T&E Instruction Manual
Contents
1. ONLY NECESSARY IF STUDENT OR OTH BUSINESS PURPOSE OF TRIP OR EVENT Select one and fill in v Attend amp speak at Seminar Conference m Attend NOT speak Seminar Conference Client meeting with Conducting Board Meetings MM D Faculty Student Meal Program Fundraising Activities Other Program Services Clinical Trials Program Services Education amp Training Program Services Field Research pa Program Services Social Research ___ Program Services Study Abroad Education DAProgram Services Study Abroad Research mM Recruitin Friday May 21 2010 1 When clicking the email links within the site your payee and HLA will now be given step by step directions on how to approve or reject reimbursements right in the email generated by the site This will aid in helping new users navigate the site so you don t have to give directions each time a new person logs in 2 Your View C 1 List queue page should have sort ability by date ranges and ORG if you have multiple ORGs We hope this new function will help limit the bulk of data stored in your C 1 list 3 Finally there is a reminder on the log on page for folks to log in using their Wharton credentials This should help with the log on errors we have been receiving 4 We have removed the time out functionality on the C 1 page only After 20 minutes you will be logged out of the site on all other pages Friday2. April 6 2010 We are happy to announce that the student database students graduation this current year and forward has been added to the lookup function on the T amp E site Please note as with our faculty and staff lookup you will still have to add in their vendor ID number Also when applicable you will need to scan and upload a Statement of Business Connection Form and if the student or traveler is a Non US Citizen you will need to attach a copy of their Foreign National Information 20 Form passport visa and I 94 to their final reimbursement Scanned copies of these forms should also be uploaded to the site for audit purposes Wednesday April 7 2010 Please note if any payee exceeds the meal threshold 35pp lunch and 80pp dinner this will require a C 5 justification form to be added to the site as well as HLA electronic signature from Maureen Sandusky This information has been added to the pop up information box on the C 1 page as well as under the first check box on the C 5 form within the site see screen shots below T amp E Expense Reimbursement Mozilla Firefox A http iweb wharton upenn edu fa travel _popup_rule_cS cfm The Traveler or Entertainer must provide 4 narrative description of business circumstances supporting the expense incurrence and reimbursement request for items that warrant further review Reimbursement Justification C 5 Examples include but are not limited to e missing
3. W Albanian Lek ALL fate listto appr en your mantal WISuUluuOTT your nNanGial IMSUUUUT Once you have selected your currency names by clicking on the name itself enter 1 for USD the date of the transaction you are converting and rate field depending on if they used cash or a corporate personal credit card Most transactions are accurate by leaving the rate field set to INTERBANK RATE 15 LN E FaVVIIVYIIWYI Woe HELP Currency Have Currency Want US Dollar _ USD E Utd Arab Emir Dirham AED AMOUNT have this much to exchange AMOUNT 1 3 6722 SHOWDETAILS DATE 4 70 16 2009 RATE interbank rate Hi Once all of the information above is entered your conversion chart should look similar to the screenshot above In order to make this part of your documentation for your current C 1 form you will need to do one of the following e Print the webpage scan and upload your document according to the directions in STEP 2 e Contact the LSP for your department to inquire about software to create PDF files This will provide a savable copy of the conversion rates and you can keep them on file should you need to access the same rates for more than one payee on the same trip You can find a link to your LSP via the link http inside wharton upenn edu staff distributedreps html 16 Option 2 Preparing an Expense Report for various days and or currencies Open the expense site in your browser http www
4. and or incomplete receipt documentation Please note reimbursement requests that require the HLA to be the head of the school or center or designated representative are e Higher class of service than the policy permits e Purchased airline international business class ticket e Purchased airline first class domestic or international ticket e First class Amtrak ticket e Sedan limo service used by employees e Exceeding meal thresholds e Unnecessary fees i e Amex card late fees hotel no show fees lost ticket fees etc e Reimbursement request that exceeds 182 days Wharton Computing and Information Technology WWCIT The Wharton School University of Pennsylvania lt Done PALL FI CHCA SLA NLE S Ib lS HIHO LALL UAL PILE EYE aU al to OLATA PU UCS ALEA ILE IS Reimbursement requests that require the HLA to be the head of the school or center or designated representative Higher class of service than the policy permits Purchased airline international business class ticket Purchased airline first class domestic or international ticket First class Amtrak ticket Sedan limo service used by employees Exceeding of Meal Thresholds amounts in excess of 25pp lunch and 80pp dinner lImmarcracesrs faac fio Geneve cord late faac hatal malcchesa faar lack ticat faar ate 21
