Management System: Standard Accounting and Reporting System (STARS)
Subject Area: Accounts Payable
Procedure: Entering Fitness Reimbursement Requests using the Vendor Inquiry Payment Electronic Reporting System (VIPERS)
Issue Date: 8/14/07 Revised: 9/27/07 10/20/08 Lead Subject Matter Expert: Lynda Vinyard Management System Owner: CFO
1.0 Applicability
The purpose of this document is to provide an overview of the process to submit fitness reimbursements electronically to the ORFSC and interface them into STARS using the Vendor Inquiry Payment Electronic Reporting System (VIPERS). It is recommended that the plan outlined below be used by Department of Energy employees to submit electronic reimbursement requests and to check status of outstanding payments.
2.0 Required Procedure
Step 1 If you already have a VIPERS logon, go to the VIPERS website https://finweb.oro.doe.gov/vipers.htm, click on “Logon to VIPERS” and enter your e-mail address and password, then click on the “Log In” button. Go to Step 7.
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Step 2
Step 3
If you do not have a VIPERS logon, Go to the VIPERS website https://finweb.oro.doe.gov/vipers.htm and Click on the Request VIPERS Access button. Enter your e-mail address and confirm the e-mail. Enter a password. Passwords must be at least 8 characters and contain at least one upper case and one lower case letter and at least one number. Confirm your password. Enter your social security number (in the Tax Id field), Fitness PO# (M1FPxxxxxx where xxxxxx=the last 6 digits of your social), name, and phone number. NOTE: The DOE contract number example on the VIPERS Access screen is for vendors only. Employees need to use the Fitness PO format above.
Step 4 Step 5 Step 6 Step 7
Step 8
Click on Process Request. You will receive an e-mail. You must confirm the registration by clicking the link in this e-mail. Log into VIPERS using your e-mail address and password. You will get a security notice, disclaimer and privacy notice. If you agree with all the terms, click I Understand the Security Notice, Click Here for VIPERS button. The VIPERS home page will be displayed.
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Fitness Reimbursement Step 9 Click on the Actions button. Step 10 Click on the Fitness Reimb option. Step 11 Click on your fitness PO number (M1FPxxxxxx where xxxxxx is the last six digits of your social). Step 12 Verify the payment site information by clicking in the box next to the site. Step 13 Next you will be given the opportunity to make any changes to banking, contact name, contact phone number, address, or remittance e-mail. Step 14 If everything is correct, Click the Verify button. Step 15 If changes need to be made, type in the correct information in the space provided and Click the Verify button. An e-mail will be sent to the Oak Ridge Financial Service Center (ORFSC) and someone will make the changes manually in our accounting system. This is not an automatic update. Step 16 Next you will see a box that contains the PO number, award type, description, and payment terms. Click on the blue letters that say “click here for Fitness Reimbursement”. Step 17 The fitness reimbursement form will be displayed.
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REIMBURSEMENT VOUCHER FOR EMPLOYEE FITNESS PROGRAM
U.S. Department of Energy, Oak Ridge Operations Office Employee Name: Will be filled in automatically with data from STARS Mailing Address: Will be filled in automatically with data from STARS City/State/Zip: Routing Symbol: Health Club/Fitness Center Name: Reimbursement period number(s) ______ ______ ______ Will be filled in automatically with data from STARS
Total amount of membership fee paid by employee for reimbursement period $____________________ (Attach proof of payment) Amount of membership fee to be reimbursed: (not to exceed $100 per six month usage period) $______________________ Number of visits during reimbursement period(s) _____ _____ _____ (Attach documentation) I understand that any reimbursement is considered a taxable fringe benefit and that I am responsible for payment of any taxes. I understand and agree that reimbursement of any period is contingent on utilization of the health club/fitness center facilities in accordance with ORO O 340, Chapter V approximately 26 times per 6-month period (once a week). By submitting this voucher electronically, I certify to the following: 1. The expenses claimed herein are correct and proper; 2. I have been a member of the above named, health club/fitness center during the 6-month period for which I am seeking reimbursement; 3. I have paid the amount of membership listed above for the time period stated, and, 4. I have used the club/center facilities in accordance with ORO O 340, Chapter V for the number of times listed above.
Attachment 1 ____________________________________________ (Browse) Attachment 2 ____________________________________________ (Browse)
Submit to ORFSC
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Step 17 Step 18 Step 19 Step 20 Step 21 Step 22 Step 23 Step 24
Step 25
Step 26 Step 27
Tab through the fields and enter required data. Employee Name, Mailing Address, City/State/Zip will be filled in with data obtained from STARS. Type in office Routing Symbol. Enter name of health club/fitness center. Enter reimbursement period number(s) (up to three periods or partial periods can be claimed on one voucher). Enter total amount of membership fee paid to the fitness facility. Enter amount of membership fee to be reimbursed. Amount cannot exceed $100 for a six month period or a total of $300 per voucher for three periods. Enter number of times you have used the facility during the period. If more than one period is being claimed, enter the number for each period on a separate line. Attach proof of payment and usage documentation. At the bottom of the voucher there are two spaces where you can attach supporting documentation. Click on Browse, locate the file you want to attach, and hit enter. Repeat for a second attachment if needed. Click on the Submit to ORFSC button. You will get a message that you are about to transmit an invoice for X dollars, is this correct? Click on OK. You will be prompted to print a copy of the voucher for your files.
Reports Employees can check the status of their fitness payments by running the Invoice Status Report from VIPERS. Step 28 Step 29 Step 30 Step 31 Log onto VIPERS following Steps 1-8. Click on Actions then Invoice Status Under PO/Contract# click on your fitness PO (M1FPxxxxxx) This will bring up a summary of all vouchers paid.
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Step 32
Click on Docs icon (folder) to see copies of voucher and supporting documentation.
3.0 References ORO O340 Chapter V, Employee Fitness Program
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