It's a local business process decision, but using a single default chartfield value makes cash advance reconciliation easier.

A single EMPLID is system wide. For those instances where multiple institutions are in proximity to each other, where employees may work at more than one institution or switch institutions, care must be taken with regards to travel and expenses. he single EMPLID will have one traveler profile with multiple job records. There can still be only one default profile, and it needs to be set to the institution the employee is traveling for.

Edit/Confirm Name fields are populated. Optional to set Preferred name.

Enter Default Chartfield Values, or in the least - Oper Unit value (required field).  Verify 'default' Profile is set correctly. This must be done before your end users enter Expense Documents

A Transportation ID is required if employees will be claiming personal mileage.  

Verify and/or update the Employee's Default Payment Method for Expenses.

Review your EX Approvers for Appropriate Security Roles. This step is optional. If your users are having trouble creating and submitting EX transactions, you can verify that they have the correct roles assigned as part of your troubleshooting.

Employees need to be authorized expense users for themselves. Also, Anyone that will be entering EX documents for others, needs to be set as an authorized expense user for those employees. This may have already have been setup for you during conversion, but needs to be maintained locally.

Use this document to cancel a payment in ctcLink.

This process cancels an expense or cash advance set up for payment.  This action generates the correct accounting entries associated with the cancellation.

Must have one or more Expense Report and/or Cash Advance payments successfully staged.

Use the Close page to mark an Expense Report or Cash Advance for close if it has been approved for payment processing but not staged for payments. Also, the document must be posted.

Use this document as a reference on how to modify or edit an Expense Document that has been fully approved, but not Posted.

This is optional, your EX document may not need to be modified.

Search by Employee Name or Empl ID.  you can change the bank account and/or payment method for payments that are in status of "staged".

All or part of a cash advance can be applied to an expense report, or multiple expense reports.

Notes:

Cash Advances are automatically reconciled when applied to an expense report.  When the Expense Report Liabilities are posted, The Cash Advance accounting entries are reversed and the actual expenditures listed on the Expense Report are recorded.  

The 'total applied' amount on the 'Apply Cash Advance' pagelet, must be less than or equal to the the total expense lines contained on the expense report.  

The expense lines on the expense report cannot be 'pre-paid','pcard' or 'non-reimbursable'. There has to be a balance due to the employee, in order to apply a cash advance, as the cash advance reduces the 'amount due to employee' (available to view on the summary page).

Unused Cash Advance Funds Received Cashiering Via AR Direct Journal Deposit.

Post Cash received to the same chart string that was contained on the Cash Advance.  You May need to get this information from a Travel Admin or A/P.  A Receipt should be provided to the employee returning the funds.

If any balance of a cash advance was unused, you must perform a manual reconciliation. (If the full amount of the Cash Advance was applied to an expense report, this step is not necessary.)

Make sure if any balance is to be applied to an Expense Report, that you apply it (and Expense Report needs to be fully approved and in status of 'paid' before performing this step.  

Traveler or Delegate would provide a copy of the receipt received in step 2, as evidence of Cash Returned.

To 'Stage' Expense Reports and Cash Advances to be picked up by A/P when running an EX Pay cycle

NOTE:

Expense Reports must have a valid budget check and receipts must be marked as received, or they will not be picked up by this process.

You can run the budget check in Batch, or singly at Travel and Expenses/Approve Transactions/Modify Approved Transactions (an EX approver must do this). You can also  mark receipts received at this navigation path.

Use this document as a reference for running an EX pay cycle using the A/P Pay Cycle Manager in ctcLink.

Must have completed the AP Pay Cycle Payment Creation step for one or more Expense Report and/or Cash Advance payments.

To Unpost an ER, you must have an expense report where liabilities have been posted.

Must have successfully marked an Expense Report for Unposting.

NOTE: This process will stage reversing accounting entries in the current period, that will be picked up by GL when the Journal Generate process runs.

ER's can only be re-posted if it is dated in the current period. Use this navigation path to update sections of the ER that are not available to be edited in step 4.

Navigation: Travel and Expenses > Approve Transactions > Modify Approve Transactions

Run the Post Liabilities process to create new accounting entries in the current period.

There are manual housekeeping items in Expenses that need to be maintained in order for it to function correctly.  Because the primary focus of the document is to merely provide recommendations, suggestions and best practices, it is the responsibility of each individual college to approach and maintain the onboarding and offboarding processes uniquely.

Security QRG that reviews all offboarding procedures. When an employee offboards from an institution, it is critical to clean up their security access within the system.