5. attaching the original documentation once signed For Audit purposes we are currently requiring a signed and TAC copy of C 1 for your hard copy files In addition to preparing the above scanning of documentation you may wish to prepare your currency conversion worksheet or expense report prior to starting the entry of a new C 1 See Appendix 2 for Currency Conversion A link to the currency converter is provided in the Help link on the navigation bar It is important to note that you should use the STEP hyperlinks within the site versus using the back and forward arrow on your internet browser Open the site in your web browser http web wharton upenn edu fa travel Log in using your Wharton username and password Click on create new STEP 1 Form Part I Choose payee designation US Citizen or Non Citizen and sub category and don t forget to check the box next to Faculty Staff or check off the necessary boxes for Student Travel reimbursement Type Payee name or use Payee Lookup Link to select the payee s name Type the first or last name of your preferred payee and select them by click on his or her LAST name This lookup is fed from the Wharton employee database so it will automatically populate the name Penn ID and phone number fields for you The vendor number field is not yet available in this database and must be entered manually Also enter the mailing address if needed destination and trip dates Se
6. click upload Next you will see at pop up box confirming your files have been added to the site This will automatically advance you to STEP 3 If you wish to preview your attachments click on the STEP 2 hyperlink at the top of the page so that you can return to the previous step You can click on the file name to view it or click on the hyperlink for PDF of All Documents to view them at one time If you would like to delete any uploaded files at this point you can click on the trashcan to the right of your file name A dialogue box will appear to confirm an OK or Cancel to your current action If you click OK your file will be removed followed by a confirmation message in red type Note If you only have one file attached and chose to delete it you will be redirected to the File Box to perform the upload action again from the beginning of STEP 2 If you choose to have a web demonstration model the actions outlined above please click on the Show Me hyperlink above the File Box This will run a short presentation in a separate window of how to upload your files and Upload below File Type File Size To continue the next step in the process simply click the STEP 3 hyperlink to move forward STEP 3 If the person preparing the form is also the payee he or she will have to approve his or her own C 1 and C 1A and C 5 if selected If the preparer is completing forms for someone else approval by email n
7. AC holder from the drop down menu you will need to click Select this TAC again to ensure that your selected person will receive the documentation you created STEP 4 Transaction Authorization Card TAC Select a Transaction Authorization Card TAC holder below or select a different Transaction Authorization Card TAC holder if one has been selected No Transaction Authorization Card TAC holder Selected v Rhonda Frenkel Catherine A Molony John G Lyon Nadia Zerkani Paula E Greenberg Leonard M Lodish Samuel J Frenkel ALTERNATE Samuel J Frenkel ALTERNATE Victoria D McManus ALTERNATE Andrea M Williams ALTERNATE Artemis N Yates ALTERNATE Maureen M Sandusky ALTERNATE Peter J Degnan If you are working on a reimbursement and do not wish to add it to a TAC holder s queue you may leave STEP 4 on NO TRANSACTION AUTHORIZATION CARD TAC holder Selected This will let the reimbursement site only in the queue of the payee preparer and HLA if selected Once STEP 4 is completed you do not have to take further action unless a rejection email is sent from your HLA or TAC person What happens next Your HLA TAC person will have to log into the T amp E website via the link in the email generated by the system to check pending C 1s that need his or her approval The information below will also be generated through the pre penned email messages through the site The following directions are more detailed D
8. WS 155 33 150 33 USD APPENDIX 3 Website Upgrades The following list is a chronological listing of T amp E website upgrades The notification of these upgrades was originally sent by email on the dates listed below via the T amp E Users Listserv Monday February 14 2011 We are happy to release the ability to remove an HLA name from C 1s in the site This functionality will only be usable when a name is assigned in error or a name needs to be changed You can find this functionality on STEP 3 of any reimbursement Please note that once you click the NO HLA link the changes are immediate and the HLA is removed permanently from the reimbursement Also once the HLA electronically signs the C 1 this NO HLA functionality is removed STEP 3B Higher Level Approval Please note All staff members require higher level approval All faculty higher level approval Please check with your financial staff on the prygtedures for selecting a higher level approver Your higher level approver is generally your Supervisor or person overseeing the pram for which you are travelling embers whose total dollar amount is 500 or more require The HLA higher level approval has been selected Jeffre Select a different HLA amp HLA Lookup or select no HLA to remove this HLA The HLA Jeffrey Klein has not approved the C1 C1A documents Step 3B is not complete Monday February 7 2011 The T amp E website has been upgraded with the curre
