eTravel FAMIS Interface Manual Version 1.0 March 2012 FAMIS Services The Texas A&M University System . 2012 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in understanding the integrations between the eTravel system (Concur) and the Financial Accounting Management Information System (FAMIS). This manual will define the setup steps necessary to send FAMIS data to the eTravel system and will define the setup steps necessary to receive accounting data from the eTravel system. It will define the accounting processes that post data in FAMIS and help define other potential accounting transactions that may need to be manually posted into FAMIS. This manual is not intended to serve as a User Manual for the Concur Application. Documentation for the system can be found on the A&M System website: http://www.tamus.edu/offices/travel/concur-on-line-training/ This manual is a living, breathing document and is expected to grow and change as our experience with the eTravel system grows. As more information is gained, it will be documented and updated in this manual. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6450, or copy the page with the error, note the correction or suggestion and send it to: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 301 Tarrow Street College Station, TX 77840-7896 Table of Contents PAGE I Overview ..................................................................................................................... I-6 Resources .................................................................................................................... 1-6 II eTravel Setup Screens and Fields in FAMIS Screen 827 eTravel Control Record ................................................................... II-3 Concur Fee Funding ................................................................. II-6 External VID and Send to eTravel ............................................ II-8 Screen 680 Accounts Receivable Control Record ....................................... II-10 III eTravel Routing and Approvals Authorization Request Routing ...................................................... III-3 Authorization Request Contracts and Foreign Travel .................... III-5 Office Setup ............................................................................. III-5 Desks by Office......................................................................... III-6 Desk Management ................................................................... III-7 Contracts and Grants ...................................................................... III-9 Foreign Travel ................................................................................. III-11 Expense Report Routing ................................................................. III-13 Expense Report Routing – the DTV Path ........................................ III-13 FAMIS Updates to the eTravel System .................................... III-13 Initial ‘DTV’ Path Creation ........................................................ III-13 FCAR202 – eTravel Cost Object Approver Report ............. III-14 Approval Methods ................................................................... III-14 Named Individual Routing .............................................................. III-15 Populating Approver / Signer Desks ........................................ III-16 Virtual Desk Routing ....................................................................... III-19 Screen 921 Dept Paths Create/Modify (Named Option) ............................ III-19 Screen 919 eTravel / Concur Expense Approvers (Virtual Option) ............ III-21 Table of Contents (cont’d) PAGE IV eTravel Posting in FAMIS Schedule ......................................................................................... IV-3 Concur Posting Flow Chart ............................................................. IV-5 Posting ............................................................................................ IV-7 Expense Reports ...................................................................... IV-7 State Account Fee Voucher ............................................... IV-8 State Reimbursement Posting ................................................. IV-8 Company Paid Items ................................................................ IV-9 Posting Scenarios Report Key 1404: Trip Sample 1.1 .................................................. IV-12 Report Key 1406: Trip Sample 1.3 .................................................. IV-13 Report Key 1407: Trip Sample 1.4 .................................................. IV-14 Report Key 1408: Trip Sample 1.5 .................................................. IV-15 Report Key 1409: Trip Sample 1.6 .................................................. IV-16 Report Key 1410: Trip Sample 1.7 .................................................. IV-17 V eTravel Batches eTravel Batches by Batch Number ................................................. V-3 VI eTravel Reports Interface Reports ............................................................................ VI-3 VQDU551 – Auto-close Pending Vouchers .............................. VI-3 FCAR154 – eTravel Receivables Report ................................... VI-3 FCAR155 – Pending Voucher Report ....................................... VI-3 FCAR200 – Concur Ad-Loc Attribute Report ............................ VI-4 FCAR117 - Non Employee Travel ID Load ................................ VI-4 VII Reconciliation Equity Transfer Process .................................................................. VII-3 Overview In preparation for the implementation of the eTravel System/Concur, FAMIS has worked with the implementation committee to determine settings in Concur which can be automatically loaded as an initial load, and then updated with daily loads from FAMIS. The data we send to Concur includes employee, supervisor, adloc and routing data. Initial defaults for Concur System configuration were chosen, and will be updated by these daily feeds. The Concur settings established by these feeds include user profile defaults, company profile settings and routing structures for Authorization Requests and Expense Reports. A variety of update programs and reports have been developed to allow users to review and research these daily feeds. Changes to the DTV path and/or its desk memberships will be sent to Concur each night. For immediate changes to approvals in Concur, you will have to contact your Concur program administrators. Any changes entered directly in Concur, should also be made in FAMIS. Although we are preloading the eTravel System with default routing settings, it is important to note that all electronic approvals will be processed within the Concur application. FAMIS will not generate any Concur related notification emails or routing documents. Participants in the eTravel / Concur System will access the software via their usual SSO Login ID and password. Once you have accessed the eTravel System you may: • Assign delegate(s) to book trips (Profile/Travel settings) • Assign delegate(s) to create expense reports (Profile/Expense settings) • Assign credit cards for booking travel through Concur. • Set travel preferences, such as non-smoking hotel room, or preferred seating assignment for air travel. • Submit Authorization Requests to arrange for travel and create the encumbrances in FAMIS. • Submit expense reports for completed travel. Resources See online Traveler’s Profile Training for step-by-step “how to”: http://www.tamus.edu/offices/travel/concur-on-line-training/ Updates are posted to the eTravel section of the System Office web site: http://www.tamus.edu/offices/travel/ The site includes online training videos to illustrate how to use Concur for specific steps in the travel process. Travelers should begin reviewing the requirements for Traveler Profile. Section II eTravel Setup Screens eTravel Setup Screens in FAMIS (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information Flags Participant: 1 character Y – Member is participating in eTravel. N – Member is not participating in eTravel. Cost Object 1 character Approvals: Valid values are: N – Named – Approvers are named. V – Virtual – Approvers are assigned virtually. Load Accounts: 1 character Y – Send accounts to eTravel nightly. N – Do not send accounts to eTravel. Organization Unit 1 character Level: Determines the level where vendor agreements reside. C – Campus. D – Department. Cash Advance: 1 character Sets the marker on the employee records in eTravel to allow the Cash Advance menu Item to appear. Y – Cash Advance allowed – the Travel Advance tab will be visible in eTravel. N – Cash Advance not allowed – employees will not see the Travel Advance tab in eTravel. Clearing Accounts Credit Card: 10 digits Credit card clearing account. Travel Advance: 10 digits Travel Advance clearing account. Concur Fee: 10 digits Concur Fee clearing account. Default Obj Code: 4 digits Default object code for clearing account posting. Concur Fee 4 digits Obj Code: Object code for Concur Fee posting. eTravel Setup Screens in FAMIS (cont’d) Member Vendor IDs Default A/P Vendor: 11 digits – Defaulted from 822 The ID is ‘display only’ on this screen. This is the default Vendor ID for the System Member used for reimbursements from the state. This ID will be used as the Alternate Vendor when we create vouchers for CitiBank Card and Concur Fee payments. Credit Card: 11 digits – Optional When supplied, this is the default Vendor ID for the System Member used for reimbursements from the state. This ID will be used as the Alternate Vendor when we create vouchers for CitiBank Card. Concur Fee: 11 digits - Optional When supplied, this is the default Vendor ID for the System Member used for reimbursements from the state. This ID will be used as the Alternate Vendor when we create vouchers for Concur Fee payments. Travel Card: 11 digits - Required CitiBank Travel Card Vendor ID. This Vendor ID is used to record Travel Card Vouchers to CitiBank, the Default A/P Vendor or alternately the Credit Card mail code will be used as the Alternate Vendor on these vouchers for State reimbursement. Concur: 11 digits - Required Concur Vendor ID. This Vendor ID is used to record Concur Fee Vouchers, the Default A/P Vendor or alternately the Concur Fee mail code will be used as the Alternate Vendor on these vouchers for State reimbursement. eTravel Setup Screens in FAMIS (cont’d) Other Accounts Sales Tax: 6 digits SL Account to record Sales Tax. Concur Fee Acct: 11 digits Centrally Funded Concur fee account. Other Settings Fee Amount: 5 digits Concur Fee Amount. Rule Class: 30 characters Sets the Rule Class in eTravel – currently LOCAL for all parts. Last Used Acq Ref: 7 digits Sequentially assigned Reference number from eTravel. This number is unique across all Members. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. eTravel Setup Screens in FAMIS (cont’d) Concur Fee Funding There are two options per Member to fund the Concur Fee Clearing account. The account may be funded centrally or at the expense account (departmental) level. For central funding, the Concur Fee Acct field must be populated on Screen 827 in FAMIS. Centrally Funded A Business Office, Fiscal Office, or Travel Office SL will be responsible to pay the fee. For each expense report processed, FAMIS transactions will debit this SL and credit the Concur Fee Clearing. This value is also listed on Screen 827 eTravel Control Record. Screen 827 – eTravel Control Record F0013 Please enter desired modifications 827 eTravel Control Record 02/01/12 11:34:47.1 FY 2011 CC AB Screen: ___ * --------------- Flags --------------- * Participant: Y Cost Object Approvals: N (NAMED) Load Accounts: Y Organization Unit Level: D (DEPT) Cash Advance: Y Auth Request Delegate: Y Clearing Accounts Member Vendor IDs Credit Card: 0111701615 Default A/P Vendor: 17117117110 Travel Advance: 0111431615 Credit Card: 17117117111 Concur Fee: 0111991615 Concur Fee: 1711711711C Default Obj Code: 3130 Travel Card: 14603583601 Concur Fee Obj Code: 5237 Concur: 19116080521 Other Accounts Sales Tax: ______ Central Concur Fee SL: 440050 00000 Fee Amount: __7.58 Rule Class: LOCAL_________________________ Last Used