Expense Full Setup Process Overview

Expense Full Setup Process Overview

GOAL: To provide a wholistic overview of the different levels of configuration and setup that will empower boards and users to enable the Expense Module. 

Furthermore, this guide is intended to detail the Expense Process Overview and show the workflow and important checkpoints along the way. 

System Level Setup

HRP > SETTINGS > BOARD > GLOBAL TAB

**If Expense License = Populated, this signals Expense module is Activated** 

HRP > SETTINGS > BOARD > EXPENSE TAB

**Board level Expense setup**

Note: Default Mile Unit = KM. 

Common Issue: If an Employee states they submitted the claim, but it was not received – it could be too far back according to ‘Expense Back Date’ (in MONTHS).  

If Allow Attachments = Y, then Receipts = Mandatory when submitting an Expense. 

Note: Invoice Type Number link to FIN (see below). 

Associated Finance Setup

FINANCE > SYSTEM > SETTINGS > ACCOUNTS PAYABLE > INVOICE TYPE TAB

**Expense Invoice Type Code is configured here** 

HRP > SETTINGS > BOARD > EXPENSE TAB

**Expense unit variables and Claim Categories with associated Tax setup is defined here** 

Note: Expense module Tax Codes are defined above and mapped to match the FINANCE system.

FINANCE > SYSTEM > SETTINGS > TAX

INTEGRATION SETUP

This segment of setup displays the integration setup between the HRP and FINANCE system. 

HRP > SYSTEM > SETTINGS > THIRD PARTY INTEGRATION

**Finance URL, User ID and Password must be configured to appropriate FIN environment**

FINANCE > SETTINGS > INTEGRATION > PAYROLL

Board Level Setup

This segment details the different configurations the board can set, which will dictate the user level experience for Expense Module. 

FINANCE > VENDOR > VENDOR MANAGEMENT

**All Employee IDs need to be populated here for them to be eligible for Expense** 

HRP > HR > EXPENSE > TEMPLATE MANAGEMENT

Here you define the different setup for main expense types. 

[SAMPLE] MILEAGE Template

**Expense Formula shows the calculation of the expense** 

[SAMPLE] MEALS Template

**Per Diem is basic amount you get without receipt** 

EMPLOYEE CLAIM SUBMISSION PROCESS

This section provides an overview of how the Employee Claim submission process is derived, using Report To hierarchy from OPC, and the flow of the submission from Employee to Supervisor to Board level. 

HRP > HR > OPC MANAGEMENT > POSITION CONTROL MANAGEMENT

**Review the Position ID and Report To Position ID hierarchy** 

This establishes the hierarchy at which Positions Report to each other. 

EXPENSE: EMPLOYEE LEVEL

EMPLOYEE > EXPENSE > CLAIM MANAGEMENT > NEW CLAIM

NEW

Choose Save to input the New Expense - within the Claim. 

Note: The Vendor = The Store (For Example: Tim Horton’s, Subway, Apple, etc) 

**We can now see the new Expense record input, and is ready to Save**

NOTE: Tax calculates in the FINANCE environment – but will show as 0 here. 

EXPENSE: SUPERVISOR LEVEL

HRP > HR > EXPENSE > SUPERVISOR EXPENSE MANAGEMENT

**Supervisors will see all Employee Submitted claims**

EXPENSE: BOARD LEVEL

HRP > HR > EXPENSE > SUPERVISOR EXPENSE MANAGEMENT

**Board personnel will see all Supervisor Approved expenses**

Final Step: Export Finalized Expenses

Once complete, Board personnel can Export all completed Expenses. 

**This will output a file** 

IMPORTANT NOTE: At this stage in the process the HRP portion is now complete. The file output is now taken over to FINANCE for the remainder. 

FINANCE > DB IMPORT > IMPORT INVOICE

Choose Data Preview to see the records included

If Invoice Tax Codes are not pulled in directly, they can be manually selected as an override for minimal records. 

Note: The bottom will show the Data Preliminary Results

**Once satisfied with no errors >  choose Process**

View Final Report 

**Final Expense Invoice Report** 

Here we can see the Tax Amounts and Tax Rebates that are calculated