9. ears with directions on steps to unlock the form within the site Please see screenshot below with specific details pertinent to unlocking a C 1 It is important to note that the unlocking process cannot be undone and will remove all electronic approvals tied to that specific C 1 You will not have to re key data but you will need to follow the steps to obtain electronic signatures again Cl UNLOCKING This C41 is for the payee Sam Frenkel The travel was completed on the dates beginning 01 01 2010 12 00 AM and ending 01 01 2010 12 00 AM The destination of this trip was listed as and the purpose ofthe trip or event was listed as Recruiting Blah Ifyou choose to unlock this C1 the payee and HLA will both have to approve the document again and re submit the documents to you This C1 is currently locked for edits Would you like to unlock this C1 Yes Once unlocked the preparer may make changes and resubmit the Cl and supporting forms If the documents are unlocked the payee and the HLA must both resubmit their approvals in STEPS 3 and 4 12 APPENDIX 1 Helpful Hints MAKING CHANGES TO YOUR C 1 FORM Anytime you make changes to your C 1 form you will have to click the button to Update this Expense Report This will save your changes each time you make a change This button will read submit the first time you save your C 1 It will change to the view below after the first update Signature required on all expense repor
10. eeds to be sent to the payee for review STEP 3A On STEP 3A if you are the payee you will be prompted to approve the C 1 by clicking the check box next to Yes I approve these documents and by clicking submit If you are a preparer you will need to send an email using the Send an email to lt payee name gt link This will produce a pop up dialogue box where you will be able to see the pre penned email message with the approval steps In addition you can add your own note along with any further instructions if you wish Click send to alert the payee of their pending C 1 form The payee will have to log into the site a hyperlink to the approvals page will be provided through the email dialogue box and approve their expenses as explained above STEP 3 STEP 3A Payee Step 3A is not complete You are the payee for this C1 form which was prepared by Erin Rachel Mullaney STEP 3 Approvals Please review the C1 C1A and any associated receipts and documents Page View only the Do you certify these documents payee on a C 1 can O Yes approve these documents e e see this view By submitting Yes you agree to the following CERTIFY THAT THE EXPENDITURES LISTED WERE INCURRED BY ME IN CONJUNCTION WITH OFFICIAL UNIVERSITY BUSINESS COMPLY WITH ALL APPLICABLE POLICIES ARE ACCURATE AND THAT AM NOT REQUESTING REIMBURSEMENT FROM ANY OTHER SOURCE You are the payee for this C5 form which was prepared by Erin Rac
11. elect the wrong user please use the NO HLA button to remove the current assigned HLA You can select a new HLA user the HLA Lookup or you can leave the HLA selection unselected 1f not required STEP 3C On STEP 3C please review STEPS 3A and 3B before clicking on the hyperlink to STEP 4 where you will choose your TAC person STEP 4 Assign a TAC holder to approve the documents Based on the ORG you keyed in or selected on STEP 1 a drop down list will populate with the TAC holders assigned to your ORG In order to assign a TAC holder to your reimbursement highlight the name from the drop down list and click the Select this TAC button This person will be checking for all prior approvals that were required Also he or she will be final the approval on the policy and accounting information as well as the one responsible for printing the final paperwork to submit to the Travel Office Please work with your department s TAC holder if this procedure works better 1n another fashion If your TAC holder is unavailable or you need to make a change in your TAC holder the preparer or payee tied to a C 1 may make this change on STEP 4 of the site You may choose an alternate within your department from the drop down listing as a secondary option or if the reimbursement is over your TAC holder s limit you are given access to send your documentation through to the BAs in the Finance and Administration Suite Once you choose your alternate T