Acq Ref: 0000000 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Central Concur Fee SL The SL Account entered here will receive the charges for the CONCUR Fee for all expense reports submitted by the Member. Journal Entry – Centrally Funded $7.58 to FEE Clearing debit Central Concur Fee SL $7.58 credit FEE Clearing $7.58 eTravel Setup Screens in FAMIS (cont’d) Departmentally Funded (Default Option) When Departmental Funding is selected, expense accounts used on the expense report will be charged the Concur Fee. If the expense report items are allocated to multiple accounts, the fee is split accordingly, rounding to the nearest penny. If the fee paying account is local, a journal entry will debit the fee paying account and credit the Concur Fee Clearing Account. Screen 008– SL Attributes 2 008 SL Attributes 2 01/30/12 16:20 FY 2011 CC AB Screen: ___ Account: 100030 ____ HIGHER EDUC INCENTIVE FUNDING Element of Cost: ___ Sub-El: __ Foreign Tvl: _ Gen Exp Bud: _ Effort Category: _____ Foreign Per: _ Admin/Clerical: _ Salary Sav. Dist: ______ _____ ____ Rev Pledged: _ Restricted: _ Fac Salary Sav. Dist: ______ _____ ____ Pyrl Acct Anal: ____ Delg Type: _ Fac Savings Form 500: ______ _____ ____ Int Exempt: _ Int Exe Reason: __ Grad Savings Form 500: ______ _____ ____ Interest Acct: ______ _____ eTravel Fee: ______ _____ Obj Trans --- Subcode Edits --- Bond Issue: ________ Cat Type Low High Match Budget Sort: ______ Cost Ref 1: _ _ ____ ____ _ Gift Fee Exempt: _ Cost Ref 2: _ _ ____ ____ _ A/R Clerk Cd: __ Cap. Campaign: _ ____ ____ _ GCP/Constr.Proj: __________ ____ ____ _ Accountant Resp: _________ ____ ____ _ Title to Equip: ________________________________________ Comments: ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct Cmnt NOTE: When using the departmentally funded option, an override account can be used to pay the Concur Fee. The override account is maintained on Screen 8 for SL’s and Screen 52 for SA’s in FAMIS. The value is maintained on an account by account basis. If an override account is specified on an SL, it will apply to transactions at the SA if there is no eTravel Fee account on the SA. If the fee is centrally funded by the Member, this option does not apply. Journal Entry – Departmental or eTravel Fee $7.58 to FEE Clearing debit Departmental Expense/eTravel Fee $7.58 credit FEE Clearing $7.58 eTravel Setup Screens in FAMIS (cont’d) External VID and Send to eTravel New fields have been added to FAMIS Screen 203 on the Right Panel. The fields are External VID and the Send to eTravel flag. Only employees of the A&M System will be set up with a user profile in CONCUR. The “External VID” field, in conjunction with the “Send to eTravel” field, is used to send FAMIS vendor information to CONCUR for non-employees. Expense reports for these external vendors must be created and submitted by a bookkeeper. The non-employee vendor must be established in FAMIS and sent to CONCUR prior to entry of any expense reports for that vendor. Screen 203 – Vendor Add/Modify 203 Vendor Add/Modify 01/30/12 15:37 A & B WELDING FY 2011 CC AB Screen: ___ Vendor: 2vvvvvvvvv0 External VID: 00002116 Page: 2 <<< ** ACH VENDOR ** Hold: N Freeze: N Delete: N Name: A & B WELDING Vendor Type: BU Ownership Code: S Send to eTravel: _ Texas Company: Y SIC: 9902 Charter Nbr: __________ Employ Agency: ___ Security: _ Busn Desc: ___ -------- Sole Proprietor/Partnership Data ------- SSN/FEI: ___________ Name: __________________________________________________ SSN/FEI: ___________ Name: __________________________________________________ Email Addr: SANDWICHES@TAMU.EDU_______________________________ ---------------- Discount Terms -------------------- Percent: ______ Disc Days: ___ Ind: _ Pay Days: ___ FOB: __ Established: 09/04/1996 By: K156J1 Modified: 12/20/2011 By: K156K5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp HUB Stats Left Right Examples of Non-Employee Travelers: • Students • Guest Speakers • Perspective Employees • Board of Regents External VID is an identifier for FAMIS vendors that is unique across all system parts. FAMIS assigned these External VIDs to all active, non-frozen, non deleted vendors through a onetime process. When vendors are unfrozen or undeleted they will automatically be assigned an External VID at that time. The External VID allows a behind the scenes crosswalk to the FAMIS Vendor ID. • Only one External VID can be listed per Expense Report • Vouchers with invalid or missing External VID will not close, and will appear on the VQDU551 error report. • If NO External VID is listed on the Expense Report, the report will post in FAMIS with the Traveler as the employee submitting the Expense Report. In some cases this could be the Bookkeeper. eTravel Setup Screens in FAMIS (cont’d) Send to eTravel field should be set to “Y” for those vendors that need to be sent to the eTravel system. Employees should NOT be marked as “Y” in this field. Employees are already established in eTravel through other means. Users must have update access to Screen 103/203 to make entry for this field. The field will be protected from entry except when the following criteria is met: • The Vendor Type field cannot be “EM” (employees) • The vendor number must begin with ‘2’ or ‘T’ • The vendor may not be frozen or deleted Once flagged “Send to eTravel, there will be at least a one day delay before the vendor will be sent to the CONCUR system. This is a nightly feed process. We do not populate employee ACH information in eTravel. This information must be entered directly in eTravel. Vendor search does handle the new External VID, to use: set type to ‘E’ then type the external VID in the search field. F6575 Please enter a Vendor number + ----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | Scree : ___ Searc : TEST________________ CC: 02 Typ : E (N,V,E) | | Include Frz/Del Vendors: N | | | | Vendor Name Vendor ID Alias Frz Del External VID | | _ WATER POLO CLUB T0000000021 N N N 00002824 | | _ OPTIMIST CLUB OF AZLE, INC. T0000000460 N N N 00002825 | | _ TAMSA CLASS OF 2000 T0000001654 N N N 00002826 | | _ TAMSA EXECUTIVE COMMITTEE C/O T0000001658 N N N 00002827 | | _ SINGING CADETS T0000001980 N N N 00002828 | | _ RUBEN*CASTRO T0000002270 N N N 00002829 | | _ WOMEN'S CHORUS T0000003080 N N N 00002830 | | _ DANCE ARTS SOCIETY T0000003250 N N N 00002831 | | _ MEXICAN AMERICAN ENGINEERS T0000003380 N N N 00002832 | | _ STUDENT AMERICAN INSTITUTE OF T0000004282 N N N 00002833 | | _ CENTURY SINGERS T0000007760 N N N 00002834 | | _ INTERNATIONAL STUDENTS ASSOCIA T0000008103 N N N 00002835 | | _ IIE T0000008310 N N N 00002836 | | ** More Vendors - Press to View ** | | PF4=Exit PF6=ExtID PF9=Bid PF10=Remit PF11=Order PF12=Main | +-----------------------------------------------------------------------------+ Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right eTravel Setup Screens in FAMIS (cont’d) Screen 680 The value of Payments as Receipts or JEs will affect how cash advance related transactions are posted in FAMIS. Screen 680 – Accounts Receivable Control Record 680 Accounts Receivable Control Record 01/31/12 11:17 FY 2011 CC AB Screen: ___ Cash or Accrual(C/A): A Payments as Receipts or JEs(R/J): J If JEs - GL Cash clearing Account: 0010171610 3rd digit of 06X for payments: 2 Asset or Single GL If Single Liability or use GL - enter Acct Cntl Map Code 6 digit GL Receivables (asset) 1300 M ______ Over Payments (Liability) 2130 M ______ Deposits (Liability) 2500 M ______ 3rd digit of 06X for Receivables: 5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp In the following examples a $100.00 travel allowance is represented where all of the allowance was used on the trip. Accounting Entries Performed by FAMIS Payments as Receipts or JEs – Option J – CONCUR Posting: Journal Entry debit Departmental Expense $100.00 credit A/R Clearing GL $100.00 FCAR154 Report will provide information for a manual step to clear A/R. FCAR154 2012 03 01.jpg eTravel Setup Screens in FAMIS (cont’d) Payments as Receipts or JEs – Option R – CONCUR Posting: Journal Entry debit Departmental Expense $100.00 credit Travel Advance Clearing GL $100.00 Note: This results in a debit to the bank and a credit to Receivables (1300). • FCAR154 Report will provide information for a manual entry on Screen 615/616 in FAMIS. • Manual Screen 13 Disbursement entry in FAMIS. debit Departmental Expense $100.00 credit Travel Advance Clearing GL $100.00 Section III eTravel Routing and Approvals Routing and Approvals in eTravel The existing FAMIS Routing User Manual assumes that all of the electronic documents are created, routed, and shown on the FAMIS/Canopy InBox. This is NOT the case for Concur documents. However, this manual does illustrate how to setup/maintain paths and desk membership. You may refer to the FAMIS Routing User Manual for assistance with those functions. There are two types of routing which can occur in eTravel / Concur: • Authorization Request Routing – SSO Data • Expense Report Routing – DTV Path and/or OSRS Routing Data Authorization Request Routing Purpose: Obtain prior supervisory approval for travel, and ENCUMBER funds for the trip OPTIONAL for domestic travel; REQUIRED for foreign travel FAMIS builds the structure for Authorization Request routing by accessing the adloc information for the employee. There are a couple of decisions which must be made prior to setting up the routing for Authorization Requests. Each adloc chooses whether they will include a bookkeeper in their routing structure. These settings are maintained in SSO. To grant these roles, the granter has to have the SSO Central Admin role for the workstation the employee belongs to, and the Application Central Admin role for the workstation of the Adloc they are trying to grant belongs to. The Adloc may also choose the number of Department Head Levels to include in the routing path. Additionally, Travel Authorization Requests may route to a Contracts and Grants and up to four Foreign desks before receiving final approval. The Contracts and Grants and Foreign1 – Foreign4 desks are established in the ETRAVEL Office in FAMIS Routing and Approvals Electronic Office Management. Defaults have been set at the System Member level for the bookkeeper option and to establish a default number of Department Head Levels to route through. These can be modified in SSO Central Admin on an Adloc by Adloc basis. Authorization Requests, once approved, are fed to FAMIS on a nightly basis. Encumbrance entries are posted for the accounts included on the Authorization Request to “reserve” enough money in the operating accounts to cover the travel expenses. The postings for this are created by the FCAU153 program in FAMIS. Routing and Approvals in eTravel (cont’d) Routing for Authorization Requests is determined by the adloc and SSO Manager for that adloc. Two settings in SSO determine the number of persons that the document will route to and whether a bookkeeper is included in the routing for the document. In the print screen below, for the 01-2719690 adloc, the Current settings (displayed on the left hand portion of the screen) indicate that Authorization Requests for the traveler will route to Teresa Bass as a supervisor, then to Joseph Duron as the Department head. On the “What if Analysis”, we show the change that would take place should a bookkeeper be inserted in the path. Bookkeepers are established as virtual persons in eTravel, bookkeeper assignment takes place in SSO. F0001 Please enter a screen number to continue 862 Travel Auth. Request Approval Inquiry 03/14/12 14:31 CC 01 Screen: ___ UIN: 7uuuuuuu1 CROWLEY TRACY L More >> Employee Adloc: 01-271690 Dept: SOBA Sub: BUDGETS & ACCOUNTING |------------ Current BPP -------------|---------- What if Analysis ----------| | Add Bookkeeper: N | Add Bookkeeper: Y | | Skip Supervisor: N | Skip Supervisor: N | | Lvl Ty Person Dept Head Levels: 1 | Lvl Ty Person Dept Head Levels: 1 | |--------------------------------------|--------------------------------------| 1 S 5uuuuuuu5 BASS TERESA L 1 S 5uuuuuuu5 BASS TERESA L 2 H 3uuuuuuu5 DURON JOSEPH D _ 2 B 01-271690 Bookkeeper 3 H 3uuuuuuu5 DURON JOSEPH D ** Any permanent changes MUST be made by SSO Admin\Payroll Admin in SSO\BPP ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DTL BkNm Left