An internal user to AssignmentPro can view an employee expense report as the employee views the report online. By selecting the Employee View link for a particular voucher on the Voucher summary screen, an internal user can view the Employee’s Expense Report as they would.
While the voucher is still in a draft status (before the employee submits the report), the employee’s “How Paid” and “Payment Method” options can be viewed. After the expense report is submitted only the selected values are displayed.
Viewing Employee Expense Entry Reports
Submitted Expense Reports are processed by an AssignmentPro coordinator. The coordinator can access the expense report from Voucher Search option of the General Menu located on the Home tab. Enter the Report ID in the Voucher System Number and click search. Coordinators can also access Expense Reports by selecting the assignment id and selecting either the expense menu option or the vouchers menu option. Once Voucher is selected, the expense tabs; Summary, Basic Information, Service Order, Entries, Payment, and Finalize will all be populated. Expense Reports with a Draft Status are viewable but not editable. The coordinator can access these reports and view any tab.
The voucher approval process (workflow driven) may be required in the processing of an expense report. The following two sections of this document explain the voucher approval process.
Summary Tab
Payee Name - The Payee Name field contains the assignee name
Source - The Source field will be populated with Employee Expense Entry
Summary Tab - Amounts
Submitted Currency - The Submitted Currency will always be Multiple
Requested Payment Amount - The Requested Payment Amt field will show the submitted amount in the payment currency
Summary Tab – Payor
Payment Method - The Payment Method field contains the payment method entered by the assignee
Summary Tab – Details
Invoice Number - The Invoice Number field is populated with the Expense Report ID
Details Covered - The Date Covered field is populated with the expense report date range
Date Received - The Date Received field is populated with the date the expense report was submitted
Description - The Description is the description of the expense report. Assignees can choose to enter a description. It is not a required field.
Basic Information Tab – Details Section
Requested Payment Currency - The Requested Payment Currency is the payment currency configured in the expense report.
Date Covered - The Date Covered field is populated with the date range entered by the assignee
Date Received - The Date Received field is populated with the date the expense report was submitted
Invoice Number - The Invoice Number is the Expense Report ID
Description - The Description field contains the description of the Expense Report. The assignee can choose to enter a description to expense reports. It is not a required field.
Entries Tab
The Entries tab lists all the individual expenses entered by the assignee. The coordinator can determine if the expense is In Policy, Exception, or Denied. This can be done within the individual entry detail screen or at the Expense Entry tab (without having to select View/Edit each line item). This functionality is dependent on the Company configuration.
To be able to process at the Expense Entry tab, the Allow Policy Audit Edit on Voucher Expense Tab checkbox must be checked within the Template Details section of the Expense Report Configuration Template on the Companies Tab.
In this configuration the coordinator can indicate the policy status in one of the following two ways:
Select the policy status from a drop down list and apply to all entries. This method still allows the user to change an individual line item (via radio buttons) while still on the Expense Entry tab.
Select the desired policy status (via radio buttons) at an entry line level.
This feature is generally used when vouchers are created via Employee Expense Entry. However, it could also be used to update a manually entered voucher.
