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Contents
1
Overview
1.1
Monthly Dates
iExpense Responsibility
2.1
2.1.1
2.1.2
2.1.3
Section 3 - Notifications
2.2
2.3
2.3.1
2.3.2
2.4
9
10
14
2.4.1
Travel Allowance
14
2.4.2
14
2.5
Cash Advance
17
2.5.1
17
2.5.2
18
2.5.3
22
2.5.4
Other anomalies
22
2.6
Expense Allocations
23
2.6.1
24
2.6.2
Splitting Allocation
25
2.7
26
2.8
Attach Receipt
27
2.9
28
Appendix
29
3.1
29
3.2
29
3.3
Adding Delegation
31
3.4
32
3.4.1
Introduction
32
3.4.2
Transaction Instruction
32
3.5
Disputed Transaction
35
3.5.1
35
3.5.2
35
3.5.3
37
3.5.4
38
3.5.5
39
3.5.6
41
1 Overview
A short summary of the steps required to process credit card transactions or expense
reimbursement claims are:
1. Log into elVIS (Oracle Financials) - (Appendix)
2. Choose CDU iExpense responsibility (2)
3. Create an Expense Report (2.2)
a. Select the person for whom the expense report is for.
b. Create and label expense report.
c. Process credit card transaction,
Add details and or itemize the transaction
d. And/or
e. Create expense claim (TA or reimbursement etc)
Add details and or itemize the transaction
f. Allocate cost code and sub accounts.
g. Attach related documents (invoices, receipts, movement requisitions etc.)
a. Submit
Extra information;
For assistance and further enquiries or to book training please contact the Finance Systems
team elvis@cdu.edu.au
2 iExpense Responsibility
In order for you to access the screens and services available for processing Credit Card
transactions and personal expense claims you need to have the CDU iExpense responsibility
added to your Oracle Financials user. Please contact elvis@cdu.edu.au to arrange this.
When you log into Oracle Financials you may be presented with a number of Responsibilities
in the left navigation pane. Click on CDU iExpense to start. If your only responsibility in
Oracle Financials is CDU iExpense, it will open automatically.
From the Main Menu, click on CDU iExpense to open the iExpense Home page below.
From the iExpense home page, the following expense reports are created.
1. Entering a Cash Expense Report for Travel Allowance or Staff Reimbursement Claims
2. Entering a monthly Corporate Card Expense Report
Description
Employee name that the Expense Report is for, including anyone who you have
entered an expense on behalf of. This will become the Supplier once it is imported
into Accounts Payable
Field
Name
Report Number
Report Number of submitted Expense Report this will become the invoice
number once it is imported into Accounts Payable
Report
Date
Submit
Report Status
Last
Status
(Days)
Number of days ago that the Expense Report was looked at / edited
Report
Activity
Current
Approver
The Approver the Expense Report is currently queued with, awaiting there for
approval
Receipts Status
Report
(AUD)
Total
Purpose
Duplicate
If you click on
you can duplicate the Expense Report, all details (excluding
credit card transactions) will be copied, and dates will be increased by one week.
New receipts will need to be added.
Withdraw
If you click on
you can withdraw the Expense Report. You can then update
and re-submit.
NOTE You cannot withdraw a request if the expense has been fully approved
(i.e. where Supervisor and Audit approval has been granted).
Lines in this section are claims which are in process and not ready to be submitted for
approval. Any saved, rejected, or returned expenses are displayed in this area.
You can Update, Duplicate or Delete the Expense by clicking on the relevant icon (see below):
If you are an authorized approver and you need to approve an Expense Report, this is
actioned in the Notifications section. If you are setup as cost centre approver you will receive
an email notification when staff submit their claims for approval. If you are a supervisor you will
receive an FYI email notifying you of your staff members Expense Report submission.
You will also receive notifications here if your Expense Report has been sent back for a
Request for Information from your Approver, the CDU Travel Officer (if the Expense report
involves travel) or the Payables Auditor. Other notifications that you will receive are listed
below:
When the Expense Report has been submitted for approval on your behalf.
When the Expense Report is approved by your Approver
When the Expense Report due amount has transferred via EFT to yourself for cash expense
claims (i.e. expense reimbursements / travel allowances)
Oracle Notifications are further discussed in Topic 3.4 Notification Request for
Information
to get started
If creating an Expense Report on behalf of another staff member (as a proxy), select their
name from the drop down box beside Name. Then add details to the Purpose.
Convention IntialLastname Type (CCard, Travel, Reimbursement, Cash Advance) Period
There is a CDU iExpense Quick Reference Guide (QRG) which you can refer to
for Entering Expenses
Once you have started the Create Expense Report you can Save it at any time allowing you
to add transactions or update information at a later time.