Right Note: If the traveler is not traveling on their departments’ funds, approval for the encumbrance of those funds will need to take place outside of Concur. Optionally, the bookkeeper in the funding department will need to set up the pre-trip authorization for the traveler and list them as an attendee. With that option, the routing will not go through any of the traveler’s supervisors. Routing and Approvals in eTravel (cont’d) Authorization Request Contracts and Grants and Foreign Travel Additionally, for each participating campus using eTravel, an ETRAVEL electronic office and five approver desks have been created in FAMIS. The ETRAVEL office and related desks are used to identify individuals who will perform the Contracts and Grants and Foreign Authorization Request approver functions. The desk(s) will become ‘virtual’ employees in eTravel. The desk members become delegates for the ‘virtual’ employees. This data will be updated in eTravel nightly from FAMIS. Utilizing this office and the coordinating desks eliminates the need to maintain this information in eTravel. Up to four foreign travel approvals can be defined in eTravel and are determined by policy at the individual campuses and at the System level. Although all four FOREIGNn (where n=1-4) desks may not be utilized by your campus, do not remove the unused desks from FAMIS. It is very important for the desk names and descriptions to match exactly with what is defined in eTravel. The foreign approvals defined in eTravel must have corresponding desks established in FAMIS. FAMIS will establish four FOREIGNn desks initially. eTravel will require up to four desks for this function. Do not modify the description for the eTravel Office, the existing description will be expected by the software. Office Setup Do not modify the description for the ETRAVEL office 1. Using Screen 940 enter the office ETRAVEL. 2. Add a manager, delegate and default signer Routing and Approvals in eTravel (cont’d) Desks by Office Five desks have been created for the ETRAVEL office. For the desks that apply, delegates need to be added selecting the desk from 937 or by direct entry on screen 922. Basic Steps • Advance to Screen 937. • Type the ETRAVEL office on the Action Line to position it at the top of the list and press to display a list of all of the desks within the office. • Press PF7 to display a list of desk assignees. Selecting a Desk To select a desk, move the cursor to the desired line, type an ‘x’ and press . The desk name will then be moved to the Desk: field in the Action Line and may be moved in context to other screens. This will advance you to Screen 922 for the selected desk. Do not modify the description for the ETRAVEL desks NOTE: For each individual campus, the unused “FOREIGNn” desks should remain defined in FAMIS. The desk names must strictly follow the naming and description conventions of the desks indicated above. The Desk description is tightly controlled within ETRAVEL. Changes to the desk name or description will cause the nightly feed to eTravel to fail or produce errors. Routing and Approvals in eTravel (cont’d) Desk Management Delegate changes can be made by adding and removing the desired delegates using screen 922. These changes will not appear in eTravel until they are updated during the nightly feed. Basic Steps • Advance to Screen 922. • Type the name of the office and desk on the Action Line and press to display current desk information. • Add or modify desk assignees as desired. • If the UIN number is not known, press PF2 from the UIN: field and search for the person’s name, select it and press to have FAMIS enter the UIN number in this field. • Press to record the information. Do not modify the description for the ETRAVEL desks New Auth Request Contracts.jpg Routing and Approvals in eTravel (cont’d) Marking the authorization request as Foreign “Yes” causes it to route to the FOREIGN1 desk after Manager approval. That desk may then forward the document to the other FOREIGN2, FOREIGN3 or FOREIGN4 travel desks as necessary. Marking the authorization Request as Contracts & Grants causes it to route to the C&G desk after manager approval. Auth Requests may route to both the Contracts &Grants and Foreign desks. Contracts and Grants in Concur.jpg C&G Desk Person with edits.jpg Routing and Approvals in eTravel (cont’d) How to locate your Contracts & Grants approval delegates in eTravel: Go to User Administration and search for “contracts” for your system part: Select the ‘virtual’ person: Then click on Expense Delegates. Routing and Approvals in eTravel (cont’d) The delegates will be displayed. foreign.jpg Routing and Approvals in eTravel (cont’d) How to locate your Foreign approval delegates in eTravel: Go to User Administration and search for “foreign” for your system part: Select the desk that you wish to view, there will be four Foreign desks listed for each System Part. foreign 21 virtual person.jpg foreign delegates.jpg Routing and Approvals in eTravel (cont’d) Then click on Expense Delegates: The delegates will be displayed: Routing and Approvals in eTravel (cont’d) Expense Report Routing Expense Reports route in eTravel based on data extracted from the DTV routing path in the departmental electronic office for the account the expenses are charged to in eTravel. Additionally, routing is customized for OSRS accounts. If the DTV path is missing for the expense account department, the default (*) path is used. OSRS routing will flow through the: • Principal Investigator – PI • Principal Accountant - PA • Travel Compliance Officer • Back Office Approval in Concur Expense Routing – FAMIS DTV Routing Paths FAMIS Services has created the routing form ‘DTV’ (Departmental Travel) to define the Cost Object Approvals that eTravel/Concur Expense Reports will follow. eTravel/Concur approval sequences will be created directly from this routing path and will populate routing in the travel system each night. FAMIS Updates to the eTravel System Any changes to the DTV path or its desks’ memberships will be sent to eTravel each night. If urgent changes need to be made to the eTravel/Concur approval paths