The following configuration must be set-up to utilize the employee expense entry system.Portal Menu Configuration

The following pages need to be added with “External Employee” menu item user type access and a menu type of “Relocation Sub Page”:

The role that is assigned on the portal configuration screen must minimally have the following system access (include View, Edit, Add & Delete):

Add Expense Report Details, Expense Report List, Expense Report Payment, and Expense Report Submittal screen rights to the role created for external assignees. The assignee will also need screen rights to Document Uploader, Documents, and Currency Selector.

Update the current portal configuration by adding an expense report menu item to the Portal Configuration. The Portal Menu Configuration option is located in the Portal Configuration menu.

Portal Menu Item Details

Add

AssignmentPro Page

Select Expense Report List from the drop-down list.

Other AssignmentPro Pages to Highlight This Menu

Select Expense Report Details, Expense Payment, and Expense Submittal from the drop-down list.

Menu Item User Type Access

Add External Employee and/or External Client from drop-down list.

Employee Expense Entry Account Category lookup values have been added to the Lookup Maintenance screen. Equus has included a standard list of categories which can be used in expense entry configuration. Custom categories are created by adding a new row and creating a custom Display Value, Report Value, and Display order. Any category can be inactivated by checking the Inactive check box.

The Employee Expense Report has been added as a production report. External Client and/or External Employees will need access to this report. The Available At Company Level check box will need to be checked. This allows the assignee to view and print individual expense reports.

Expense Reports are configured through the Expense Report Configuration Template. It is a menu option on the Template Menu. To access the template, expand the Template Menu for the selected company. Templates can be either created or copied from templates created in any company.

Template Details Screen

Allow Payment Currency Specification

By default this check box is not checked. When checked, the assignee can determine the payment currency for the expense report. If left unchecked, this field is hidden from the assignee and the payment currency is the assignment base currency.

Allow Submittal Currency Specification

By default this check box is not checked. When checked, the assignee can determine the submit currency for the expense report. If left unchecked, this field is hidden from the assignee and the submitted currency is the assignment base currency.

Allow Exchange Rate Entry

By default this check box is not checked. When checked, the assignee can determine the exchange rate or allow the system to generate an exchange rate. If left unchecked, this field is hidden from the assignee. The exchange rate will be system generated. It is suggested that if the Allow Payment Currency Specification and Allow Submittal Currency Specification are not checked, that this field also remain unchecked.

Allow Visibility of Payment Exchange Rate and Payment Amount

By default this box is not checked. When checked the assignee be able to see the Payment Exchange Rate and Amount. You can select the Process Stage you would like it to appear in below.

Enable Entry of Service Taxes (VAT, GST…)

By default this box is not checked. When checked the assignee will be able to enter any foreign service taxes, such as VAT or GST, associated with each expense. Make sure that the system preference for ‘REQVATAMT’ is set to EQTRUE for the fields to appear.

Allow Entry Of Expense Date Range

By default this check box is not checked. When checked, the assignee will be required to input a begin date and end date for each added expense. If left unchecked, the assignee will be required to input a single expense date.

Note: This is the set up for the Employee Expense Entry Template. If you would like to require date ranges for manual voucher entry, please contact your Equus Client Account Executive for assistance.

Use Expense End Date As Entry Date

By default this check box is not checked. This option is used in connection with Allow Entry of Expense Date Range. When checked, the system will default the expense end date as Entry Date. If left unchecked, the system will default the expense begin date as Entry Date. This setting is mutually exclusive with the setting “Use Create Date As Entry Date”.

Use Create Date As Entry Date

By default this check box is not checked. When unchecked, employees can set the expense date to a future date and this might delay reimbursement. When checked, submitted expenses have their Entry Date and Exchange Rate Date overridden and automatically set to the date the expense report was submitted. With this setting, reimbursement can be guaranteed at the next payroll. This setting is mutually exclusive with the setting “Use Expense End Date as Entry Date”.

Max Days Per Voucher

By default this field is blank. When this field is utilized, the assignee can edit the date range for Draft status expense reports up to the number of days indicated in the field. If number of days is not indicated, there will be no limit on the date range allowed.