The progress indicator will tell what stage you are at throughout the creation of the Expense
Report. When you re-open a report you may need to click Next a few times to get to the
screen you wish to update. *Do not untick transactions after reopening an Expense Report or
you will lose all the data you have entered for that line or lines.
CDU iExpense User Guide - Page 8
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Tick in the Select box the transaction/s you wish to code. Or choose Select All.
Do not un-tick transactions you have already coded. This will remove the
transaction from the report and you will have to re-enter all data related again.
Click next will bring up the Credit Card Expenses screen where the transactions are coded
and descriptions are entered.
If you have a receipt that needs to be split between different Expense Types this is referred to
as itemization Go into details. To do this click on the details icon
2.3.2.3 Itemization
If receipts need to be split, for example, a Staples order that included purchases for both
stationery and kitchen consumables; we need to Itemize the transaction. Click on the
to start.
There are a few ways to do this. We recommend that you decrease the first line by the
amount of the next line (or sum of the extra lines) Change the value of the first line. (See
example below).
In this example we have a purchase from Officeworks. Stationary and a hard disk ($90) were
purchased on this transaction. The hard disk could be assigned to Minor Equipment and
Repairs.
CDU iExpense User Guide - Page 11
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Click Itemize. You should see details of the transaction line at the bottom of the page (you may
Reduce the Itemized Receipt Amount by the amount of the row you wish to add, in this case
$90.
Notice that Unallocated Expenses is now showing $90. Click on Add Another Row. The new
row will automatically assign the Unallocated Expenses amount.
Receipts that have both Taxable (GST) and Non-Taxable (GST-Free) items
(usually from Supermarkets etc) need to be separated onto two lines via
Itemize.
To calculate the GST portion of a Coles or Woolworths receipt, multiply the
GST amount shown on the receipt by 10 and add back the GST amount to get
the Gross Value.
For Example
Receipt Total $100
GST
$2.50
Would be Itemized in the details screen.
Line 1-1 Catering $72.50 GST-0%
Line 1-2 Catering $27.50 GST-10%
Click
If the expense was in a foreign currency you will need to show the receipt currency.
Select
Travel Allowance Claim Date is to be set a week prior to departure (refer to Table 1 Date
for more information) and Travel Allowance should be a separate Expense Report i.e. Anna is
expected to travel on the 27th April therefore the date selected is 7 days prior to departure e.g.
20-Apr-2015
Select the Expense Type and enter the details of the Description
Staff Reimbursement Claim Enter the Details and Descriptions for all receipts
Field
Description
Date
Receipt Amount
Receipt Currency
Exchange Rate
Displays the exchange rate used to convert the transaction currency to AUD.
Expense Type
Description
Reason the Expense was incurred WHO the person receiving the payment,
WHERE Merchant Name, WHEN Date, WHAT was purchased, WHY was the
purchase made
Reimbursable
Amount (AUD)
Details
Click
Click Next through to Cash and Other Expenses then create an entry for the date the cash is
required and the amount. Select Cash Advance (752) as the Expense Type. The description
should include the user-why-movement request no (if applicable).
You may get a notification if you have future dated the request. Click Yes
Click Next and attach relevant documentation (attaching files is discussed in the section on
Attaching Receipts) such as movement requisitions and any justification for the advance.
Click Submit and note the Expense Report Number (CDUxxxxxx). You will need this number
for acquitting the Cash Advance.
Note that the Total is showing a negative number. This needs to be zero to completely acquit
all funds.
If the expenses were in a foreign currency then you will need to click on Show Receipt
Currency. Remember that transactions overseas do not get GST so you will need to go into
details to change the Tax settings to GST-0%
Enter the expense in exactly the same way as a Cash Expense. Put the description used in
the first line (Cash Advance Acquittal) as the start of each expense line.
Note click on update will recalculate the amount due.
Once all expenses have been entered the remaining cash should be given to cashiers who will
give you a receipt. Enter this amount as the final line. Expense Type is Cash Advance
Refund. Description will have the first line description with the receipt number from Cashiers.
Note that the Total is now 0.00.
After all Sub-accounts have been updated to reflect the expense of the purchase Click Next
Attach receipts and related documentation. Click Add to attach receipts and other related
documents. Then Submit
Click
Select an Allocation Method, input the cost combination and type in an allocation reason
Click
Update Allocations can also be used for Splitting amounts over more than one Area /
Activity
You have a choice over how you would like to split the transaction with the radio buttons next
to Allocation Method:
Amount Split allows a fixed amount to go to each of the allocated codes.
Equal Split allow equal distribution of the cost between all allocated codes
Percentage Split allows the split to be applied by percentage % to all allocated codes
You may click on Preview to see how the allocation will apply. Click Apply when completed.
Select the
All Cash and Other Expense Reports - Travel Allowance and Reimbursement Claims that
contain Travel Related Code/s i.e. 382 Duty Fare, will first be checked for compliance and
approved by the Travel Audit Group (TAG) . Once approved by one member of the TAG it
will then flow through to the delegated Approver to approve.