during the day, you must contact your eTravel Security Administrators. In most cases, they will be your FAMIS Security Administrators. Any changes made directly in Concur must be updated in FAMIS also. Initial ‘DTV’ Path Creation A ‘DTV’ path was programmatically created for all existing department paths by copying the existing default (‘*’) routing paths and storing them as the new ‘DTV’ paths. Any existing approval desks from the ‘*’ path were duplicated, as well as the signer desk. A ‘creator’ desk was automatically inserted as the first approval in every path and called ‘CTE APPRVR’. The people put on this desk were pulled from each path’s creator desk. Once the ‘DTV’ path was created, its maintenance became the responsibility of the electronic office managers for each campus, college, or department, and no more automated changes will be made to it. From this point on, desks and desk memberships must be manually added or deleted from the path. The new paths should be reviewed extensively to ensure that the proper approvals are established for travel documents. Screen 919 was created to display the Expense Approvers that have been loaded into the eTravel/Concur system. Routing and Approvals in eTravel (cont’d) A Cost Object Approver report called FCAR202 has also been developed to assist in documenting and reviewing your eTravel Expense Report approvals. It displays the approvers by department/sub-department and can be sorted in either mailstop or department/sub- department order. This report is currently produced every Tuesday evening and is available in Mobius. It should be reviewed periodically to ensure that the DTV path is setup up correctly. FCAR202 – eTravel Cost Object Approver Report FCAR202 TEXAS A&M UNIVERSITY 01/31/2012 22:45 FY 2012 CC 02 ETRAVEL COST OBJECT APPROVERS PAGE: 1 SORTED BY: MAIL STOP MAIL STOP: C6000 DEPARTMENT: FISC HIERARCHY: FN CO SUB-DEPARTMENT: AC APPROVER UIN NAME SEQ ------------ ------------------------------ --- - xxxxxxxxx CHARGOIS BRIDGETT D 001 xxxxxxxxx MARIOTT PAULA L 001 * xxxxxxxxx GUILLORY JANET S 999 xxxxxxxxx GUILLEN PHILLIP L 999 * * Signifies the 2nd approver for the sequence. Approval Methods Each System Member can decide how it wants Expense Report approvers (Cost Object Approvers) established in eTravel/Concur. There are currently two options: ‘Named’ and ‘Virtual’. The ‘Named’ option will route an Expense Report directly to the people designated in the approval sequences, whereas the ‘Virtual’ option will route to ‘Virtual eTravel/Concur Employees’. Both options allow approvers to access and approve Expense Reports, but the ‘Virtual’ option requires that employees ‘delegate’ for the ‘Virtual eTravel/Concur Employee’ before they can access the Expense Reports needing approval. The ‘Virtual’ option provides a mechanism for the Member to centrally designate the delegates who can sign for each sequence, where the ‘Named’ option sends the Expense Report directly to the named employee and relies on the employee to set up delegates for when the employee may not be available. Routing and Approvals in eTravel (cont’d) Named Individual Routing Even though the ‘DTV’ routing structure is maintained in FAMIS and is used to populate the eTravel/Concur Cost Object Approvers, the ‘Named’ eTravel/Concur routing option does not work exactly like FAMIS. Concur routes an Expense Report to only the first ‘named’ person for each sequence (equivalent to a FAMIS desk) UNLESS the traveler is the approver for that sequence. The only time the system will ignore the first ‘named’ person and look to see if there is another individual at the same sequence is when the traveler is the approver. If there is not a second approver at the sequence, the approval step will be skipped. This is typically not a problem unless the traveler is the only signer. If the traveler is the only signer at the final sequence for an account, the Expense Report will go directly to the ‘processing office’ without being signed by anyone with signature authority for the account. Even if the ‘signer’ has delegated approver privileges to another individual, the delegate will not have the opportunity to approve the Expense Report because it skips directly to the ‘processing office’ with a warning message that the final approval was not received. At this point, the processing office will have to take manual steps to get authorization before approving the Expense Report. Since it is expected that signers primarily travel on their accounts’ funds, FAMIS builds the approval path in a deliberate manner in the hopes of defining two people at the signer step (and at other approval desks), if possible. FAMIS will never assign more than two people to the same sequence because eTravel/Concur routing looks at a maximum of two people for a sequence. (In fact, it ignores the second person except when the approver is the traveler). It should also be noted that eTravel/Concur “auto approves” a sequence if the sequence approver has already approved the Expense Report on behalf of a different sequence. Therefore, FAMIS will assign a specific individual to only one approver/signer sequence. If all the people on a FAMIS desk have been selected as signers or approvers on other desks, there is no reason to assign them to the desk since it would “auto approve” anyhow. Finally, FAMIS will not assign a person to an approval sequence if that person is not an active employee. Because of these rules and exceptions, it is very probable that the ‘DTV’ path as defined in FAMIS will not match, desk for desk, what has been sent to the eTravel/Concur system (reflected on Screen 919). These differences are not errors, just reflections of the differences in the two systems’ routing mechanisms. Routing and Approvals in eTravel (cont’d) Populating Approver and Signer Desks from the ‘DTV’ Path Process The following describes the process by which the approver and signer desks are populated from the ‘DTV’ path. In all cases, an individual is rejected and not sent to eTravel/Concur if he/she is not an active employee: 1. Examine the signer desk membership. Pick a maximum of two valid signers: Select the first primary signer, if a primary signer is defined. Select the second primary signer, if a second primary signer is defined. If two signers have not yet been selected, select the first, and if necessary, second substitute signers. Note: If there is a desire to have a particular person defined as the primary desk signer/approver, make sure that person is the first one listed on the FAMIS approver/signer desk. (You may have to delete all people from the desk and re-add them in the order you wish them to populate the eTravel/Concur sequence). The second person listed should be the person who should sign if the first person is the traveler. The signer desk is always represented as the ‘999’ sequence. 