Welcome to State of Michigan Time & Expense Processing Employee Expense Modification With Advance Tutorial Brought to you by the Office of Financial Management

Expense Modification - With Advance This tutorial will illustrate the web process that will allow users to modify expense requests that have been submitted for approval. A modification will create a new version of the existing expense request.

Reasons you may need to modify a submitted expense request include: Adding a forgotten expense Changing the amount of an expense Deleting an expense line Changing an expense type Adding a comment to a line Employee Expense Modification

Employee Expense Modification Scenario The day after the employee, (Orene Searing) submitted her expense request for a conference in Gaylord, she found a $7 receipt for parking. She now needs to modify her expense request to add the additional expense. She incurred the parking fee on 3/26/2010.

Home Page After log-in, the Home Page will display. Mouse over ‘Employee’ then click ‘Expenses’. This will access the Expense List Page.

Expense List Page Select the Expense ID to be modified. This will access the Expense ‘ID’ tab. Notice the Last Action status is SUBM. This expense request can be modified. A list of expenses will be displayed on this page. The list can be viewed by Type selected.

Modify Expense - ID Tab Click ‘Modify’. Note: Expense Versions begin at zero and increment each time a modification is submitted. 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. A modification is initiated from the ‘ID’ tab.

Modify Expense - ID Tab Continued Click ‘Save’. 0 Note: The Save button is now activated and you must save the data on the ID tab first. If you click on a different tab without clicking ‘Save’ you will receive a popup asking if you wish to save.

Click ‘Expenses’ tab. ‘Version’ changes to ‘1’. Note: You can navigate between different versions of the expense request using the scroll arrows. Message shows ‘Saved successfully’. Modify Expense - ID Tab Continued

6:00 ‘Add’ will create a new expense detail line. 12:00 03/26/2010 LANSING Michigan GAYLORDMichigan Enter the Departure and Return times. Select the Expense Type and enter the Reimbursement amount. Parking Lot Fee 7 0 Click ‘Apply’. Modify Expense - Expenses Tab N/A Enter the Date and the From and To locations OR select an existing line, click apply and the first two lines of expense detail will default. Note whether overnight.

Modify Expense - Expenses Tab Continued Note: The new line shows in the Expense Summary section as line 12 and the $7 was added to the Total Expenses. Click ‘Save’. Note: Make sure you check the Error section at the bottom of the screen after clicking ‘Save’. Saved successfully Click ‘Coding Block’ tab.

Modify Expense - Coding Block Tab Click ‘Liquidations’ tab. Note: The new line entered for parking will be charged 100% to standard (Std) coding block. Expense Summary now displays the detail line for the parking fee.

Modify Expense - Liquidations Tab Note: The Total Outstanding Advances will be reduced by $300 once this expense request has been fully approved. The Amount to Liquidate was entered when the expense request was originally recorded. There is nothing left to liquidate at this time. Click ‘Summary’ tab.

Modify Expense - Summary Tab The parking fee shows in the Summary By Category section. Click ‘Submit’. A ‘Comments’ box appears: Summary by Coding Block displays coding block assigned to expense items. This example charged all items to standard coding block. The Totals section shows the Total Expenses, Total Advance Liquidated and the Total Due To Employee before taxes.

Enter an appropriate reason for the modification. Click ‘OK’. Need to add parking expense. Modify Expense - Summary Tab Continued

The modification has been submitted. Modify Expense - Summary Tab Continued Note: Check for errors.

Approval Process Once the Expense modification has been submitted, it will enter the approval path appropriate for your agency and the Action code will still be SUBM. An may be sent to the first level approver to inform them of the needed action. As long as the expense request is in SUBM status it can be modified again by the initiator or the first level approver. As it goes through the approval process the Last Action will change until it has been completely approved. 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. To view the Action code and History of the expense request click on the History tab:

Modified Expense - History Tab Version shows the number of times the Expense request was modified after it was submitted the first time. Action Code shows the action that was done. Click title for a 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 & time the listed action was done. Note: Status: Contains the approvals that still remain for the expense to be paid. Click ‘Previous Page’ to access the Expense List Page.

Expense List Page The modified expense displays on the ‘Expense List Page’ with the same Expense ID. Last Action will also list appropriate Action Codes. Revision Number will display most current version.

History Tab - Payroll Cycle Processing Inquiry Note: Status: “Processed” indicates that the expense has been completely approved and processed. The History tab looks like this after the expense modification has been fully processed by HRMN.

Earnings Statement Note: The Travel Expense reimbursement was processed and paid for the above Payment Date. The Earnings Statement includes the parking fee added in Version 1 and the original expenses from Version 0. The Description will list expenses by category.

Where To Get Help Users with questions or needing help should call the OFM Help Desk at: (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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