FMS Education Reimbursement Expense Report (ER)

Transcription

1 FMS Education Reimbursement Expense Report (ER) Important Information! You are required to complete and submit an Expense Report (ER) that is tied directly to your approved Travel Authorization (TA) 100% of the time in order to receive your reimbursement. You must submit an ER once you have received your final grade for the course or passing statement for the exam within 30 days of completing your course/exam and or by June 30 th ; whichever comes first. If grade/passing statement for exam is not posted, or class/exam completion date has been extended beyond what was approved on your TA, please contact your PG representative for further guidance. Required documentation must be in pdf. Create ER 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify. 4. Click Add. 5. Click the Description link to view and copy some information. Take note of your Description and Business Purpose fields. You need this information for your Expense Report. 6. Select and copy the Description; click Return. 7. Click the Select button of the TA associated with this ER. Your Expense Report populates with the approved expenses of your Travel Authorization. The information you enter in the top of your Expense Report should match the information on your Travel Authorization. Technology Training Services July, 2017

2 8. Click in Business Purpose, and select Education Reimbursement. Expenses Expense description and amounts must match your supporting documentation. 1. To verify or edit your expense, in the Expenses section, to the left of the expense line, click the Expand Section arrow. 9. In Report Description, paste the Description you copied. 2. In Description, click the expand arrow. If course changed, make sure to enter the correct information. o Tuition: Enter the words Tuition and the course prefix and course name (i.e., Tuition EDR610 Intro to Research). o Book(s): Enter the words Book(s) for and the course prefix and course name (i.e., Book(s) for EDR610 Intro to Research). o Tuition & Book(s): Enter the words (Tuition & Book(s) for the course prefix and course name (i.e., Tuition & Book for EDR610 Intro to Research). o Exam: Enter the word Exam and the correct exam name (i.e., Exam: Master Project Manager). 3. In the Description field, include a correct description of your course/exam, cost per credit hour, number of credits, subtracted grant amount/discount if applicable; click Return. If class was changed, include the correct description of the new course, and note the original course name that was approved on the Travel Authorization. 10. Skip Reference and Default Location fields. 4. Verify or edit the Amount. Technology Training Services 2

3 5. Verify that the appropriate Billing Type is selected for Professional Growth. For former M&O, Crafts, Safety, PSA and MAT employee, must be PG CS. For Specially Funded and Athletic Specialists employees, must be PG SP Funded. Note: If Non-PG was selected, and this ER was submitted, you will need to ask your Supervisor to Send Back the ER and correct this step by selecting your PG (employee group), and resubmit. 6. Verify that the Payment Type is Empl Reimbursed. If not selected, you will NOT get reimbursed! 7. Click the Accounting Details expand arrow. 10. If Function did not populate, click Lookup, select the appropriate Function, and click OK. Academic Support: Expenses that indirectly help carry out the primary functions of instruction, research and public service. (ex: libraries, computer labs that are not part of instruction, galleries, dental clinics, audio visual, academic deans, department chairs who don t teach, separately budgeted course/curriculum development) Instruction: Expenses directly related to teaching both credit and noncredit courses. (ex: Faculty, department chairs who also teach, teaching supplies, and IT including computer labs directly related to classroom) Institutional Support: Expense related to day to day operations at the Colleges and District Office. (ex: legal, fiscal operations, HR, central IT, software licensing, safety, security, insurance, mail and copy services). Operation/Maintenance of Plant: Expense related to buildings. (ex: physical plant administration, building maintenance, custodial, utilities, major repairs and renovations). Public Service: Expenses related to activities to benefit external parties. (ex: radio stations, community services, conferences, public lectures). 8. Check that your entire Chartfield string populated including Function. 9. Verify that Dept und Fund codes are correct: Dept Code: Fund Code: For PG CS is For PG SP Funded is Student Services: Activities centered around students. (ex: enrollment services, student activities, counseling, veterans services, student organizations, cultural events, athletics, and student newspaper). 11. For additional expenses, repeat steps In the upper-right corner, click Save for Later. 110 for all requests Technology Training Services 3

4 Attach Required Documents Supporting documentation is required for all expenses. All documentation must be in pdf. Tuition: a) Attach a copy of your itemized school invoice, bill, or account statement. The documentation must include your name, term, itemized tuition cost, and financial aid information if applicable. b) A copy of posted official grade report with a final passing grade of C / P or better. Book(s): If a different grade, equivalent to passing the course is provided, attach a copy of your institutions explanation of that grade. a) A copy of the receipt/proof of purchase. b) A copy of posted official grade report with a final passing grade of C / P or better. Exam: If a different grade, equivalent to passing the course is provided, attach a copy of your institutions explanation of that grade. a) A copy of the receipt/proof of purchase. b) A copy of official document confirming passing certification exam. Please Note: If a change occurred, make sure to attach pdf file of the approval from PG Chair. The course name on the grade report and exam name on the passing certificate must match the course/exam name in the Description fields. Technology Training Services 4 1. At the top of your Expense Report, click the Attachments link. 2. Click Add Attachment. 3. Click Choose File (Chrome) or Browse (I.E.), to locate your document. 4. Double-click on your document. 5. Click Upload. 6. In Description, enter a description for your document. 7. To attach additional documentation, repeat steps When finished attaching documents, click OK. 9. Click Save for Later.

5 Submit ER 1. Scroll to the top of the ER, in the upper right corner, click Summary and Submit. 5. At the bottom of your Expense Report, click the Refresh Approval Status button. 2. In the lower-left corner, click the checkbox certifying the expenses claimed comply with Administrative Regulation The Approval History will display: 3. Click Submit Expense Report. 4. Click OK to confirm. ER has been submitted for approval. Note: ER Report is approved by your college representative and then PG chair only. After ER is approved by the PG Chair, the reimbursement will be distributed to the employee based on the employee s payroll settings (direct deposit or check). Verify that PG representative is listed after your name. If your supervisor is listed, please ask your supervisor to send this ER back, and change the Billing type from Non-PG to your PG (employee group). Verify that the Dept code changed appropriately as described earlier and resubmit your ER. 6. Sign out of FMS when finished. Technology Training Services 5