User Manual - University of Lethbridge
Contents
1. 11 9 SPLIT ALLOCAT ION 12 10 VIEW DOCUMENTS TO APPROVE 12 ee qiio MT 13 DETAL DAPPROVAE D E ME 13 TH ASSIGNING A PROXY 14 12 REVIEW CLAIM HISTORY AND 14 jUMazNRAPIIIeLelTe 15 14 INFORMATION ICONS 16 NechoExpense User Manual 2 October 2007 FOREWORD NechoExpense is web based and allows you to report business related expenses and be reimbursed through direct deposit This software can be used to process personal reimbursements for both professional development and expense claims NechoExpense can be used to enter expenses for yourself or someone else If you have approver status you can view and approve or reject expenses for the individuals you manage This manual is designed to assist you in preparing submitting and approving claims You can also refer to the Consult Help link located near the top right hand corner of the application 1 ACCESSING THE PERSONAL REIMBURSEMENT SYSTEM The online claim system can be accessed through the Bridge using the web browsers Internet Explorer version 6 0 or greater or Firefox version 1 5 or greater Use the Login to the Bridge link located on the left hand side of the Notice Bo2. Transaction Date 0 Posting Date Merchant Spent Amt Tene seth 6 Jun 05 7 Jun 05 AERONAUTICS amp SPACE 81 25 CAD 5158502 6 Jun 05 Jun 05 AERONAUTICS amp SPACE 81 96 CAD 5158502 1 Jun 05 Jun 05 AERONAUTICS amp SPACE 339 25 CAD sse 31 May 05 4 05 AERONAUTICS amp SPACE 51 25 CAD 5158302 e Fill in the required fields on the report header page Click on Change Default to change the default financial code if necessary and then click on Done Click on the Continue button You will now be back at the View Summary tab Click anywhere on the transaction to go to Expense View Fill in the rest of the required information Expense type Region Receipt Description Click on Save Changes to return to the Edit screen e Repeat the process for any additional transactions e Follow the instructions in Section 7 above for Submitting Your Completed Report NechoExpense User Manual 11 October 2007 To include AMEX transactions in an existing report e Open existing report and click on the Include Transactions tab Select the transactions you wish to include on your expense report and click on the Include button located bottom right Click on the View Summary tab Click anywhere on the transaction to go to the Expense View Fill in the rest of the required information Click on Save Changes Note
3. Consult Help Logout BACK TO HOME y i sii CREATE REPORT HEADER INCLUDE TRANSACTIONS VIEW SUMMARY Report name Trip to Calgary Campus Alberta Meeting From To Reimbursement Amt 0 00 CAD Add Expense 10 0 Unit Description Date 05 ga Nbr of kms 48400 mt Expense Return trip to Calgary Type Mileage Faculty amp Staff Spent Amt 15972 Merchant Exchange Rate Region Alberta MI Domestic Amt 159 72 CAD Allocation Payment Method Cash Receipt Not required Clear Add Expense Expense Type Merchant No expenses are included on this report a Save Report J Complete Report Spent Amt Domestic Amt Payment Region Allocation Status e Click on the calendar icon to the right of the date field and select the date the expense was incurred The system will not allow a date in the future e Select the appropriate expense type from the drop down menu Fields appearing on screen are dynamically updated based upon the expense type chosen For example mileage requires the number of kilometers traveled Car rental requires a merchant e You do not need to complete a separate claim for each day For example for Meal Daily per diem enter the total number of days in the Nbr of units field e The description is required and should include as much information as is necessary to clearly state the purpose of the expense claim Approvers
4. Business Expense Total 159 72 CAD Reimbursement Amt 159 72 CAD Personal Expense Total 0 00 CAD Reimbursement Method Standard 13 Oct 05 Mile Amount Owing to Company 0 00 CAD Other Info Report Totals Expense Report Total Expense Summary Business Expense Total No Date Expense Region Payment Spent Exchange Domestic TaxRate Amt Receipt Personal Expense Total Type Method Amt Rate Amt 1 13 Oct 05 Mileage Alberta Cash 159 72 CAD 1 0 159 72 GST 7 0 10 45 Not required Faculty amp Staff Allocation Fin Services 11005 6401 7001 Financial Services e f you have receipts to submit put the receipts into a receipt submission envelope and record the claim number the last four digits of the document number on the outside of the envelope Click the Close button NechoExpense User Manual 9 October 2007 Where applicable the envelope containing the receipts is to be given to the individual within your department who normally collects receipts and reviews claims financial officer or administrative support personnel This individual will forward the receipts to Financial Services after reviewing the claim In all other cases forward the envelope containing your receipts directly to Financial Services Reimbursement cannot take place until the receipts have been received in Financial Services and all approvers have gone into the system and approved your claim The most common reason claims are rejected is una