Allow Payment Information Specification

When this field is checked, the Payment tab of the Employee Expense Entry screen is available. When left unchecked, the Payment tab will not be visible at all.

Generate Barcode

The generate barcode flag will create a barcode on the employee’s expense report. The barcode can be read by the EQUUS fax/scanner service. The service sits on a shared web server folder. As scanned/faxed expense reports are added to the folder the service will interrogate the document for barcodes. If a barcode is found within the document, the service will add the expense report to the voucher screen as a document of voucher type “Receipts”.

Note: This feature and its technical requirements are configuration are documented in the Fax/Scanner Service documentation.

Employee Expense Entry Draft Status

The available draft status is available in the drop-down list. The drop-down list options are configured by a database administrator and require updating the VOUCHER_STATUS table.

Employee Expense Entry Submitted Status

The available submitted status is available in the drop-down list. The drop-down list selections are configured by a database administrator and require updating the VOUCHER_STATUS and VOUCHER_STATUS_CHANGE tables.

Display Payment Amount On Process Stage and Later

The available process stage status is available in the drop-down list. The drop-down list options are configured by a database administrator and require updating the VOUCHER_STATUS table. This allows you to select the minimum process stage that the voucher must reach before the payment amount will be displayed to the assignee.

Production Report

Once the Employee Expense Report has been configured at the system level, it can be selected from the Production Report drop-down list. This allows the assignee to view and print expense reports.

Required Approver Contact Types for Voucher Approval

Adding an approver contact type to this grid requires that the contact exist for an assignment prior to the employee entering an expense report. The required contacts work in coordination with the voucher approval workflow. The voucher approval should use the required approver contacts and send voucher approval requests to the required contacts.

The available relocation screen contact types are configurable on the Lookup maintenance screen.

Available Payor Options

By specifying the payor for an expense, the employee will be able to note whether or not they should be reimbursed for the expense. The available payor options are the options that the employee will have by expense when entering their expense report.

The default option will default that payor for each expense during data entry of the employee's online expense report.

While a standard set of payor values are delivered with the system (Billing Item, Client Paid, Client Will Pay, Home Office, Host Office, Other, We Paid and We Will Pay) additional payors and aliasing of the standard payors can be accomplished on the System Lookup Maintenance screen. Simply select the lookup field "Payor". At the company level (lookup override), payors can be inactivated, but not edited or aliased.

The behavior of each of the payor values (reimbursable or non-reimbursable) can be controlled at the Look-up Maintenance level for “Payer” at the system level in the section of the screen called Look-up Behavior.

Available Payment Methods

The payment methods are selected by the employee on the Payment tab of the Employee Expense Entry screen.

Note: If employee's should not be allowed to enter payment information, then uncheck the "Allow Payment Information Specification" field on this screen.

Available Service Tax Types

The Service Tax Type is selected by the employee on the Expense item of the Employee Expense Entry screen. The list of available Service Tax Types can be configured in Look-up Maintenance.

Help and User Instruction

Screen Submittal Instructions

The screen submittal instructions can be entered only in Text. These instructions will appear on the Submittal Tab of the Expense Report.

Once the Submit Expense Report button has been clicked, you will only be able to View the information in that expense report and print the report – no further changes will be allowed

Report Submittal Instructions

The Report Submittal Instructions are not HTML capable. These instructions will appear on the Expense Report printable report.

List View Help

The List View Help can be entered in either Text or HTML format. These instructions will appear on the first Expense Reports page.

List View Approver Contact Information Prompt Help (HTML Capable)

Assignment/Relocation contacts can be required for use in the Voucher Approval process. If an assignment/relocation contact is required for approvals and the contact information is not available for a particular contact type (Ex. Host HR Manager), then the employee will be prompted for this information prior to entering expense reports.

Note: The employee will not be able to enter expense reports until all required contacts are entered.

New Expense Report View Help

The New Expense Report View Help can be entered in ether Text for HTML format. These instructions will appear on the Expense Report configuration page.

Expense Report Details View Help

The Expense Report Details View Help can be entered in either Text or HTML format. These instructions will appear on the Expense Report Detail screen.

