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FastFactsFeature Presentation

October 28th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…Entering Non-Travel related expense reimbursements

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Today’s PresenterBob SicoliSAP Trainer for the Johns Hopkins Health System

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Session Segments

PresentationBob will show you how to enter Non-Travel related expense reimbursementsDuring Bob’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Bob will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Entering a Non-Travel Expense Reimbursement

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Agenda

Today we will cover …

1. What is a non-travel expense?2. Entering expense reimbursements for non-travel expenses.3. Sending the invoice image to Accounts Payable Shared

Services.

Scenario:Anna attended a one day seminar in DC and needs to be

reimbursed for conference fees, parking, and mileage.

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1. What is a Non-Travel Expense?

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Definitions of Non-Travel Expenses

What is a Non-Travel Expense?

- Non-Travel Related Exp - a form for entering expenses into SAP.

When do I use this form?

- When you have an expense or expenses that were incurred in a ONE DAY timeframe, not an overnight stay.

- Can also be used to combine non-travel expenses for a larger period of time (such as mileage over a period of time in which you have a log kept outside of SAP).

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2. Entering a Non-Travel Expense Reimbursement

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WebGUI and WinGUI

The screen shots in this presentation will be displayed using the WebGUI interface in the Johns Hopkins version of SAP.

This process is the same in the WebGUI and WinGUI. The main differences are in accessing the modules and the navigation buttons.

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Entering a Non-Travel Expense Reimbursement

Access the Travel Manager

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Entering a Non-Travel Expense Reimbursement

Change the personnel number, if necessary.

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Change or search for the personnel number, if necessary.

Entering a Non-Travel Expense Reimbursement

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Enter the search criteria and press Start search.

Entering a Non-Travel Expense Reimbursement

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Select the personnel number from the list by double clicking.

Entering a Non-Travel Expense Reimbursement

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After you enter or locate the personnel number, click the green check.

Entering a Non-Travel Expense Reimbursement

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Verify that you are in the ‘Travel Manager’ file for the person you want.

Entering a Non-Travel Expense Reimbursement

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Click ‘Create Travel Expense Report.’

Entering a Non-Travel Expense Reimbursement

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Choose the trip schema Non-Travel Related Exp from the dropdown.

Entering a Non-Travel Expense Reimbursement

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The Non-Travel Expense Report form will appear. Enter the date of the expenses and a reason for trip.

Entering a Non-Travel Expense Reimbursement

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Click the Alternative Cost Assignment for Entire Trip, If Different to Master CA button and then the Cost Distribution button.

Entering a Non-Travel Expense Reimbursement

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When the pop-up appears, enter the ‘% Distrib.’ and ‘Cost Center’ or Order number and click the green check.

Entering a Non-Travel Expense Reimbursement

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If there is mileage that needs to be reimbursed, expand the ‘Mileage and Per Diem Reimbursement’ section and enter the miles.

Entering a Non-Travel Expense Reimbursement

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Scroll down to the ‘Expense Receipts’ section.

Entering a Non-Travel Expense Reimbursement

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Choose the type of receipt to reimburse from the dropdown menu.

Entering a Non-Travel Expense Reimbursement

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Enter the amount and other required information and click ‘Transfer.’

Entering a Non-Travel Expense Reimbursement

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If there is another receipt, choose the type of receipt to reimburse from the dropdown menu. Enter the amount and other required information; then click Transfer.

Entering a Non-Travel Expense Reimbursement

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Continue to enter your receipts until you have them all in the system. Click the ‘Results’ button to print a copy of the report.

Entering a Non-Travel Expense Reimbursement

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The amounts of the report will be totaled. Click ‘Tools’ → ‘Print.’

Entering a Non-Travel Expense Reimbursement

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In the WebGUI, make sure the ‘Output Device’ is LPDF – Frontend Printer. Click the green check.

Entering a Non-Travel Expense Reimbursement

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A PDF document will be created that you can print. Close the windows to exit. Use the back button to return to the expense report.

Entering a Non-Travel Expense Reimbursement

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When you click the ‘Save’ button the first time, a trip number will appear. You must click the save button again to submit for approval.

Entering a Non-Travel Expense Reimbursement

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Clicking ‘Yes’ will submit your expense report for approval.

Entering a Non-Travel Expense Reimbursement

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3. Sending the invoice image to Accounts Payable Shared Services.

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Here is the information Accounts Payable Shared Services needs to process you expense report:

All receipts must be taped down to 8 ½ x 11 sheet of paper, unless the receipt is an 8 ½ x 11 sheet of paper. Include the ‘Trip #’ on the top right hand corner of each page of receipts.Receipts are to be numbered according to the expense number assigned on the expense report.

Entering a Non-Travel Expense Reimbursement

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You must send an image copy of the receipts to Accounts Payable Shared Services.

Two options:1. The preferred option - scan your document to create a PDF document and save it on a drive or your computer. Then store it as a business document against the expense report. (Directions to follow).2. The second option - fax it to Accounts Payable Shared Services using the fax cover sheet found at:

http://ssc.jhmi.edu/accountspayable/forms.htmlLook for the Travel & Business Expense ReimbursementSupporting Documentation Cover Sheet in the ‘Travel Forms’ section. Follow the guidelines for faxing at the bottom of the form.

Entering a Non-Travel Expense Reimbursement

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Storing a Business Document to an Expense Reimbursement

Save the scanned image to your computer. Access the expense report again by clicking the report link on the ‘Travel Manager’ page.

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Storing a Business Document to an Expense Reimbursement

You can also access the expense report again by clicking on List of All Trips. Then …

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Storing a Business Document to an Expense Reimbursement

Double click on the Travel Expenses for the trip in the Open Trips folder.

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Look for the ‘Services for Objects’ icon. (WebGUI – upper right, Win GUI- upper left.)

Click the paper on the right. Click Create →Store business document.

Storing a Business Document to an Expense Reimbursement

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Double click ‘Travel Expense document-PDF format ONLY.’

Storing a Business Document to an Expense Reimbursement

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Locate your expense report scanned PDF document and double click it.

Storing a Business Document to an Expense Reimbursement

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After the file loads, click the green check.

Storing a Business Document to an Expense Reimbursement

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You can view the stored document in the ‘Attachment list’ using the same ‘Services for Objects’ icon.

Storing a Business Document to an Expense Reimbursement

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Double click the listed document to view.

Storing a Business Document to an Expense Reimbursement

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A document viewer will appear. Use the page navigation for multipage documents. Use the ‘Back’ button in SAP to return to the expense report.

Storing a Business Document to an Expense Reimbursement

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Use either ‘X’ to return to the expense report.

Storing a Business Document to an Expense Reimbursement

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You do not need to save the document again after you store a business document. Use the ‘Back’ button in SAP to return to the main ‘Travel Manager’ screen.

Storing a Business Document to an Expense Reimbursement

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Conclusion

1. The definition of a non-travel expense and when to use the form.

2. Entering expense reimbursements for non-travel expenses.3. Sending the invoice image to Accounts Payable Shared

Services.

Today we covered:

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Additional Resources

Training:Health System – OD&T – Anna – 410-735-7065http://www.hopkinsmedicine.org/jhhr/Organization/sapUniversity – Learning Solutions – Kathie - 443-997-6453http://training.jhu.edu/html/Main/default.asp

Support:Shared Services – www.ssc.jhmi.eduAccounts Payable Shared Services - 443-997-6688SAP Support – www.jhu.edu/hopkinsone

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!