5. If you do not currently have a corporate American Express card and would like one contact Financial Services at 403 329 2206 9 SPLIT ALLOCATION To split expense between more than one financial code enter each share as a separate expense item For example to charge 40 of an expense to one financial code and 60 to another create the expense entering only 40 of the total as the spent amount Click on the Allocation button to select the financial code Create an identical expense entering the remaining 60 of the total as the spent amount Again click on the Allocation button to select the financial code 10 VIEW DOCUMENTS TO APPROVE If you have approver status you may also have documents requiring your approval You will be notified by email when a document is ready to be reviewed e From the home page click on View Documents to Approve NECHOexpense Microsoft Internet Explorer File Edit View Favorites Tools Help ix 2 Search Sf Favorites LJ rel 2 Address http charger online uleth ca 800 1 NechoExpenseWeb EIFE Links 48 Customize Links Free Hotmail 4 MSN com 4 amp Radio Station Guide Windows Windows Marketplace 4 Windows Media NECHO HOME Welcome Cindy Armstrong Esther Consult Help Logout Act on behalf of Cindy Armstrong Esther Review Notifications go Personal Actions no entries to be displayed Create
6. October 2007
7. an Expense Report View Transactions to Include go Review History no entries to be displayed Edit User Preferences Management Actions View Documents to Approve Quick Links NechoExpense User Manual 12 October 2007 E Microsoft Internet Explorer File Edit View Favorites Tools Help Back fal Search Favorites Media ca Eh Address E http charger anline uleEh ca 7001 NechoExpenseWeb NECHO BACK TO HOME Logged in as Mark Sera Consult Help Logout APPROVE DOCUMENTS QUICK APPROVAL APPROVAL HISTORY Approval Items Click to select Document Domestic Amt Document 13 Jun 05 Derek Feddle Test of Amer t 339 25 Expense Report Submitted for Open j Included Expenses Event History Reason Approval Required Report name Test of Amex trans From 71 Jun 05 1 Jun 05 Reimbursement Amt 333 25 CAD Included Expenses 1 Item s 2 Date Expense Type Posting Date Merchant Spent Amt Domestic Amt Payment Region Allocation The top portion of the screen lists the documents awaiting your approval You have two options for approving documents Quick Approval or Detailed Approval Quick Approval For a Quick Approval of the document and all expenses related to it click on the document under Approval Items The report name appears on the Included Expenses tab Place your cursor over the informati
8. this report Fields used for Adding Expense Items Date expense was paid Click the calendar to the right of the date field to select or enter in format dd mm yy Expense Select the type of expense from the drop down menu Merchant The name of the business the expense item was purchased from Region The geographical area where the expense was incurred The taxes are calculated based on the region selected Not required Nbr of days kms Depending on the expense enter the total number of days kilometers or units units expensed for business or professional development Unit Amt Field will populate automatically when applicable Spent Amt First field enter the total amount paid including GST and taxes Second field select the currency denomination from the drop down list For expenses which are per diem the spent amount will populate automatically once the number of days kilometers or units has been entered NechoExpense User Manual 15 October 2007 Exchange rate Field will populate with a default exchange rate Rate can be overridden if the actual rate at the time the expense was paid is known to the submitter Payment method Defaults to Cash for expenses you have entered or AMEX for American Express transactions you have included in the report Leave as the default Receipt Choose the type of receipt from the drop down list For items that are GST exempt choose non GST receipt included Receipts a
9. to select a proxy to approve claims in your absence Click on Save and then Close 12 REVIEW CLAIM HISTORY AND STATUS A previously submitted claim can be viewed on line in the claim history making printed copies unnecessary To review the history and status of an expense report From the Home Page click on Review History Under Review Expense Reports click on the document you wish to review Click on the Event History tab Click on the to display detailed information about the status of a claim Approvers can review the history of approved claims by clicking on View Documents to Approve on the Home then clicking on the Approval History tab NechoExpense User Manual 14 October 2007 13 FIELD DESCRIPTIONS Back Note fields with a red asterisk beside them are required fields Fields used for Creating an Expense Report Report Name The name given to the expense report Should be meaningful and unique and should reflect the reason for the claim The name you choose may be used in the future to distinguish the report from a list of several reports Include the name of the event and the location for travel the title or subject for books or a description for goods or services See Frequently Asked Questions for examples of report names Date range encompassing the dates the expenses being claimed were paid Mark as private When this box is checked your proxy is unable to access
