Using Expenses WorkCenter
Purpose: Use this document as a reference for using the Expenses WorkCenter in ctcLink.
Audience: Travel and Expenses Admin Users.
You must have at least one of these local college managed security roles:
- ZZ Expenses Manager (optional)
- ZZ Expenses Processing (optional)
- ZZ Expenses WorkCenter (required)
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
The Expenses WorkCenter is a role-based central navigational component that is designed to help users of the Travel Expense application organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with the most common tasks and links that are applicable to most users.
A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task in the Work area, without ever leaving the WorkCenter. When you are finished with a Task, you can quickly select the next one, and open it in the Work area. This functionality improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties.
The WorkCenter is composed of the following Groups or Pagelets. Each Group/Pagelet is discussed in this Quick Reference Guide.
The pagelets are:
- My Approvals - Access to Expenses Fluid Approvals
- My Work - Access to the In Process/Pending Approvals and Alerts for Authorized Expense Users Sections. The In Process/Pending Approvals section shows you all the EX transactions that are In Process for your BU (Submitted for approval, but not Fully Approved).
- Links - Access to the different Expense Transactions (Create/Modify/View/Print/Delete)
- Reports and Processes - Everything you have access to in Travel and Expenses is condensed into this Reports/Processes Group/Pagelet.
- Queries - Access to Query Manager, public queries, private queries and pre-populated with important Travel and Expenses Queries
Navigation: Fluid Employee Self Service Home Page > Expenses > Expenses WorkCenter
Navigational hints:
- Two Horizontal Lines Icon - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Gear Icon - select to personalize the WorkCenter and edit the filters in My Work.
All the menus in the Fluid WorkCenter are set to start Collapsed, this can be changed in the Personalize menu (Gear Icon) if you want to modify this setting.
The My Approvals Group is the same Fluid Approvals that you may have used on the NavBar, but it only contains Travel and Expenses items.
- Select My Approvals to Expand the menu.
- Select Expense Approvals to Expand the Expense Approvals section.
- Depending on the transaction type you are approving, see one of the following QRGs:
The My Work group will be pre-configured with many links that can assist users in performing day-to-day Travel and Expense duties. It will show the statuses and counts for In Process/Pending Approvals and Alerts. Selecting a link will open a Work area pagelet where actions can be taken to perform tasks, such as; approving transactions, notifying employees, notifying managers, and deleting transactions.
Users cannot add links to the My Work pagelet, they can only modify the display options.
The In Process/Pending Approvals section displays all transactions for your BU that were submitted for approval, but are not yet fully approved (This is considered In Process).
This section will not work correctly unless you have added a GL Business Unit filter. You can add the GL BU filter by selecting the Gear Icon at the top left of the page, or selecting the 3 horizontal lines shaped like an down arrow.
The Alerts for Authorized Expense Users section displays transactions for users that you are an authorized expense user for (Which may only be for yourself, depending on your role).
- Select the Circle icon with 3 horizontal dots in the Actions column to perform eligible actions on the transactions. The actions available are dependent on the subsection of the My Work Group that you are in.
- To perform bulk updates to transactions, select the Sheet/Table icon on the top left of the Work area.
- Select (put a check mark) in the rows of the transactions you want to update
- Select the Action button at the top left of the Work Area and select the action you want to perform.
The Links Group contains access to Expense transactions pages, including; Create/modify, View, Delete, Print, and receipt verification. The expense transaction pages you see in this Group will be dependent upon your local security roles.
These transaction page links originate from the Travel and Expenses Module and are meant for Travel Administrators, not for entering transactions for yourself - this would need to be done through Employee Self Service.
Everything you have access to in Travel and Expenses is condensed into this Reports/Processes Group. The pages you see in this Group will be dependent upon your local security roles. Each section in the Group is automatically collapsed, and you can expand only what you are working on to help stay organized. This setting can be changed in the Personalize menu (Gear Icon) if you want to modify this setting.
