Completing the “new” Travel & Business Expense Claim Employee Form (PC Users)
Payment Services, Reimbursements & Disbursements Team Version 1.2 Date: Nov 3, 2008
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Topic Helpful links on the web Who should use the new form? Why the new form? What are the benefits of the new form? What has changed? What do you need to do before you can use the new form? How do you complete the new form? What is the long-term strategy for Travel Expenses? Who to contact if you have any questions?
Table of Contents
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Website:
http://www.sfu.ca/finance/payment_services/empl_disburs_reimburs/ (Please use the form on the web to ensure you have the latest version.)
Website Download Instructions & Macros Setting information:
Travel policies and procedures: http://www.sfu.ca/policies/print/admin/ad3-02.htm
Helpful Links on the web
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All SFU employees that are on payroll and using a PC computer. If you using a Mac computer, you will need to continue to use the “old” form. Alternatively, you can use a terminal server to access the “new” form. (See web-site for existing form).
Who should use the new form?
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Green House Gas (Bill 44) requirements necessitated changing the form in order to capture data on airfare and mileage. At the same time, we decided to build in additional features to assist the end-user with completing the form.
Why the new form?
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We recommend using the new form in order to take advantages of drop down selections, calendar, rate defaults, automatic calculations & totaling and field formats. Streamline the expense report process in an effort to reduce cycle time and get you paid faster.
What are the benefits of the new form?
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You are required to know the account coding before completing the expense form. If you don’t know the appropriate coding for the expense form, check with person responsible for signing your claim or dept administrative assistant. Data is to be filled in only on the Data Entry Page and is automatically calculated and transferred to the Summary sheet. The form uses macros to perform automatic calculations. Please do not modify the new form; otherwise, it will not work properly.
What has changed?
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Pre-requisites: Download the form to your desktop and update macro security settings in Excel.
Website:
What do you need to do before you can use the form?
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The form has three sheets contained in it as follows:
- Summary (auto-populated from Data Entry page upon refresh) - Data Entry Page (enter individual receipts in appropriate section) - Instructions (instructions to assist you in completing form)
Only the Data Entry page is accessible for entering expense details. The Summary page is automatically feed from the Data Entry page upon clicking the Refresh Totals button. Take advantage of the calendar feature. On the Data Entry Page, in the details section place your cursor in the date column and double-click.
How do you complete the new form?
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If you have an advance, fill in the Cash Advance number and amount. After all the data is entered, push the refresh totals button and the Data Entry page will summarize and transfer to the Summary page. Save the form. Print the form – click the Print button – and have it signed by an authorized person.
How do you complete the new form (Cont)?
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Send the form to Payment Services, for payment processing, at:
Attn: Payment Services, Reimbursements & Disbursements Team 2000N Strand Hall Burnaby, BC
Be sure to attach all your original receipts!
How do you complete the new form (Cont)?
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The plan is to implement PeopleSoft Expenses SelfService within the next year. PeopleSoft Expenses Self-Service will allow the employee to enter expenses directly on-line, submit for approval and to have visibility in-terms of where the expense report is in the process.
What is the long-term strategy?
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If you have any difficulties with opening the form or completing the form, please contact Cindy Bell at (778)782-4299 or Carmen Costea at (778)782-4022.
Who to contact if you have questions?
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