10. E Welcome Helen Wolfe Consult Help HOME Consult Help Logout Personal Actions Create an Expense Report View Transactions to Include Review History Edit User Preferences Quick Links 7 Nov 05 Travelto atten 159 72 CAD Expense Report View Corporate Policy 7 Nov 05 Notification co 100 00 CAD Expense Report Rejected UofL User Manual Contact System Administrator Notifications The right hand side of the page is your NechoExpense notification box on top and previously saved but unsubmitted or rejected claims showing on the bottom You can see more information on your notifications by clicking on the plus symbol located to the left of the notification A red information icon will appear to the right of a new notification regarding a rejected claim To delete the notifications select the checkbox to the right of the item in question and click on the Remove button located underneath the notifications Saved Reports If you start on an expense claim report and save it without submitting it the report will be saved to the Select Document to Complete area located underneath the Review Notifications To bring up an uncompleted report or to edit a report that was rejected click on the document in the Select Document to Complete area This will take you to the Edit screen where you can make changes to the uncompleted report by clicking on the expense item in question If you wish
11. University of Lethbridge B awe VAT LUE UNIVERSITY OF LETHBRIDGE ONLINE PERSONAL REIMBURSEMENT SYSTEM USER MANUAL 1 University of Lethbridge lt lt NechoExpense version 7 5 User Manual Table of Contents e 3 1 ACCESSING THE PERSONAL REIMBURSEMENT SYSTEM 3 2 LOGGING OUT OF THE 5 4 3 POP UP 4 5 EDITING USER PREFERENGES ones AU DIES 5 NOTIFICA NON 6 SAVED REPORT 6 5 CREATING AN EXPENSE REPORT 7 6 ADDING EXPENSE nnan 8 7 SUBMITTING YOUR COMPLETED 9 mise sum c 10 8 IMPORTING TRANSACTIONS FROM YOUR AMEX CARD
12. and auditors will require this information to determine whether the expense is an appropriate use of University funds If you indicated the allocation on the header page of the report you do not have to go into the Allocation unless you wish to change your selection e Fields with a red asterisk are required fields Continue to fill in all required fields and click on the Add Expense button Click on the Save Report button periodically to save the information you have entered For certain expenses an Attendee button will appear Click on the Attendee button and enter the name of each person present at the expensed event Click Add Attendee to add additional names Click on Save and Return to return to the previous screen NechoExpense User Manual 8 October 2007 Click on TAX INFO to display the GST PST calculated based on region selected If the GST calculated does not agree to your receipt enter the correct amount Click on TAX INFO again to close this screen e To delete a transaction after you click on the Add Expense button select the checkbox to the right of the item in question and click on the Delete button an expense before you click on the Add Expense button click on the Clear button and then click on Yes to discard changes Click here to view field descriptions 7 SUBMITTING YOUR COMPLETED REPORT Once you have added all of yo
13. ard web page or https www uleth ca bridge twgkwbis P_WWWLogin Mac Users must use Firefox version 1 5 or greater Contact the Help Desk 329 2490 or help uleth ca for assistance University of Lethbridge 5 lay iat User Login IMPORTANT The Bridge LOGIN has changed To improve consistency across the U of L web site The Bridge now uses your U of L username and password for login the same as your email Still don t know what to do See the boxes to the right Username Forgot your username Forgot your password Password As an additional security measure your session will automatically end if there has been no activity for 20 minutes To protect your privacy please Exit and close your browser when you are finished HELP EXIT Need a username If you don t have a username yet create one now using our account setup assistant Former student or staff If you no longer have a username create a new one now using our account setup assistant Need help Please call 403 329 2490 or email us at help uleth ca Your Username is your University of Lethbridge email address without uleth ca NechoExpense User Manual October 2007 Once you are logged in make the following selections to navigate to the personal reimbursement software Financial Services Personal Reimbursements Online Expense Claim Continue At this point you should see the NechoExpe