Add in a Title (e.g. wording used for Purpose (see page 11) and a Description (if required)
and select a category e.g. Receipts
Click the Browse button to search for the network for your receipt
Find scanned file and click
Click
saved.
you will receive information that includes your Expense report i.e. CDU129476 is
Either collect all receipts and make one claim per month or Submit each claim as
they are required i.e. Travel Allowance.
You will receive confirmation that your Expense Report has been submitted; with your
Expense Report number e.g. CDU129476
3 Appendix
3.1 Travel Audit Group (TAG) Documentation
When Movement Requests include a Travel Allowance payment prior to travel the
documentation will be scanned and included in the iExpense System, there will no longer be
the need to forward documentation to the Travel Officer.
However Movement Requests with no up-front payments i.e. Reimbursements, charge to
Corporate Card or paid by external agency will still need to be forwarded to the Travel Officer
in the Office of Strategic Procurement.
All Approved travel Movement Requests should be submitted to Procurement prior to travel,
however we do not need duplications. So if they are already in Oracle iExpenses the
Procurement Office will register the movement details from the electronic copy.
Please do not hold approved Movement Requests to process post travel without lodging with
the Travel Officer first (either by scanning to procurement@cdu.edu.au or delivering to Orange
8). This ensures the movement is registered for insurance and other emergency situations.
Type your Username and Password provided from the Finance Support and Click on Login.
When logging in for the first time you will be requested to change your password. The
password must be at least five (5) characters long with 1 numeric and no repeating characters.
You will be prompted to change your password every 90 days. If you have difficulties with
your password, please contact Finance Support (elvis@cdu.edu.au)
NOTE: Passwords associated with user accounts should be kept confidential and users should
prevent the use of their account by others
Change password and then Click Submit.
PLEASE NOTE: Oracle R12 consists of a combination of HTML pages and Oracle Forms,
JAVA WILL ONLY BE LAUNCHED IF USERS access Oracle Forms. When accessing Oracle
Forms the java program (jinitiator) screen then needs to remain open so that the application
continues to work.
Delegates (Proxy) in iExpenses
You can submit an expense report on behalf of other employees. You will need to have access
granted either by the employee (they can do this themselves from within iExpenses) or by
Finance Support. Each expense report can have only one employee associated.
Once granted you will see the employee in the drop down list next to Name in the Create
Expense Report Screen. You will also be able to see outstanding transactions in the Credit
Card Transactions tab.
Some users may not be fully configured within Oracle Financials (Payables) to receive
payments into their bank account. If the user has not ever received a payment from Oracle
Financials, it is advisable to check with Finance Support to confirm bank details have been
CDU iExpense User Guide - Page 30
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entered. This form will need to be completed if the details are not there. Bank Details for Staff
Form
You can also assign people to process Expense Reports on your behalf. The procedure is
explained below. It is recommend that you discuss assigning delegation with the relevant
person first.
If you have any queries or need support/assistance please contact elvis@cdu.edu.au or phone
8946 6039.
Click on
Click on
by a %
to search for person; you can type in the start of the persons last name followed
Click
Click
Click
An Oracle Workflow Notification and Email will be sent to the employee when an
Expense Report is submitted on their behalf.
If you need to add more documentation you will need to open the expense report from the
Expense Home page
The report will have Pending Your Resolution in the Report Status
Click on the Expense Report
Put a comment in the Additional information to inform the auditor that you have added the files.
Then click on Send Additional Information
Note: Do not treat transactions that are valid but are expected to be refunded as disputed
transactions. Such transaction must be processed normally. Use the same code and
description on the refund as was used on the original transaction.
Select the card holder with the disputed transaction. (If you are not a proxy for anyone the card
will default to your own.)
Clicking on Go will bring all unprocessed transactions. Alternatively you can put in search
criteria to help locate a particular transaction.
In this example we have $600 in the billed amount. The transaction to be disputed is the
Murin Airways line. Click on the Dispute icon.
This will bring up the following screen . Place a reason for the dispute in the Reason box and
Click Apply. This will remove this particular transaction from your list of transactions .
You will be taken to the Finance web page where there is a list of various forms and
information regarding iExpenses. Click on Disputed Transaction Form.
Click in the End dispute box and enter a short description relating to why the transaction is not
in dispute anymore. Eg Merchant name is different to the shop name. Click Apply.
This will place the transaction back in the list of transactions needing to be coded.
2. If the bank /credit card company acknowledges the dispute you should see a credit in your
transaction list. It will have brackets around the value.
Click on Match with Credit
Click on the drop down list under Match and select Yes then Click Apply.
You will get this confirmation screen. Click Yes. This will clear the transaction
Change the option from Portable Document Format (PDF) to Use Adobe Acrobat (default)
Then Click OK