There are several items that can be viewed or submitted through the Mobile Portal. These menu items include Announcements, My Expense Reports, New Expense Report, Documents, Relocation Coordinator and Message Coordinator. Each of these menu items and the data included in each of these items are discussed in detail below.

The Announcements that are seen by the Employee user will be the active Announcements that are included in the Announcement Set assigned to the given User Type on the Company Portal Configuration page. Please see section “Maintain Announcement Sets” for details about how to set up Announcement Sets.

Within the Mobile Portal the Employee User can select the Announcements menu item. This will take the Employee to the Announcements page. On this page the Employee will see all active Announcements for the Announcement Set.

From here, the Employee can drill down into the detail of each Announcement by simply selecting the desired Announcement.

Within the Mobile Portal the Employee User can select the My Expense Reports menu item. This will take Employee to the My Expense Reports page. On this page the Employee will see all Expense Reports associated with the Assignment that are paid to the Employee.

The employee can also view the detail of each Expense Report by simply selecting the desired Expense Report.

Within the Mobile Portal the Employee User can select the New Expense Report menu item. This will take Employee to the New Expense Report page. On this page the Employee will be able to create and submit an Expense Report. In order for an Employee to enter an Expense Report via the Mobile Portal there must be an Expense Report Template selected for the Assignment Policy. Additional information on setting up an Export Report Template can be found in the Portal Employee Expense Entry User Manual.pdf.

For each new Expense Report the user will need to provide some additional information prior to submitting the Expense Report.

Description – The Expense Report requires that a description be provided.

Default Submission Currency – The value selected here should be the currency that the expenses included in the expense report are being submitted in. This field will deafult to the default currency for the Assignment. The currency selected here can be modified at the expense level, if necessary.

Reimbursement Currency – The value selected here should be the currency that the Employee would like to be reimbursed in. This field will default to the default currency for the Assignment.

Payment Method – The value selected here should be the method and location in which the Employee would like to be paid (e.g. ACH -Chase). The available options in this list will come from the active Bank Account records that have been established for the Assignment. That will list will be further filtered down by the Available Payment Methods that have been established for the Expense Report Template. The Assignment must have at least one Bank Account record in order to enter Expense Reports via the Mobile Portal.

Expenses – This section will list all the expenses that have been added to the expense report.

Attachments – This section will list all the attachments that have been added to the expense report.

Add Expense - This button will take the user to the Expense Entry screen where a new expense can be added to the expense report.

Expense Category – This drop down list will include all the Account Categories that have been selected for the Expense Report Template.

Expense Type – This drop down list will include all the Accounts that have been made available for the Expense Report Template.

Expense Amount – A valid amount should be entered in this field.

Submission Currency – The value selected here should be the currency that the expense is being submitted in. The value defaulted into this field will come from the Submission Currency selected on the New Expense Report screen.

Expense Date – A valid date should be entered into this field.

Save & Add Another Expense – This button will save the expense and then allow the user to enter an additional expense.

Save & Back To Expense Report – This button will save the expense and take the user back to the New Expense Report screen for current voucher. From there the user can choose to Submit the expense report or navigate to other sections of the Mobile portal.

Add Attachment – This button will take the user to the Attachments screen where a new attachment can be added to the expense report.

An attachment can be added to the expense report by selecting the Choose File button. On an iPhone or Android device the user can either take a new photo and add that photo as an attachment or select an existing photo from the phone’s existing camera roll. The Blackberry device will only allow the user to select a photo from those that are currently on the phone.

Attachments uploaded and submitted via the Mobile Portal can be seen on the internal Voucher screen. However, the user must have rights to the page where the attachment was uploaded, Mobile Expense Attachment, in order to view the attachment on the internal Voucher screen.

Submit - Once the user has completed there expense report the Submit button can be selected to submit the expense report for final approval and payment. Once an expense report has been submitted it can no longer be edited by the Employee.

Much like Employee Expense Entry, expense reports in a Draft status can still be modified via the Mobile Portal. Modify an existing expense reports that has not yet been submitted can be done through the My Expense Reports menu item. When this menu item is selected the user will see a list of their existing expense reports. The user can view further detail from each expense report by selecting it from the list. If an expense report is in a Draft status it can be further edited by selecting the Edit button.

Once the Edit button has been selected the expense report will be available in an editable mode.

From here the user can edit expense report details, modify the information for individual expenses by selecting one from the list of expenses, add additional expenses and/or attachments, submit the expense report or delete the expense report.

The documents that are seen by the Employee user will include the Active, Employee Viewable documents that exist in the Company Document Library. The documents available to the user on the mobile site will be further filtered by the Type of Document and the Data Sensitivity Settings associated with the Role that the user is assigned to. If additional information is needed on the Security Role Data Sensitivity settings please refer to the Getting Started Manual.pdf.

Within the mobile site the Employee User can select the Documents menu item. This will take the Employee to the Documents page. The Employee can also view each Document by simply selecting the desired Document.

Within the mobile site the Employee User can select the Relocation Coordinator menu item. This will take the Employee to the Relocation Coordinator page. This page will contain any information that currently exists for the resource, including phone number, email address, etc.

The Employee User can use the Message Coordinator menu item to send an email from their mobile device to their Relocation Coordinator. When selected, the Message Coordinator menu item will allow the user to enter a Subject and Message. The message can then be sent to the Relocation Coordinator by selecting the Send button.

Please note that html is not accepted in either the Subject or Message text boxes.

nce the communication has been send to the Relocation Coordinator it can also be seen as a Note/Communication on the Assignment screen and will be marked as Externally Visible.

If an Employee has multiple active Relocations/Assignments within the system then their Menu items will also include a Select/Switch Relocation option.

When first logging into the Mobile Portal, an Employee with multiple active Relocations/Assignments will be presented with the following Select Relocation/Assignment page.

This page will list all the active Relocations/Assignments for the employee. The employee can view a Relocation/Assignment by simply selecting the desired Relocation from the list.

Once a Relocation has been selected from the Select Relocation list then the Employee will be taken to the Main menu for the Mobile Portal. The Main menu for an Employee with multiple active Relocations/Assignments will include a Switch Relocation menu item. The Employee can select the Switch Relocation menu item to be taken back to the Select Relocation/Assignment page which will allow the Employee to select and view a different Relocation/Assignment.

At the bottom of each page of the mobile site the Employee User will see additional navigation options.

Home – Selecting this option will take the user back to the home page where they will see all available menu items listed.

Full Site – Selecting this option will take the user to the full Equus Platform site.

Logout – Selecting this option will log the user out of the mobile site.