14. bmitting claims on your behalf or approving claims when you are away Approve claims if applicable Quick Link to policies manuals FAQ s etc Editing User Preferences By editing user preferences a default financial code can be set however you have the option of changing from the default financial code when entering expenses Click on Edit User Preferences located under Personal Actions in the top left hand side of the home page Click on the Defaults tab If the Charge to Department field is blank click on the arrow to the right of Charge to Department and click on the department to select Only one Charge to Department is available to each user Click on the arrow to the right of Financial Code and select a code from the list Note Financial codes which include Director PI VP etc are for use by these specific individuals only Research codes generally begin with the researcher s initials PI or Princ Inv stands for principal investigator of the research grant Click Save and Close to return to the home page NechoExpense User Manual 5 October 2007 File Edit View Favorites Tools Help O O DAG from e E BBV http charger online uleth ca 800 1 NechoExpenseWeb Links 8 Customize Links Free Hotmail 4 MSN com 4 amp Radio Station Guide 4 Windows M Windows Marketplace Windows Media E NECHOexpense Microsoft Internet Explorer PEE 4 NECHO OM
15. cceptable supporting documentation Include original receipts indicating proof of payment Credit card statements and invoices without proof of payment are not acceptable Refer to Frequently Asked Questions for more information Report Violations Errors will cause a report violations message to appear after you click on the Submit button and a red information icon will appear to the left of the expense that is in error Close the message box and click on the expense to edit it Click on POLICY INFO to see a message regarding the error Click on POLICY INFO again to return to the Edit Screen Click on Save Changes when done and then click on Submit NECHOexpense Microsoft Internet Explorer Sel Bak LJ ix 2 f K Search Favorites 62 T n wi Lj id 23 Address htto charger oniine uleth ca 7001 NechoExpenseWeb SingleSignonListener j Lem Go Logged in as Carrie Takeyasu Consult Help Logout NECHOexpense Web Page Dialog tem s Click to select The following report violations have been identified Expense Type Cannot submit expenses with a future date E 09 11 05 Airfare 9 Nov 05 Airfare Cannot submit expenses with a future date 6 Oct 05 Mileage Faculty Report Totals Expense Report Total 246 60 CAD Business Expense Total 246 60 CAD Personal Expense Total 0 00 CAD http c
16. choose may be used in the future to identify the report from a list of several See Frequently Asked Questions for examples of report names e From and To dates are optional To select a date range for your expense report click on the calendar to the right of the From and To fields e Do not enter dates in the future keep report private making it unavailable to your submitter proxy click in the Mark as Private checkbox e The default allocation section displays the Charge to Department and the Financial Code Click on Change Default if you wish to change the allocation to a different financial code If applicable select an activity code Click on Done to return to the report e Note you can change the financial code for each individual expense rather than choosing it using the Change Default button on the report header page e Click on the Continue button to move on to adding expense entries NechoExpense User Manual 7 October 2007 6 ADDING EXPENSE ENTRIES E NECHOexpense Microsoft Internet Explorer File Edit View Favorites Tools Help ae A x ig QD 2 2 3 Address http charger online uleth ca 8D0 1 NechoExpenseWeb E Links 8 Customize Links Free Hotmail MSN com 4 Radio Station Guide 48 Windows 32 Windows Marketplace amp Windows Media NECHO 7 Logged in as Carrie
17. e button make the necessary changes and click on the Approve button Click on Done to close the Expense View window NOTE Once an expense has been overwritten it must be approved If an expense is ineligible overwrite the amount to zero and then approve it rather than rejecting it which will send the claim back to the preparer 11 ASSIGNING A PROXY If another individual will be submitting your expense reports on your behalf you may designate this individual as your proxy submitter When the proxy submitter logs in he or she will see a section called Act on behalf of at the top left side of the Home Page and will use the drop down arrow to select the individual the claim is being prepared for See the figure on page 12 If you are going to be away you may assign a proxy submitter and or approver The proxy approver you assign should be of an equivalent or higher level of authority following the one over one hierarchy for approval Home Page under Personal Actions click on Edit User Preferences e Proxies tab click on the arrow to the right of the submitter field Type the last name in the search field choose last name from the drop down list to the right and then click on the Search button Click on the name to return to the proxy tab select a date range for your assignment click on the calendar to the right of the Start Date and End Date fields Dothe same