Any expense report with a Draft status can be deleted by clicking the Delete Expense Report button

Expense Report Approval View Help

The Expense Report Approval View Help can be entered in either Text or HTML format. These instructions will appear on the Approval screen that can be viewed by non-users of the system.

Accounts Tab

Accounts are assigned to categories from the Accounts Tab. The ASSIGNMENTPRO™ coordinator can activate one or multiple accounts and assign a category. The account Long Description can be changed by adding text to the Override field.

Assignees can access the ASSIGNMENTPRO™ Portal to view and create expense reports. Launch expense report from the menu selection.

The Expense Reports screen will show a summary list of all the expense reports. The Assignees can access any report by clicking the ID, Description, or Date Range link. Expense Reports with a status of Draft can be edited. Once reports are submitted, the assignee can only view the expense report. To create a new expense report, click the Create New Expense Report button to launch the New Expense Report page. First time users will only see the Create New Expense Reports button.

Assignees need to provide a Date Covered (From) and a Date Covered (To). The date range can be up to 31 days. Based on the Template configuration, the assignee may choose the Submit Currency and the Requested Payment Currency. A Description up to 50 characters may also be added. Upon Save, a unique Report ID is generated. Help text is provided to the assignee on the New Expense Report. The help text can be hidden from view by clicking the Hide Help link.

Once the expense report configuration has been saved, the assignee can enter expense amounts on the Expense Report Details screen. First time users will add expense amounts to applicable accounts. The currency field is populated with the default assignment currency. Based on the database configuration, the assignee may choose the currency from the currency selector pop-up screen. The Expense Date field (or fields if Allow Entry Of Expense Date Range was checked on the Template configuration) will contain a list of dates configured within the date range. By default, the exchange rate field will be blank. If the Exchange Rate field is blank at the time of save, a company level exchange rate (determined by Expense Date) will populate the Exchange Rate field. If the Allow Entry of Expense Date Range was selected on the Expense Report Configuration Template, the Expense Date will default based on the Use Expense End Date As Entry Date selection. As a result, the exchange rate will be determined by the Begin Date of the date range if unchecked or by the End Date of the date range if checked. Based on database setup, the Exchange Rate field may not be viewable by the assignee. If the assignee knows the exchange rate for expense date, it can be manually entered. If the Enable Entry of Service Taxes (VAT, GST…) a Service Tax line will appear next to each expense allowing the entry of Tax Amount and the Tax Type , if additional service tax amounts are needed the Add Service Tax button can be clicked and an additional row will be generated. Comments can be added for each expense entry. Upon Save or Save and Submit, the entered expenses are located in the Save Expenses section. Help text is available to guide the assignee through expense report entry process.

Saved expense reports are editable. The assignee can choose any expense in the Saved Expense section and click the edit link. Any individual expense can also be removed from the saved expense report by checking the delete checkbox. The expense is removed and the Requested Payment Amount is adjusted. Entire saved expense reports can also be deleted by clicking the Delete Expense Report button.

It is not possible to submit the expense if the amount and date fields are null and it has 1 line item only. If the expense has more than 1 line item, then, it is possible to submit line items with both fields null, as long as, at least one line item has both fields properly filled.

Note: Screen portrays Allow Entry Of Expense Date Range as checked. If not checked a single Expense Date dropdown box would be shown.

Note: Screen portrays Allow Entry Of Expense Date Range as unchecked, and Enable Entry of Service Taxes (VAT, GST…) checked.

Assignees can determine where payment for entered expenses is sent. Payment information is entered on the Payment Information Tab. The Assignee can select a payment type from a drop-down list. The payment information will be printed on the Expense Entry report.

Once expenses have been entered and payment information created, Assignees can print the expense report and submit it electronically. The report is generated by clicking the View/Print Expense Report link. The report can be printed as a *.pdf file or as an excel worksheet. Instructions for submitting the printed expense report and any receipts are included on the printed report. The ASSIGNMENTPRO™ coordinator will review and process submitted expense reports. Submitted expense reports cannot be edited by the assignee.

Assignees can also attach documents using the document uploader. To attach files, click the new button. Assignees will provide a Document Type and Document Name. Up to five documents can be attached per Document Name.