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Central Finance Advance Adjustment/Advance Adjustment/

Record Deposit on Employee’s Record Deposit on Employee’s AdvanceAdvanceTutorial

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Advance Adjustment - Record Deposit

This tutorial will show how Central Finance would process an advance adjustment by recording a deposit for an employee.

In accordance with IRS requirements, advances cannot be issued more than 30 days in advance of when travel is expected to occur

and any excess amounts must be returned to the State within 120 days of the date the expenses are incurred.

In order to ensure the integrity of the advances outstanding data, an advance must be processed (status on the history tab = “PROC”) before a manual deposit can be entered to liquidate the advance.

Advance Adjustments: Once the advance reaches PROC status, users with appropriate security in Central Finance (Role ADV ADJ) can record a deposit. The process is similar to modification but is called an adjustment.

Advance Adjustment/Record Deposit for Employee’s Advance

Jolaine Leatherwood is leaving State of Michigan employment and has an outstanding advance. Since no further expense reimbursements will be paid out to this employee, a payment of $200 has to be returned. A personal check has been received from the employee and must be deposited to liquidate the outstanding advance.

Home Page

After log-in, the application will display the Home Page.

For Central Finance entry, mouse over ‘Statewide’ then click ‘Advances’. This will access the Select Employee Statewide - Advances screen.

Select Employee Statewide - Advances

Search Results will display employees based upon search criteria.

There are two areas: Select Employee and Search Results.

Select Employee will allow you to select search criteria by Dept, Agency, TKU, Emp ID, Last name and Appt search date (this field has a calendar available for selection, but will default to the current date).

Select Employee Statewide - Advances

Click ‘Search’ to retrieve Search Results.

Select the appropriate Dept, Agency and TKU from the dropdowns.

Select Employee Statewide - Advances

Click on ‘View’ to navigate to the Advance List screen for this employee.

Employee information can be viewed by clicking on the employee’s name.

Select EE Statewide Filter - Advances

When you click on the filter button found on many screens you will get a window that can be used to filter your data.

The filter allows you to choose any heading to filter on.

Multiple arguments can be chosen

The filter allows you to choose any heading to filter on.

Choose from a list of conditions

When you click on the filter button found on many screens you will get a window that can be used to filter your data.

Statewide – Advance List

Click Advance ID to view the Advance you wish to modify.

Note: Last Action is PROC

Modify Advance - Advance Tab

Click ‘Modify’ button.

Note: The Advance Tab screen is displayed in “read only” mode.

Modify Advance - Advance Tab Continued

For the Cumulative Manual Deposit(s), enter amount with two decimal places.

200.00

Click ‘Submit’. A box for ‘Comments’ will appear.

12345678

Note: Make sure you check the Errors section at the bottom of the screen after clicking ‘Submit’.

Note: All fields are activated and can now be changed.

For the Cumulative Manual Deposit Doc # enter the doc from RSTARS (at least 8 characters).

Modify Advance - Advance Tab Continued

Note: When a modification is submitted, the ‘Advance’ tab will grey out and a comment is required.

After comment is entered, click ‘OK’.

Entering deposit to liquidate outstanding advance.

The advance version increments and the Submit Successful message appears.

Modify Advance - Advance Tab Continued

Finally, click ‘History’ tab to review the action taken.

Note: ‘Modify’ button is reactivated.

Note: The user can navigate between different versions of the advance record using the scroll arrows.

Review Modified Advance - History Tab

Version number shows the advance was modified.

Action code is SUBM when the modification is submitted prior to approval.

Note: Status: Will show the approval path that will be followed to fully approve the Advance.

Approval Process

Once the advance adjustment has been submitted by Central Finance, it will enter the approval path appropriate for your agency and the Action Code will show SUBM. An email may be sent to the first level approver to inform them of the needed action.

As long as the advance adjustment is in SUBM status it can be modified. As it goes through the approval process the Last Action will change until it has been completely approved.

Where To Get Help

Users with questions or needing help should call the OFM Help Desk at:

517-373-6222

1-800-856-6246 (not local)

At the welcome message press “8” then press “3” for HRMN Payroll/DCDS.

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