18. erences The Information Bar alerts you when Intemet Explorer blocksa pop up window or file download that might not be safe If a View Transactions to Include 3 E Web page does not display properly look for the Information Management Actions EDS 1 Bar near the top of your browser View Documents to Approve Do not show this message again Quick Links View Corporate Policy Leam about the Information Bar NechoExpense User Manual 4 October 2007 The steps to disable a Pop up Blocker will vary depending Google Yahoo etc Contact the Help Desk 329 2490 or help uleth ca or click here for assistance TIPS A symbol within a circle is an information icon Place your cursor over the icon to display a message Click here to see examples of information icons For assistance contact the system administrator at finance necho uleth ca Click here to view frequently asked questions 4 HOME PAGE The NechoExpense home page is where you will access the expense reporting functions On the left hand side of the home page is the navigation pane and on the right hand side is the Inbox Items pane The navigation pane is where you can perform various actions such as e Create an expense report e Import transactions to an expense report from your corporate AMEX card e Review your claim history Edit user preferences set your default financial codes and set a proxy for su
19. harger online uleth ca 700 Internet NechoExpense User Manual 10 October 2007 8 IMPORTING TRANSACTIONS FROM YOUR CARD NechoExpense has the ability to import information from your corporate American Express card The transactions are fed directly into the system on a daily basis To include AMEX transactions in a new expense report e Click on View Transactions to Include from the Home Page e Using the checkbox to the left of each transaction select the transactions you wish to include and click on the Include button located bottom right select all transactions check the box to the left of Transaction Date and click on Include o remove transactions you do not want to include check the box and click on the Mark as Personal button e From the Show drop down arrow choose Business Transactions marked as personal will not be displayed E MECH expense Microsoft Internet Explorer File Edit View Favorites Tools Help Back fal search ae Favorites ca e Address http charger online uleth ca 7001 NechaExpensewW eb Logged in as Derek Peddle Consult Help Logout BACK TO HOME EDIT REPORT HEADER INCLUDE TRANSACTIONS VIEW SUMMARY Report name Reseach supplies From 5 Jun 05 To 35 Jun 05 Reimbursement Amt 0 00 CAD Search For Transaction Dat Reset j Show Business Non disputed
20. nse welcome screen appear 2 LOGGING OUT OF THE SYSTEM When you are ready to exit the software select the Logout indicator located in the top right hand corner of the application page Click Exit to log out of the Bridge If others have access to the machine you are using close your browser e g Quit Firefox to protect your privacy You should always logout of the software prior to closing your browser window If you have any unsaved changes NechoExpense asks if you wish to Discard changes To return to the document click on the No button Otherwise click on the Yes button to log out of the application 3 POP UP BLOCKERS Certain actions may cause the following message to appear indicating the Internet Explorer pop up blocker feature is turned on Click on the OK button and right click on the information bar Select Always Allow Pop ups from This Site A second message box appears asking Would you like to allow pop ups from online uleth ca Click Yes Qe gt 2 Search sie Favorites lt M gt jw rel 3 Address http charger online uleth ca 700 1 NechoExpenseWeb SingleSignonListener Gl Pop up blocked To see this pop up or additional options click here Welcome Carrie Consult Help Logout Personal Actions Create an Expense Report E Review History Did you notice the Information Bar Edit User Pref
