save’ button is now activated and you must save the data on the ‘ID’ tab first (even if you do not make any changes on this tab) to create the new version. Otherwise you will receive a popup asking if you wish to save. A new Version is created. Note: You can navigate between different versions of the expense record using the scroll arrows. Click on the ‘Expenses’ tab to continue with the modification.

26. Modify Expense - Expenses Tab ‘Expense Details’ displays blank fields ready for additional data change or input. Note: Central Finance will modify the 3rd lunch (Line 4) to match the actual receipt amount ($6.85). Click Line 4. ‘Expense Summary’ displays the current expense details for this request.

27. Modify Expense - Expenses Tab Continued Click ‘Apply’ to move the modified amount to the Expense Summary section. 6.857.25 Once selected, Line 4 details display in the ‘Expense Details’ section. Change the Reimbursement amount to 6.85.

28. Modify Expense - Expenses Tab Continued Line 4 shows the corrected lunch amount. Total expenses is adjusted. Click ‘Save’. Next, click ‘Coding Block’ tab. Saved successfully Note: You do not need to click the Coding Block tab to submit the modification - however for the training purposes we are showing all the tabs.

29. Modify Expense - Coding Block Tab Expense Summary now displays the modified amount on Line 4. Note: All lines are charged 100% to standard (Std) coding block. Next, click ‘Liquidations’ tab. Note: You do not need to click the Liquidations tab to submit the modification - however for the training purposes we are showing all the tabs.

30. Modify Expense - Liquidations Tab Next, click ‘Summary’ tab to complete the modification. Note: Total Outstanding Advances will be reduced by $400 once the expense has been fully approved. The Amount to Liquidate column shows the employee chose to fully liquidate advance outstanding and the New Outstanding is.00.

31. Modify Expense - Summary Tab Totals displays updated amounts after the expense modification. Summary By Category displays expense items by expense types. Summary By Coding Block displays coding block assigned to expense items. This example charged all items to standard coding block. Click ‘Submit’, and a ‘Comments’ box appears. Note: In this case Total Due From Employee before taxes is $95.55 and will result in a decrease in employees net pay.

32. Modify Expense - Summary Tab Continued Corrected Lunch amount. Enter an appropriate comment to explain the reason for the modification. Click ‘OK’. 80Corrected Lunch amount per Shattuck.

33. Modify Expense - Summary Tab Continued Finally, click ‘History’ tab. Note: Check for possible errors after submission. Modification has submitted successfully. Submitted Successfully

34. Review Expense Modification - History Tab The history of actions associated with the Expense Reimbursement Request. Version shows the number of times the Expense request was modified after being submitted the first time. Action Code shows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the userid that performed the listed action. Action Date is the date the listed action was done. Note: The Action Code stays APRW. Note: The Version reflects the modification. Awaiting Approvals Awaiting Web Central Finance Primary Approval Note: Status: Awaiting Web Central Finance Primary Approval indicates that the modified advance is available for immediate approval if desired.

35. More on Modifying Expenses Expense modifications initiated by Central Finance prior to or after approval can be made when the expense request has an APRW or AFFW action code. Once an advance is modified, the action code will remain the same as it was prior to the modification and the version will increment. Generally, after an expense request is submitted it can be modified by the originator until the next action (first level approval) has taken place. Similarly, after the first level takes place, the first level approver can continue to modify the request only until the second level approval takes place. After the second level takes place, the second level approver can continue to modify the expense until the next action in the approval path. (if this happens to be the last action, then until XTCT or HSNT) Central Finance can also modify at any time while the expense is in SUBM status via the Statewide/Advances menu

36. More on Modifying Expenses Expense Adjustments: Once the expense reaches PROC status, users with appropriate security (those with EXP ADJ role) can still change the expense request if further corrections are needed. The process is similar to modification, but is called an adjustment because the incremental dollar impact will process in a subsequent payroll cycle.

37. Where To Get Help Users with questions or needing help should call the OFM Help Desk at: 517-373-6222 1-800-856-6246 (not local) At the welcome message press “8” then press “3” for HRMN Payroll/DCDS. We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial.

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