<p><span style="font-size: 10pt;">This is a short overview to help you set up the basic components of your online expense report, and customize it for your specific needs.</span></p>
<p><strong><span style="font-size: 12pt;">Usage Guidelines:<br /></span></strong><span style="font-size: 12pt;"><span style="font-size: 10pt;">Expense Reports are currently used to:</span></span></p>
<ul>
<li>Keep track of employee expenses</li>
<li>Enforse an approval process whereby managers must view and approve employee expenses prior to their submission to the accounting department.</li>
</ul>
<p><strong>Setting Up Expense Reports:</strong><br />In your portal go to Applications > Expenses on the menu bar to the left.</p>
<p><img src="images/Expenses/expenseslocationmenu.jpg" /></p>
<p>If the user is a portal administrator, they will have access to the<strong> Conifguration</strong> button to provision users and control expense catagories.  By clicking this button, the administrator launches the configuration console.</p>
<p><img src="images/Expenses/expenseconfiguration.jpg" /></p>
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<p><img src="images/Expenses/expenseapplicationsettings.jpg" /></p>
<p>In the first section, <strong>Application Settings, </strong>the administrator can define all the categories to be shown in the expense category drop down</p>
<p>There is only one required category, miles which will be pre-defined.  The miles category can be renamed but it will always be tied to the "Milage Reimbursement Amount."  This allows the system to calculate the amount to reimburse for miles traveled.</p>
<p>The portal administrator can define  the company's milage reimbursement amount by using the "Mileage Reimbursement Amount" field.</p>
<p>Click the <strong>Save</strong> button.</p>
<p><span style="font-size: 12pt;"><strong>Provisioning Users:</strong><strong></strong></span></p>
<p><img src="images/Expenses/expense user settings.jpg" /></p>
<p>Once the Applications Settings are in place, the portal administrator will click on the <strong>User Settings</strong> tab on the top toolbar.</p>
<p>Select your user from the tree on the lefthand menu, then select:</p>
<ul>
<li>whether to give the user access to the expense reports section.</li>
<li>whether the user is a manager, and has the right to approve expenses or not.</li>
<li>whether the user is in the accounting department and can "pay" expense reports.</li>
<li>The dropdown defines which manager the employee's expenses are routed to for approval.</li>
</ul>
<p>Click the <strong>Save</strong> button.</p>
<p><span style="color: #ff0000;"><span style="font-size: 12pt;"><strong>Note: </strong><span style="font-size: 10pt; color: #000000;">When an employee submits an expense report, an email is sent to the corresponding manager for approval.  The manager can then either approve or reject the expenses submitted.  If the expense report is approved, it is routed to the accounting department for payment. The accounting department also can approve or reject the expense report.</span></span></span></p>
<p>If an expense report is rejected, the employee can edit and re-submit it to their manager.  In this case, the workflow restarts from the beginning - but all comments entered at any stage are preserved to show the history.</p>
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<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">When an employee submits a expense report an email is sent to the corresponding manager for approval. The manager can then either </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">approve or reject the timesheet. If the expense report is approved, it is routed to the accounting department for payment. The </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">accounting department can also approve or reject the expense report. </span></div>
<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;"></span></div>
<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">If an expense report is rejected, the employee can edit it and re-submit it to their manager. In this case, the workflow restarts from the </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">beginning but all comments entered at any stage are preserved to show the history. </span></div>
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<div v:shape="_x0000_s1026" class="O">
<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">When an employee submits a expense report an email is sent to the corresponding manager for approval. The manager can then either </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">approve or reject the timesheet. If the expense report is approved, it is routed to the accounting department for payment. The </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">accounting department can also approve or reject the expense report. </span></div>
<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;"></span></div>
<div><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">If an expense report is rejected, the employee can edit it and re-submit it to their manager. In this case, the workflow restarts from the </span><span style="font-size: 14pt; color: #ffffff; font-family: Perpetua;">beginning but all comments entered at any stage are preserved to show the history. </span></div>
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