MBP Expense Module Phase 1

MBP Expense Module Implementation Phase 1 includes the following reports: – Monthly Expense Reports – Education Reimbursement Reports – Relocation Reimbursement Reports Expense reports must be submitted electronically starting with September 2009 expenses. Future phases will include the following reports: – Credit Card Reconciliations – Mileage Reports

There are two types of monthly expense reports: Travel and Non-Travel

Travel Expense Reports The Travel Expense Report should be used for expenses associated with business travel lasting 12 hours or more. A Travel Expense Report should be submitted for each trip. Receipts are required for all expenses at the time of submittal.

Non-Travel Expense Reports Non-Travel Expense Reports should be used for monthly expenses not associated with travel, or for expenses associated with travel lasting less than 12 hours. Non-Travel Expense Reports should be submitted monthly. Do not include expenses from multiple months on a single report. Receipts are required for all expenses at the time of submittal.

Education Reimbursement Reports Use the Education Reimbursement Report for the following expenses: – College or University Course(s) – Sitting for Certification Exams – Sitting for and obtaining Professional Licenses – Application for a Renewal License (if an exam or course must be passed) Education Reimbursement Reports must be approved by HR. Education Reimbursement Agreements must be completed and attached with receipts and transcripts/certificates. Refer to the MBP TM Handbook for additional details on the Educational Assistance Program.

Relocation Reimbursement Reports Relocation Reimbursement Reports must be approved by HR. Receipts are required for all expenses at the time of submittal. Refer to the MBP TM Handbook for additional details on the relocation policy.

The Process Expenses are incurred by the TM. Electronic expense report is completed and signed by the TM. Receipts are attached by the TM. Branch admins have the ability to attach receipts for field TMs. Electronic expense report and receipts are reviewed by the TM’s Supervisor. Reports may be approved or returned for correction. A reason for return should be provided. Electronic expense report and receipts are reviewed by Accounting. Reports may be approved or returned for correction. A reason for return will be provided. Fully approved reports are processed for payment.

Expense Report Submittal Submittal and reimbursements dates will not change. Expense reports should be entered as early as possible. Information entered in the expense module should be reviewed carefully – the information entered will appear on client invoices. – Avoid grammatical and spelling errors – Be mindful of the sensitive nature of MBP projects Report status may be monitored electronically – TMs will be able to check when reports are approved and processed.

Expense Report Approval Supervisors should review expense reports at least twice a week. Daily review is encouraged. Accounting will review expense reports every other day at a minimum to allow plenty of time to correct and re- submit reports by the deadlines. Accounting will not review reports until the reports are approved by supervisors. If Accounting identifies a problem with a report on the last day before a submittal deadline, there will not be time to re-submit for the current payment cycle. Early submittal and approval benefits EVERYONE!

Login ID: Employee # Password: Same as Time Collection Domain: MBP

Information regarding recent expense reports will appear on Team Member dashboards. Click on “Expense Report” to begin building expense reports.

Managers and Branch Admins have the option to enter expense reports for Team Members in their Time & Expense groups. Expense reports should be signed by the team members. Select “Self” Then click “Next”

Team members may create a new expense report or copy a previous report. Then click “Next” Select “Create New Expense Report”

Then click “Next” Enter the Expense Report Date, Expense Report Type, Date Range, Description and Purpose The Expense Report Date should be the last day of the month for Non-Travel reports or the last day of travel for Travel reports. The to and from dates should be the first and last day of the month for Non-Travel reports or first and last day of travel for Travel reports. The description should include GLC, Month and Year (GLC ).

All project codes may be entered at this point, or added as expenses are entered. Use the binoculars to select projects from the Charge Tree. Use the “Add Charge Allocation” to add additional projects. Use the “Project” dropdown option when adding projects.

The default allocation % will assign 100% to the first project added. The default allocation % can be adjusted for each expense after it has been added. Click “Save” after all projects have been added.

Each purchase should be entered separately. Click “Add” to begin entering expenses.

Select Type from the drop- down box. Then click “Next”

Enter the expense date and any relevant comments.

The payment method for all Non-Travel and Travel Expense Reports should be “Employee Paid”. All charges should be entered in U.S. Dollars. Amounts entered as Personal charges will not be reimbursed. Enter Payment Method, Expense Incurred (total item cost), Personal charges, and Unallowable amounts. Then click “Next”.

If allocation is based on percentage, the total allocation must add up to 100%. If allocation is based on amount, the total amount must add up to the expense cost. A charge type must be selected for each line the expense is being allocated to. Refer to the next slide if the expense includes unallowable or over ceiling charges. Adjust the allocation for the expense and select the charge type. Then click “Next”. Additional projects may be added at this time

Unallowable or over ceiling portions of the expense must be allocated separately. Use the Expense Portion drop-down box to allocate unallowable and over ceiling charges. Then click “Next”.

Review entry. If necessary, use the “Back” button to make changes. Then click “Save”.

After all expenses have been entered, use the pen icon to sign the report.

Receipts are required for all charges. An explanation must be given for all missing receipts. Indicate the receipt status for each expense. Then click “Sign”.

MBP is not using Receipt Travelers at this time.

The Supporting Schedule is where receipt images can be uploaded and viewed. The Supporting Schedule also contains useful information, such as the Billable Schedule, Charge Allocation, Receipt Status, Report Status, and Revision Log. Use this button to access the Supporting Schedule.

To attach receipts, click “Load Images”, then browse for the pdf file containing the receipts for the expense report. “Upload” the file. All receipts should be included in a single file.

“View Receipts” to make sure the file uploaded correctly.

Receipt Etiquette Receipts must be attached as PDF files. Word and Excel files cannot be attached. Indicate which items are being claimed for reimbursement. Clearly mark all personal charges including alcohol. Detailed receipts are required for meal reimbursement. Include both the credit card receipt and the detail receipt when credit cards are used. Handwrite receipts for purchases where receipts are not issued (tolls, parking, metro, etc). Include the date, time, location, amount, and expense description. Include the handwritten document in the receipt scan. Missing receipts must be reported as missing with an explanation prior to signing the report. Education agreements must be attached as part of the receipt scan.

Correcting Expense Reports Click on the report number to make changes to the report header. Click on the expense number to make changes to individual charges.

Voiding Expense Reports Use the “Void” option to close out drafts that will not be submitted. The reason for the void must be entered.

Some Expenses Require Additional Input

Air/Rail Travel: From and to destinations are required. Departure and return dates are required.

Car Rental: Start and end dates are required.

Parking and Tolls: Beginning and ending dates should be entered for parking and tolls.

Lodging: Check-in and check-out dates are required.

Meals: When requesting reimbursement for meals, additional information is required regarding attendees. (Example: Both the mentor and mentee should be listed for mentoring lunches.)

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