Image by: Lisa Vallad (2009).<br />
PSC is switching to a new<br />Expense System<br />
Why are we doing this?<br />
“I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card....
“I wish there were some way to streamline travel and expense reports… <br />…that would give me time to concentrate on wha...
In the new<br />Expense System…<br />Currently…<br />All<br />You use different websites for different aspects of travel (...
In the new<br />Expense System…<br />Currently…<br />Forms <br />Your<br />Self-correcting electronic forms are accessed o...
Let’s take a look at how the new Expense System will work<br />
Logging<br />In<br />
Enter your University user name and password<br />
Click MY.TOOLS<br />
Click Open CU Expense System<br />
How to submit<br />Procurement Card<br />Reports<br />
Approval<br />Certify & Submit<br />Itemize & Allocate<br />Attach Receipts<br />Building your report<br />Adding Expenses...
Report Headers<br />
This section shows you charges that can be added to the report<br />Click New Expense Report<br />
From the Policy drop down menu, select Procurement Card<br />
You will have a chance to change the SpeedType later<br />Give the report name:<br />Last name-Proc-Month Year<br />
Add<br />Expenses<br />
2) Click Import<br />1) Check the boxes of the expenses you want to add to the report<br />Expenses will appear on the lef...
Allocate <br />& Itemize<br />
2) Add Business Purpose<br />1) Check the box next to the item you want to allocate<br />3) Click Allocate<br />
1) Enter SpeedType<br />2) Click save<br />
It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%<br />
Attach<br />Receipts<br />
From the Print pull-down menu, select <br />CU Fax Receipt Cover Page<br />
Print fax cover page<br />
Fax or scan all of the receipts required for the expense report.<br />You can use a plastic cover sheet to fax small recei...
You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.<br />
Certify<br />& Submit<br />
Once your receipts are uploaded,<br />Click Submit Report<br />
Take a moment to review your report<br />Click here to certify and submit your report<br />
Would you like to see some <br />demonstrations?<br />Report Headers<br />Attach Receipts<br />See It<br />See It<br />Try...
For more information, visit<br />PSC’s Expense System Microsite<br />Or call the<br />Finance & Procurement Help Desk:<br ...
Thank you<br />Lisa Vallad<br />Diana George<br />Ann Cline<br />
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Expense System Revision

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Expense System Revision

  1. 1. Image by: Lisa Vallad (2009).<br />
  2. 2. PSC is switching to a new<br />Expense System<br />
  3. 3. Why are we doing this?<br />
  4. 4. “I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card. Both of these processes involve so much time and paperwork.” <br />
  5. 5. “I wish there were some way to streamline travel and expense reports… <br />…that would give me time to concentrate on what I really do.”<br />
  6. 6. In the new<br />Expense System…<br />Currently…<br />All<br />You use different websites for different aspects of travel (authorization, Per Diem calculation, gas prices, etc.)<br />All of these tasks are handled in the expense system, saving time and money.<br />You use the Telnet Secure Shell to allocate and itemize expenses and submit receipts by campus mail.<br />Payment Vouchers, Employee Reimbursement and other procedures require paper forms.<br />
  7. 7. In the new<br />Expense System…<br />Currently…<br />Forms <br />Your<br />Self-correcting electronic forms are accessed online in one convenient site, eliminating excess paperwork and reducing error. Delegates can be assigned to certain tasks to save you even more time.<br />Hard copies of forms and reports mean lots of paperwork to keep track of.<br />Making a mistake on a form can add days, sometimes weeks to approval and payment processes.<br />Your busy schedule is not always compatible with the time bound expense system tasks. <br />
  8. 8. Let’s take a look at how the new Expense System will work<br />
  9. 9. Logging<br />In<br />
  10. 10. Enter your University user name and password<br />
  11. 11. Click MY.TOOLS<br />
  12. 12. Click Open CU Expense System<br />
  13. 13. How to submit<br />Procurement Card<br />Reports<br />
  14. 14. Approval<br />Certify & Submit<br />Itemize & Allocate<br />Attach Receipts<br />Building your report<br />Adding Expenses<br />Report Header<br />
  15. 15. Report Headers<br />
  16. 16. This section shows you charges that can be added to the report<br />Click New Expense Report<br />
  17. 17. From the Policy drop down menu, select Procurement Card<br />
  18. 18. You will have a chance to change the SpeedType later<br />Give the report name:<br />Last name-Proc-Month Year<br />
  19. 19. Add<br />Expenses<br />
  20. 20. 2) Click Import<br />1) Check the boxes of the expenses you want to add to the report<br />Expenses will appear on the left<br />
  21. 21. Allocate <br />& Itemize<br />
  22. 22. 2) Add Business Purpose<br />1) Check the box next to the item you want to allocate<br />3) Click Allocate<br />
  23. 23. 1) Enter SpeedType<br />2) Click save<br />
  24. 24. It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%<br />
  25. 25. Attach<br />Receipts<br />
  26. 26. From the Print pull-down menu, select <br />CU Fax Receipt Cover Page<br />
  27. 27. Print fax cover page<br />
  28. 28. Fax or scan all of the receipts required for the expense report.<br />You can use a plastic cover sheet to fax small receipts<br />
  29. 29. You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.<br />
  30. 30. Certify<br />& Submit<br />
  31. 31. Once your receipts are uploaded,<br />Click Submit Report<br />
  32. 32. Take a moment to review your report<br />Click here to certify and submit your report<br />
  33. 33. Would you like to see some <br />demonstrations?<br />Report Headers<br />Attach Receipts<br />See It<br />See It<br />Try It<br />Try It<br />Add Expenses<br />Certify & Submit<br />Try It<br />See It<br />See It<br />Try It<br />Allocate & Itemize<br />See It<br />Try It<br />
  34. 34. For more information, visit<br />PSC’s Expense System Microsite<br />Or call the<br />Finance & Procurement Help Desk:<br />303-837-2161<br />
  35. 35. Thank you<br />Lisa Vallad<br />Diana George<br />Ann Cline<br />

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