12. elp link located at the top right of the website next to your username logoff This will direct you to a popup window with a link to Helpspot for instructions and FAQs and a link to admin dev wharton upenn edu for any technical issues or system error problems 14 APPENDIX 2 Currency Converter You can access the currency converter website by this link http www oanda com currency converter The OANDA website provides two helpful options for you to convert your foreign currency expenses Option 1 Obtaining a standard exchange rate for a specific day When the new webpage opens you are taken to the conversion box Click into the search boxes to enter your currencies USD and the currency you need to convert You can choose your currency from the drop down menu by clicking the green down arrow next to the search box or you can click and type the currency name in the box es See options below UT TFAWUI IVILI WoL Se TAUUI IVEI LIGI Ua Currency Have Currency Have Eo Q United os opuilar e a eg ata British Pound GBP 4 Australian Dollar AUD E US Dollar USD SE British Pound GBP OR Tanzanian Shilling TZS lel Canadian Dollar CAD aes E Euro EUR DATE 4 40 16 E Utd Arab Emir Dirham AED a Japanese Yen JPY an EJ Swiss Franc CHF ncies US Dollar USD er 164 currencie 164 s used by corpo a A 2 based on infor P ae Afghanistan Afghani AFN E Afghanistan Afghani AFA available to the van
13. formation below for instructions Directions for TAC Approver I The system will automatically sweep a queue for any existing BA TAC person This will happen daily and an email will be sent to his or her Wharton email address at 8 00am showing C 1s are waiting in queue for approval The email will also denote C 1s that have been approved and those that have not been approved A TAC holder should not take any action on a C 1 until the Payee and HLA if required have approved the reimbursement see screenshot in Step 2 below 2 The TAC person will sign into the site similar to the directions above with respect to approving or rejecting forms Click on the box above TAC in the approvals section of the queue page If the TAC holder approves the reimbursement he or she will click on the button next to Yes and click submit If the C 1 is denied please see What Happens If Approval is Denied on the following page SPs en C1 EJ E C Print Yoram Colleen i Receipts Payee HLA IAC Hzeheth Page wind O Neill ES E ASNT 0228711 mi Ei Ma DI Print 3 Ifa C 1 if approved by the TAC in STEP 4 he or she will be responsible for continuing to the PRINT STEP hyperlink located at the top and bottom of each page within the T amp E site to print all documentation The TAC person will have to TAC the actual printed C 1 and sign the form The TAC person is also responsible for attaching original receipts and documentation Plea
14. hel Mullaney Please review the C5 document Do you certify this document C Yes approve this document STEP 3B On STEP 3B you will need to choose a HLA person via the HLA Lookup drop down box provided This list is populated by the Wharton Global Address book Similar to the payee look up from STEP 1 type the first OR last name of your preferred HLA person and select them by clicking on his or her LAST name With the HLA selected you will need to send him or her an email similar to the email sent to the payee above by clicking the hyper link Send an email to lt HLA name gt Please note again that if you selected any of the check boxes on the C 5 form your HLA will automatically be selected as MAUREEN SANDUSKY You will also have the option of adding your regular HLA to a reimbursement assigned to Maureen This is not a required step but may be beneficial to keep your HLA in the loop on all C 1s being processed If you choose to add your regular HLA this will be an additional step in the approvals process For non faculty staff and students HLA 1s always required For faculty HLA 1s only required for amounts greater than 500 This information is accessible through a hyperlink dollar bill icon entitled Please Note the 500 rule for HLA should you need it Please see your financial staff coordinator or Business Administrator on HLA Hierarchy rules for student travel If you add an HLA in error or you s
15. irections for HLA Approval 1 Login using Wharton username and Password 2 You will be linked directly to the C 1 listing showing your active queue 3 No further action by an HLA on a C 1 should be taken unless the payee has approved the reimbursement see the x in the view below Step 4 here If the payee has approved please continue following the steps 4 Under the HLA column where the HLA s name is bolded this shows C 1s that require further action The HLA will need to click on the HLA approver box below the column titled Approvals h el i e oF Edit Approvals Print Preparer HLA TAC ORG F Print 13 CIA Payee HLA TAC Spang 0754 O2fe511 5 This will directly link the HLA to the approval page where he or she will able to click on attached documentation as well the actual forms to review for approval All forms are in PDF format and will open ina new window 6 Asa final step the HLA will have to return to the site to approve or reject the forms and documentation If approved the process is completed by clicking the check box next to Yes I approve and the submit button If the C 1 is rejected the HLA will have to click on the radio button next to No I do not approve and click submit 7 Ifthe C 1 is to be rejected the HLA will have the opportunity to send an email to the preparer with the pre penned email dialogue pop up box See What Happens If Approval is Denied In