Here are some of the tasks you can perform in the workcenter (We recommend searching the reference center for the task you want to perform, if you don’t see the applicable QRG listed here):
- Editing Employee Organizational Data
- Add Authorized Expense Users
- Reassigning Approval Work for Travel Expense Approvals
- Performing TE Expense Processing
- Modify Approved Transactions
- Modifying Paid Expense Report Journals
- Budget Checking Expense Transactions in Batch
- Manually Reconcile Cash Advances
- Rolling Over Travel Authorizations
- Closing Cash Advances
- Closing Expense Reports
- Canceling a Travel Authorization
- Unposting Expense Reports
The Queries Group is pre-populated with important Travel and Expenses queries, separated by query function. You have the option of editing the pre-populated queries and/or adding your own by selecting the Gear icon on the top left of the page.
Navigation: Travel and Expenses > Expenses WorkCenter
Navigational hints:
- Two side arrows- select to expand/collapse the Task Panel.
- Refresh icon- select to refresh the page to see changes.
- Ellipsis or 3 vertical dots- personalize icon.
- Ten horizontal dots- select and drag up or down to view Task Panel areas.
The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day Travel and Expense duties. It will show the statuses and counts for In Process/Pending Approvals and Alerts. Selecting a link will open a Work area pagelet where actions can be taken to perform tasks, such as; approving transactions, notifying employees, notifying managers, and deleting transactions.
Users cannot add links to the My Work pagelet, they can only modify the display options.
The In Process/Pending Approvals section displays all transactions for your BU that were submitted for approval but are not yet fully approved (This is considered In Process).
This section will not work correctly unless you have added a GL Business Unit filter. You can add the GL BU filter by selecting the Edit Filters hyperlinked text in the My Work Pagelet.
The Alerts for Authorized Expense Users section displays transactions for users that you are an authorized expense user for (Which may only be for yourself, depending on your role).
- Before you can use any of the My Work links, you must define the required filter values. Under the My Work section, select the Edit Filters link to open the Edit Filters pagelet in the Work Area.
- Select each Configure Link(s) (pencil icon) to open the Configure Filter Values page and input filter parameters such as Business Unit.
Line items in red and require configuration; **Required filter field values not defined.
- Enter the appropriate field values and select the Apply button and then the OK button.
- If necessary, repeat the above steps to activate each My Work link displayed inred. The My Work area is ready for use when all filters are activated. Once activated, links will change colors from Red to Blue or Black.
- Links displayed inBlueindicate active links that have items requiring action.
- Links displayed inBlackindicate active links, but no items in that link require action.
Notice the expand/collapse triangle in the bottom right hand of the Filter Values page. Select, hold and expand/collapse window to adjust.
Note: When changes are made in the Expenses WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
Once the Edit Filters have been activated, optional to personalize the My Work section appearance.
- On theMaintab, select the three dot icon and then selectPersonalize.
- TheDefine User My Work Linkspage displays.
- On this page, you can indicate the display order, if you want the groups collapsed or expanded, if the count or link should display, or if the link should open on the Expenses WorkCenter starting page.
Field Descriptions on the Personalization Page are listed below.
- Select Save to save any changes and then select the 'X' to close out the window to return to the main Expenses WorkCenter page.
Once inside a Transaction page of the WorkCenter, you are able to customize it further using the Personalize or spreadsheet icon to Download results to Excel.
The following example selects the 'Budget Status' item and moves it up after the 'Status' on the Expense Report Current Work transaction page.
- Under My Work section, expand the Current Work arrow and select the Expense Report link.
- Select the Grid Action Menu icon and select Personalize link. (Note: on some pages, select the Personalize link for customization access).
- The Grid Customization window opens.
Pro Tip: Select the unnecessary columns, like Currency, and select the 'Hidden' check box to hide Currency column from view.
- Optional to select the item and using the up and down arrows to move items (or hide or freeze) and customize.
- Select OK.
Result of the customization: Budget Status field is now visible.
Once the required field values are entered, refresh the page and view Transactions and/or Errors.
Select the Current Work item expand arrow to review. The number of items will come after the title, for example, the 'Expense Report (17)' has '17' items to view.
Depending upon the transaction selection, optional to utilize additional navigation or analysis tools:
- The Actions drop down arrow box to select an Action and/or process then select GO.
- Select additional tabs within the Transactions page, i.e. Details.
- Select the luggage tag icon to view the entire line item.
- Drill into the line item by selecting the blue hyperlinks.