21. on icons for additional information about the expense such as the financial code Select the check box to the left of the document in the Approval Items frame and then click the Approve or the Reject button Enter a comment in the dialogue box comments are required for rejected claims optional for approved claims and click on Done Detailed Approval For a Detailed Approval recommended click on the document under Approval Items The report name appears on the included expenses tab Click on the Open button e Click on the checkbox to select one of the expenses click on the Approve or Reject button and enter a comment e Alternatively click on the expense review the details and then click on the Approve or Reject button on the View Expense screen e Click on previous and next above the description field to scroll through the expenses e Click on Edit Comment to enter a comment and then click on the Done button NechoExpense User Manual 13 October 2007 close the View Expense screen click the Done button and then click Complete Approval Click on the Submit button and then on Back to Home When reviewing expenses in detail approvers have the ability to overwrite a claim to make corrections such as to change the financial code allocation or amount Click on an expense to view the details Click on the Overwrit
22. re not required for per diem amounts or mileage Description Describe how the expense relates to University business or your professional development The description should include as much information as is necessary to clearly state the purpose of the expenditure Approvers need this information to ensure the expense is an appropriate use of University funds Fields used for Importing Transactions from Your Amex Card Search For To search for a specific AMEX transaction Choose the search criteria from the drop down menu click on the calendar or type a date directly into the field and click on Search Click on Reset to return to the original screen Show To select which transactions will show on the include transactions tab Select All Business or Personal from the first drop down list and All Non disputed or Disputed from the second drop down list Select Report To select the report in which the transactions will be included This may be a new report or a report previously created and saved 14 INFORMATION ICONS Transaction has been marked as personal Transaction has been marked as disputed Indicates the transaction has been edited by an approver Attention is required e g to correct an error in a transaction or to edit and resubmit a rejected claim mE EE Additional information about the transaction d University of u Lethbridge NechoExpense User Manual 16
23. to delete a report check the box to the right of the document on the home page and then click on the Delete button The system will ask you to confirm the delete action If part of the document is still in the approval cycle the checkbox will be greyed out and you will be unable to delete the document NechoExpense User Manual 6 October 2007 5 CREATING AN EXPENSE REPORT Click on Create an Expense Report located under Personal Actions in the top left hand side of the home page The Expense Report header page appears File Edit View Favorites Tools Help x gt ix d fb search Sfp Favorites 42 9 e B LJ amp 4 E NECHOexpense Microsoft Internet Explorer 4 http charger online uleth ca 8001 NechoExpenseWeb Links 48 Customize Links Free Hotmail 4 amp MSN com 48 Radio Station Guide Windows Windows Marketplace 48 Windows Media NECHO in as Helen Wolf It Help t BACK HOME Logged in as Helen Wolfe Consult Help Logou Create Expense Report Report Mark as private From DEFAULT ALLOCATION Charge to Department Financial Services Financial Code Fin Services 11005 6401 7001 Location Change Default DEFAULT ALLOCATION ASSIGNMENT e Enter a name for the expense claim in the Report Name field Choose name that is unique to this report and reflects the reason for the claim The name you
24. ur expense items to your expense report e Click on the Save Report button You may end your session at this point if you wish to complete the report at a later time The report will be saved as Draft When you are ready to submit your report click on Complete Report Note Your report is not submitted until you click on Submit described below Clicking on Complete Report will take you to the View Summary tab e Click on the Print button if your department requires a printed summary Financial Services does not require a printed copy of your expense report e Next click on the Submit button The system will notify you that your claim has been successfully submitted Your claim number is the last four digits of the document number at the top right hand side of the screen NECHOexpense Microsoft Internet Explorer x c 2 Le search Favorites 2 5 Lj rel 23 Address http charger online wleth 700 1L NechoExpense Web v gt Go Links 46 Customize Links 4 E http charger online uleth ca 7001 NECHOexpense Microsoft Internet Explorer mB File Edit View Favorites Tools Help a Expense Report Print J E Spender Name Helen Wolfe From To Document Number UofL008600532050013 Report name Travel to attend Necho conference Status Draft Document Totals Expense Report Total 159 72 CAD Reconciled Advances 0 00 CAD
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