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Image by: Lisa Vallad (2009).
PSC is switching to a newExpense System
Why are we doing this?
“I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card. Both of these processes involve so much time and paperwork.”
“I wish there were some way to streamline travel and expense reports…
…that would give me time to concentrate on what I really do.”
All
Currently…In the new
Expense System…You use different websites
for different aspects of travel (authorization, Per Diem calculation, gas prices, etc.)
You use the Telnet Secure Shell to allocate and itemize expenses and submit receipts by campus mail.
Payment Vouchers, Employee Reimbursement and other procedures require paper forms.
All of these tasks are handled in the expense system, saving time and money.
Forms Your
Currently…In the new
Expense System…
Making a mistake on a form can add days, sometimes weeks to approval and payment processes.
Your busy schedule is not always compatible with the time bound expense system tasks.
Hard copies of forms and reports mean lots of paperwork to keep track of.
Self-correcting electronic forms are accessed online in one convenient site, eliminating excess paperwork and reducing error. Delegates can be assigned to certain tasks to save you even more time.
Let’s take a look at how the new Expense System will work
LoggingIn
Enter your University user name and password
Click MY.TOOLS
Click Open CU Expense System
Procurement CardReports
How to submit
Building yo
ur
reportReport
Header
Adding Expenses
Attach Receipts
Itemize & Allocate
Certify & Submit
Approval
Report Headers
This section shows you charges that can be added to the report
Click New Expense Report
From the Policy drop down menu, select Procurement Card
Give the report name:Last name-Proc-Month Year
You will have a chance to change the SpeedType later
AddExpenses
Expenses will appear on the left
2) Click Import
1) Check the boxes of the expenses you want to add to the report
Allocate & Itemize
2) Add Business Purpose
3) Click Allocate
1) Check the box next to the item you want to allocate
1) Enter SpeedType
2) Click save
It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%
AttachReceipts
From the Print pull-down menu, select CU Fax Receipt Cover Page
Print fax cover page
Fax or scan all of the receipts required for the expense report.
You can use a plastic cover sheet to fax small receipts
You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.
Certify& Submit
Once your receipts are uploaded,Click Submit Report
Take a moment to review your report
Click here to certify and submit your report
Would you like to see some demonstrations?
Report Headers
Add Expenses
Attach Receipts
Allocate & Itemize
Certify & Submit
See It
Try It
See It
See It
See It
See ItTry It
Try It
Try It
Try It
For more information, visitPSC’s Expense System Microsite
Or call the
Finance & Procurement Help Desk:303-837-2161
Thank youLisa Vallad
Diana GeorgeAnn Cline