The Links Group contains access to Expense transactions pages, including; Create/modify, View, Delete, Print, and receipt verification. The expense transaction pages you see in this Group will be dependent upon your local security roles.
These transaction page links originate from the Travel and Expenses Module and are meant for Travel Administrators, not for entering transactions for yourself - this would need to be done through Employee Self Service.
Links in the WorkCenter take you directly to the pages that you need to perform your job functions. You can click the link to open the page in the Work Area. Or you can click the icon to the left of the link to open the page in another browser.
- To customize the Links section, select the ellipsis or vertical three dots and then select Personalize.
- The Define User "Links" Links window displays.
- Available customization:
- Reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- Optional to create your own Link Group by selecting the Plus icon.
- The Links Pagelet Personalization page displays.
- Under the Link Groups section, enter a new Group Label name, i.e. MY LINKS.
- Under the Link List section, select the Define link.
- The Define Link window displays. Select the Select Menu Item link.
- The main 'Navigation: NavBar' options displays depending upon your security roles/view access.
- Scroll down to view various folders. Select the Travel and Expenses folder and drill into additional folders to add a custom 'link' to your WorkCenter. Select the OK button.
- Select Save and select the 'x' to close out the Links Pagelet Personalization page.
Optional to add and define additional personalized link item(s) by selecting the plus icon [+].
The new Links 'MY LINKS' group has been added.
The Queries section displays commonly used Queries for your Expenses WorkCenter. Predefined default Queries displays:
EX Transctns All Status:
- Cash Advances All Status
- Travel Auths All Status
- Expense Reports All Status
EX Transctns Not Closed:
- Cash Advances Not Closed
- Travel Auths Not Closed
- Expense Reports Not Closed
Onboarding Queries
- Dflt Prf & Ex Trans In Process List
- EX profile w Default set to Different BU
- EX Profiles with no Bank Account
- Employee travel default Chartfield Value
Budget/KK Queries
- KK Budget Exceptions
- KK Encumbrances for Travel Auths
- Under the Queries section, select a query link.
- The Query displays in the transaction area.
- Enter the search criteria and select view results.
Optional to Personalize the Queries section on your WorkCenter and create your own Queries Group. Add additional favorite queries.
- Select the three dot icon and selectPersonalize.
- TheDefine User Query Linkspage displays.
- On this page you can configure the display order (if the second query should display before the first, then give the second query a Display Order value lower than the first query), the show link, and starting page options. Note 1 of 2 pages are available for customization.
- Optional to add your own queries to the WorkCenter. Select theplus icon [+]to add a new Query Group.
- Input a Group Label and display order, example below is 'MY QUERIES'.
- In the Query Definition section, input theDisplay Orderthen theQuery Name.
- Enter desired query or select the magnifying glass look up tool in this field to use the basic or advanced lookup as needed.
- Optional to select the plus/minus icons [+] at the end of the row to add/delete row(s).
- SelectSave.
Optional to override the Title/Description by selecting the Override Title/Description check box and manually entering a Description.
- A message will display to refresh the pagelet to see your changes. SelectOK.
- Close out the Personalization page by selecting the 'X' in the upper right hand corner to return to the Expenses WorkCenter.
Refresh the pagelet to see your changes. The added Query Group and new queries will then be available.
Everything you have access to in Travel and Expenses is condensed into this Reports/Processes Group. The pages you see in this Group will be dependent upon your local security roles. Each section in the Group is automatically collapsed, and you can expand only what you are working on to help stay organized. This setting can be changed in the Personalize menu (Gear Icon) if you want to modify this setting.
Here are some of the tasks you can perform in the workcenter (We recommend searching the reference center for the task you want to perform, if you don’t see the applicable QRG listed here):
- Editing Employee Organizational Data
- Add Authorized Expense Users
- Reassigning Approval Work for Travel Expense Approvals
- Performing TE Expense Processing
- Modify Approved Transactions
- Modifying Paid Expense Report Journals
- Budget Checking Expense Transactions in Batch
- Manually Reconcile Cash Advances
- Rolling Over Travel Authorizations
- Closing Cash Advances
- Closing Expense Reports
- Canceling a Travel Authorization
- Unposting Expense Reports
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to access the Customizing the Expenses WorkCenter training session.This link will open in a new tab/window.
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