16. lly as well You will also notice that the PAYEE LAST NAME field is blank here as well When you submit your C 1 form to the website it will automatically populate the name based on the information entered for the payee Finally if you are charging a grant on any of the lines please check the box for federal or non federal grant Form Part V A popup is provided in this section as a reminder of the categories of reimbursement requiring a C 5 justification form You must choose a radio button to indicate either no C 5 is required or that a C 5 is attached If you skip the buttons the system will not allow you to proceed you ll get a popup window letting you know what you missed A dropdown menu is provided for Department name Note simply keying in your ORG number will auto populate text here or you can select your department from the drop down menu alphabetical listing However you must enter the address mail code and telephone number The signatures and embossed TAC card are of course done on the final paper printout that is submitted for reimbursement Click submit Your entries have now been saved If you missed any required fields or information the system will not allow you to proceed you ll get a popup window letting you know what you missed When have you made corrections or additions please click submit to save your final changes If you checked that a C 1A was required or that a C5 Justification Form
17. n off as the HLA for the entire submission of forms and documentation Reimbursement Justification C 5 Form Penn s Travel and Entertainment Reimbursement Policies are designed to reimburse travelers and entertainers for reasonable expenses incurred while conducting University activities in compliance with various external guidelines including the IRS Written T amp E policies cannot address all possible T amp E scenarios and reasonable expense levels under all circumstances The purpose ofthis form is to documentthe justification for expense reimbursements not contemplated by the written policies and the related required approval To prevent unexpected reimbursement denials documentation and approval should generally be obtained prior to the expense being incurred To help ensure consistency in the application of business judgment to various facts and circumstances itis important that higher level approval is obtained for designated items Reimbursement requests that require the HLA to be the head of the school or center or designated representative Higher class of service than the policy permits Purchased airline international business class ticket Purchased airline first class domestic or international ticket First class Amtrak ticket Sedan limo service used by employees Exceeding of Meal Thresholds amounts in excess of 35pp lunch and 80pp dinner Unnecessary fees i e Amex card late fees hotel no show fees lost ticket fee
18. nt Wharton Brand standards We have added direct links to the Wharton Inside page F amp A website HR site and Operations website in the top banner most common on all Wharton pages now 1 The colors and page layouts have all been updated to fit within the branding standards the information and user fields have not changed just the designs The look and feel will be new to all feel free to navigate through the site and get a sense of the new set up 2 Your navigation buttons Create New Step 1 Step 4 etc will now be located along the left hand side of the website versus being on the top of each page 3 Your Help Menu has now been incorporated as part of your navigation bar on the left Here we have included links for the Administrative Application Development Group and the User s Manual 19 Friday January 14 2011 We are happy to announce a new more descriptive list of business purposes that are now posted to the website The new list is highlighted in a screenshot below You will notice that some selections have changed and others have been removed In addition Faculty Student Meal Program has also been added When selecting a choice from the drop down menu it is most important to be as descriptive as possible when typing additional information in the free form box below This will help us and all of you immensely when we need to report on International Tax information 990 reporting MAILING ADDRESS
19. o gt Wharton UNIVERSITY Of PENNSYLVANIA T amp E Expense Reimbursement Website MANUAL Sam Frenkel T amp E Website Policy and Procedure Contact 215 898 1340 frenkels wharton upenn edu Updated 02 28 11 sjf Erin Wyher Mullaney Admin App Development Team Wharton Computing WCIT admin dev wharton upenn edu Guide to T amp E Expense Reimbursement Website Welcome to the online T amp E Expense Reimbursement process As you know an important part of submitting a T amp E reimbursement request is the Higher Level Approval HLA HLA is a best practice reimbursement control that requires a HLA Supervisor to document their authorization and approval of travel and meal expenses via their signature The new online system provides a process to allow not only the traveler but his or her HLA to review the expenditures and sign electronically Prior Steps Prior to signing into the site please be sure to prepare documentation receipts etc to be scanned and saved to your computer in a file folder that 1s easily accessible for upload in STEP 2 Note you will also need to have Flash installed on your computer in order to be able to upload files http get adobe com flashplayer Please note The original documentation still must be submitted to the Travel Office If you are a preparer or payee you must forward hard copies to the assigned Transaction Authorization Card TAC holder The TAC holder is ultimately responsible for
20. oanda com fxpense You will need to create your own personal account It s free and it will only take a few minutes to create Once you have created your account and have logged in you will be taken to the main expense manager report page as shown below Forex Trading Exchange Rates Money Transfers Currency Hedging About Us My Account Register Help Search OANDA Currency Converter Currency Tools Data Services Web Tools Mobile Home Currency Tools Expense Report Tool Report Lite fxPense Expense Report Manager Profile Information Full Name Company Name Email Address Home Currency United States Dollar USD x Report Description l The lite version of fxPense does not have image support nor does it support saving of reports Registration is required to export reports in XLS format To access the full version of fxPense login with your free account This version of fxPense requires that JavaScript be enabled in your browser Description of Expenses New Row Delete Row Clear Report No Expense Type Date of Purchase Amount Currency of Purchase Payment Method and Exchange mm dd yyyy Rate Rate 1 Choose expense type Currency used Payment Type v 2 Choose expense type Y Currency used Payment Type 4 34 Choose expense type Currency used vi Payment Type v Genera
21. s etc Reimbursement request that exceeds 182 days The Traveler or Entertainer must provide a narrative description of business circumstances supporting the expense incurrence and reimbursement request for items that warrant further review Examples include but are not limited to exceeding meal thresholds local meals with colleagues and missing and or incomplete receipt documentation The Higher Level Approver should decline modify or approve the request based upon the information provided Nate of Trin noin4inn44 EA Nestination Lectin Whether working on just a C 1A C 5 or both forms please be sure to click submit to save your work when you are finished If you have to make any changes to the C 1A or C 5 at any point during the electronic process please make sure to click submit each time to save your work STEP 2 Attach appropriate documentation to the C 1 form as an image file jpeg gif png or PDF using the browse for files button Similar to how you would search for a file in a desktop program perform the same action to search for your saved scanned files from STEP 1 If you have more than one file to upload within the same folder you may hold down the CTRL key and left click each file to attach them at one time These files will now appear in the Uploader File Box within the website If you ve chosen the wrong file highlight it and click remove Finally in order to attach to them to the current C 1
22. se be sure to include the digital signature page with your submission to the Travel Office 10 What happens if a reimbursement is denied If the HLA denies approval the HLA is given the option to email the preparer through the website to let them know about edits that are needed SLY INA I HVE CUITIPICLe You have chosen not to accept the C1 at this time If the HLA has approved the documents and the TAC holder decides not to approve the TAC holder may choose to unlock the C1 through the site See the screenshot below the highlighted center display shows the request to unlock The actual unlocking procedure begins once the hyper link on HERE is clicked STEP 4 Transaction Authorization Card TAC You are the Transaction Authorization Card TAC holder for this C1 form for Erin Mullaney The first ORG listed in the C1 document is 0821 The Transaction Authorization Card TAC holder for the C1 form has been selected Samuel J Frenkel You have chosen not to accept the C1 at this time Do you approve these documents Yes approve this C1 No do not approve this C1 at this time Select a Transaction Authorization Card TAC holder below or select a different Transaction Authorization Card TAC holder if one has been selected Samuel J Frenkel Select This TAC 11 The Process to Unlocking a C 1 Once the TAC holder or preparer choose to unlock the C 1 the following screen app
23. te Spreadsheet Generate Report The expense manager will allow you to choose the type of expense the date of the purchase the amount and the currency for each specific expense as well as the payment type You can leave the Exchange Rate field blank The website will auto fill this for you once you submit your report If you need more lines you can create additional ones by clicking on the New Row button If you need to remove an unused row or to delete a mistake click on Delete Row Description of Expenses New Row Delete Row Clear Report Ng Expense Type Date of Purchase Amount Currency of Purchase Payment Method and Exchan mmiddiyyyy Rate Rate 17 Once all of your lines entries have been completed simply click on the Generate Report button Payment Type v Payment Type v Payment Type v Generate Spreadsheet Generate Report Your report should look similar to the image below Click on the Print Report button and follow the directions in STEP 2 to upload this expense report as part of your scanned documentation Description Date October 16 2009 Name Wharton Finance and Administration Company Name Date No MMDOYYYYI Expense Type Lecatien Payment Method Amount Rate 1 1oihas Dinnar Gopomis Ced 100 00 EUA 1203278 Total Submitted on Signature Manager Signatare Comments OANDA FXPense Generated Expense Report 18 Amiant in
24. ts that equ DEPARTMENT NAME 0621 Wharton San Francisco Ww Update this Expense Report You must dick Update this Expense Report to save pa VIEWING YOUR C 1 FORMS On the left hand navigation bar below Create New you will see a link to View Existing Clicking on this link leads to forms that have not yet been approved To see older forms or those that have been approved by the TAC holder click History In these lists you will see all C 1 documents for which you are the preparer the payee the assigned HLA or the assigned TAC holder Your name will be bolded where appropriate as to the role you play in the forms process EMAIL NOTIFICATION Please be aware that sending emails through the system is a manual action If you choose to send an email through the system you will be copied on what was sent to your HLA or TAC person If you chose to follow up with that person for questions or on forms that have still not been review you may use your regular Outlook email interface to send your own message If you are sending more than one C 1 to the same HLA or TAC person you only need to send one email through the system The link provided in the pre penned email dialogue pop up box directs the reviewer to a queue page and NOT to your actual C 1 forms You can always edit the pre penned message to explain details about multiple C 1 forms 13 e HELP If at any time you feel that you need assistance please use the h
25. veral options for Business Purpose are offered via the dropdown menu but additional specific details about the trip or meal are also required If you skip any of these fields the system will not allow you to proceed you ll get a popup window letting you know what needs to be filled in Form Part II Calendar links are provided to select trip dates The remaining fields must be entered manually expenses will total automatically If receipts are being submitted in foreign currency the top of the page features the link to the OANDA currency converter Important Even if the C 1 A for Entertainment and Business Meals is not required you must take action choose a radio button for yes it is attached or no it is not If you skip the buttons the system will not allow you to proceed you ll get a popup window letting you know what you missed Form Part III This section should populate automatically only after being submitted from Part Two however if there was an advance that must be entered manually in this section Please be sure to scan your C 7 Travel Advance Form in advance so that you can upload this form in STEP 2 Form Part IV Balance due must be added manually as the system does not know how many accounts will be charged The Balance Due field will not automatically populate in case you need to split the total amount due between 2 or more account numbers therefore the 26 digit COA must also be entered manua
26. was required you will need follow STEP 1A below If you did not require either form please skip to STEP 2 STEP 1A Note You will not have to attach a scanned copy of the C 1A or C 5 These forms will become part of the uploaded documentation automatically through the T amp E site For C 1A forms complete the form as usual using the TAB key to navigate fields or a simple point and click within the fields you wish to fill in on the form If you have more attendees than the form allows you to list please note SEE ATTACHED in the first PERSONS ENTERTAINED field If you choose to attach a list please make sure it is scanned and easily accessible so you can upload it to the site in STEP 2 For C 5 forms complete the form as usual making sure to list the destination dates of the trip and a valid detailed description of the extenuating circumstances requiring this form Please see the pop up box associated with the Justification Rules to help guide you in completing the C 5 form within the site Justifications that require your regular department HLA to sign electronically include but are not limited to missing receipt documents including itemized receipts or simple explanations of an extenuating circumstance that do not include the addition of fees If you chose to check any of the 3 boxes on the C 5 form your HLA in STEP 3 will automatically populate as MAUREEN SANDUSKY as these circumstances require the Head of School Center to sig
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