2. Examine the first desk on the ‘DTV’ path (this MAY be the CTE-APPRV path) Review only the primary approvers in the order they are on the desk. If they have been previously selected as a signer or approver for a sequence (as either a primary or substitute), ignore them. . Stop after selecting the first available individual in this round. If all primary approvers have been selected, the desk will be skipped in the first pass. The people selected from this path will always be represented as sequence ‘001’. 3. Examine the second, third, and fourth desk(s), if they are populated. Perform the same process that was done on the first desk. People chosen from desk 2 will be sequence ‘002’, desk 3 will be sequence ‘003’, and desk 4 will be sequence ‘004’. 4. Re-Examine the first desk Review the primary approvers in the order they are on the desk. If they have been previously selected as a signer or approver for a sequence, ignore them. If all primary approvers have been selected, review the substitutes in the order in which they appear on the ‘DTV’ desk. Select a maximum of one individual in this round, if available. 5. Re-Examine the second, third, and fourth desk(s), if they are populated. Perform the same process that was done on the re-examination of the first desk. Routing and Approvals in eTravel (cont’d) Example of an eTravel/Concur path built from a FAMIS ‘DTV’ path: Screen 921 – Dept Paths Create/Modify (Named Option) 921 Dept Paths Create/Modify 02/05/12 22:00 CC 02 Screen: ___ Office: FISCAL____ View: ACVIEW____ Description: ACCOUNTING CONTROL______________________ Office Mgr : GIBSON, CATHERINE D F Form Dept/Sub Category N Status and Desks - --- ---------- --------------------------------------------------------- _ DTV *_________ __________ _ CTE APPRVR _ __________ _ __________ _ __________ SIGNER DSK PF7 ‘Names’ for CTE APPRVR desk +--------------------------------------------------------------+ | DESK: CTE APPRVR | | | | PID STATUS NAME | | | | xxxxxxxxx CHARGOIS, BRIDGETT D | | xxxxxxxxx MARIOTT, PAULA L | | xxxxxxxxx MCCLENTON, CARLETTA R | | | | *** END OF LIST - 3 WORKERS FOUND | | PF4 to Quit | +--------------------------------------------------------------+ PF7 ‘Names’ for SIGNER DSK desk +--------------------------------------------------------------+ | DESK: SIGNER DSK | | | | PID STATUS NAME | | | | xxxxxxxxx S PHAIR, DEBORAH L | | xxxxxxxxx GUILLORY, JANET S | | xxxxxxxxx GUILLEN, PHILLIP L | | | | *** END OF LIST - 3 WORKERS FOUND | | PF4 to Quit | +--------------------------------------------------------------+ Routing and Approvals in eTravel (cont’d) Result of how the ‘Named Individual’ eTravel/Concur path is ultimately built: Screen 919 – eTravel/Concur Expense Approvers (Named Option) 919 eTravel Expense Approvers 02/05/12 19:10 FY 2012 CC 02 Screen: ___ Dept: FISC_ Sub Dept: AC___ Account: ______ _____ Office: __________ View: __________ eTravel Employee ID Name SEQ ----------------------------------------- -------------------- --- xxxxxxxxx CHARGOIS BRIDGETT D 001 xxxxxxxxx MARIOTT PAULA L 001 * xxxxxxxxx GUILLORY JANET S 999 xxxxxxxxx GUILLEN PHILLIP L 999 * * Signifies the 2nd approver for the sequence. *** Records displayed are loaded into eTravel nightly *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp FAMIS best practices recommend that at least one substitute be listed on every desk. Routing and Approvals in eTravel (cont’d) Virtual Desk Routing The ‘Virtual’ Option for Cost Object Approvals turns each FAMIS desk in a routing path into a ‘Virtual Concur Employee’. With this option, each primary and substitute approver on a desk is loaded as a ‘delegate’ to the ‘Virtual Employee’. Routing using this option most accurately mimics routing within FAMIS. The biggest difference between FAMIS and ‘Virtual’ routing is that the MyConcur page InBox does not show pending approvals for the Virtual Concur Employees. In order to see that pending approvals are needed, approvers must first ‘delegate’ for the ‘Virtual Concur Employee’. The ‘Virtual’ option provides a mechanism for the Member to centrally indicate and control the delegates who can sign for each sequence and provides a structure so that workloads can be balanced. (Individuals on a Virtual desk cannot delegate approval authority to others that are not named delegates.) A downside to this type of routing is that the Concur Mobile app does not currently support the delegate function. Example of an eTravel/Concur path built from a FAMIS ‘DTV’ path: Screen 921 – Dept Paths Create/Modify (Named Option) 921 Dept Paths Create/Modify 02/05/12 22:51 CC 21 Screen: ___ Office: CHEM______ View: CHEM-VW___ Description: CHEMISTRY VIEW__________________________ Office Mgr : GLAS, MICHAEL W F Form Dept/Sub Category N Status and Desks - --- ---------- --------------------------------------------------------- _ DTV *_________ __________ _ CTE APPRVR _ __________ _ __________ _ __________ SIGNER DSK Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Routing and Approvals in eTravel (cont’d) PF7 ‘Names’ for CTE APPRVR desk +--------------------------------------------------------------+ | DESK: CTE APPRVR | | | | PID STATUS NAME | | | | xxxxxxxxx SHERMAN, MARY K | | xxxxxxxxx CURRIN, ALICIA | | | | *** END OF LIST - 2 WORKERS FOUND | | PF4 to Quit | +--------------------------------------------------------------+ PF7 ‘Names’ for SIGNER DSK desk +--------------------------------------------------------------+ | DESK: SIGNER DSK | | | | PID STATUS NAME | | | | xxxxxxxxx S BLOUNT, GRADY P | | xxxxxxxxx JANG, WEN-LONG | | xxxxxxxxx S WEEKS, SANDRA E | | | | *** END OF LIST - 3 WORKERS FOUND | | PF4 to Quit | +--------------------------------------------------------------+ Note that the ‘Virtual Concur Employees’ are named according to the following scheme: nn- office-view-desk (where nn is the FAMIS Part). This is the ‘Virtual’ eTravel/Concur path that is ultimately built: Screen 919 – eTravel/Concur Expense Approvers (Virtual Option) 919 eTravel Expense Approvers 02/05/12 22:48 FY 2012 CC 21 Screen: ___ Dept: CHEM_ Sub Dept: _____ Account: ______ _____ Office: __________ View: __________ eTravel Employee ID Name SEQ ----------------------------------------- -------------------- --- 21-CHEM-CHEM-VW-CTE-APPRVR 001 21-CHEM-CHEM-VW-SIGNER-DSK 999 * Signifies the 2nd approver for the sequence. *** Records displayed are loaded into eTravel nightly *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names PF7 ‘Names’ for 21-CHEM-CHEM-VW-CTE-APPRVR desk +--------------------------------------+ | 21-CHEM-CHEM-VW-CTE-APPRVR | | | | UIN Delegates | | ------- ------------------------ | | XXXXXXXXX SHERMAN MARY K | | XXXXXXXXX CURRIN, ALICIA | | | | End of names or to Exit | +--------------------------------------+ Routing and Approvals in eTravel (cont’d) PF7 ‘Names’ for 21-CHEM-CHEM-VW-SIGNER-DSK desk +--------------------------------------+ | 21-CHEM-CHEM-VW-SIGNER-DSK | | | | UIN Delegates | | ------- ------------------------ | | XXXXXXXXX JANG WEN-LONG | | XXXXXXXXX WEEKS SANDRA E | | XXXXXXXXX BLOUNT GRADY P | | | | End of names or to Exit | +--------------------------------------+ Any one of the delegates can approve the Expense Reports beneath the ‘Virtual Concur Employee’ unless he/she is the traveler. Again, FAMIS best practices recommend that at least two individuals be listed on every desk. Screen 919 Screen 919 – eTravel/Concur Expense Approvers displays the eTravel/Concur Expense Report (Cost Object Approval) routing paths that have been loaded into the eTravel/Concur system. This screen displays routing information by Department / Sub-Department, Account, or Office and View. For ease of use, the Action Line will pre-populate based on data from the current logon session’s previously viewed screens. Current session data access from the indicated screen(s) will populate the following Action Line Fields: 1. From Screen 860 - Department field will be populated 2. From Screen 02, 06, 51 etc. - Account fields will be populated 3. From Routing and Approvals screens (9xx) - Office and View will be populated NOTE: If more than one of the listed screens has been accessed, only one Action Line field combination (Department/sub-department, SL/SA, Office/View) will be populated. The field combination populated will occur in the order listed above. Routing and Approvals in eTravel (cont’d) Section IV eTravel Posting eTravel Posting Schedule DAY 1 Concur Activity • 8:00 pm – Concur Daily cutoff All fully approved Authorization Requests and Expense Reports ready to be exported by Concur. DAY 2 Concur and FAMIS Processing • Midnight – 6:00 am -- Concur generates Standard Accounting Extract (SAE). • 2:00 – 6:00 am -- Concur Data Warehouse generates reports: (1) Encumbrance extract for FAMIS (2) Data Warehouse reports for Business Objects • 6:00 am ** -- FAMIS Production Control eTravel Schedule. This schedule retrieves the SAE from Concur and loads records into FAMIS. Batches are posted and reports generated. POST encumbrances new and/or adjusting encumbrances POST Journal Entries Sample postings: (1) Batch Ref: CTRL01 LOCAL Departmental Expense Account pays for CBT transactions. (2) Batch Ref: CTRF01 LOCAL Departmental Expense Account receives Concur Fee (3) Batch Ref: CTRL02 Cross Part transactions (Citi Travel GL due to/due from) Create Pending Vouchers. Sample postings: (1) Local account(s) on voucher to reimburse traveler for out-of-pocket expenses. (2) State account(s) on Revolving voucher to reimburse traveler for out-of-pocket expenses. (3) State account(s) on state voucher to pay into Citibank Travel GL. Vendor is Credit Card Vendor from 827, Alternate vendor is Default A/P Vendor or Concur Fee Vendor from 827. (4) State account on state voucher to pay into Concur Fee GL. Vendor is Concur Fee Vendor from 827, Alternate vendor is the Default A/P Vendor or Concur Fee Vendor from 827. FCAR154 report to show cash advance activity and mistakes on CBT card. This report used by Acct Receivables staff to adjust existing Accounts receivables due to cash advance usage or create new due to personal usage mistakes on CBT card. eTravel Posting Schedule (cont’d) FCAR155 - Report to show pending vouchers. New vouchers just created and any previously created voucher that fail to close appear on this report. VQDU551 - Auto close pending vouchers and error report. An error could be that an employee has not been setup as a Vendor in AP. Vouchers that are re-opened after this will not auto-close, they must be closed manually. VQDU552 – Auto-post vouchers. FAMIS Services highly recommends the auto-post of eTravel vouchers in the 6:00 am eTravel Schedule run by FAMIS Production Services. We have included this as an automated step in the posting jobs, but can remove this on an as requested basis. • 8 am - 5 pm -- Daily Business Operations AP staff has an approximate 9 hour window to re-open, correct, close, and post Concur Vouchers. It is very important to note, any vouchers re-opened, must be manually closed. We will not auto-close re-opened vouchers. • 5:00 pm -- Post eTravel Vouchers VQDU551 - Auto close pending vouchers and error report. An error could be that an employee has not been setup as a Vendor in AP. Vouchers that are re-opened after this will not auto-close, they must be closed manually. VQDU552 – Auto-post vouchers. FAMIS Services highly recommends the auto-post of eTravel vouchers in the 6:00 eTravel Schedule run by FAMIS Production Services. We have included this as an automated step in the posting jobs, but can remove this on an as requested basis. eTravel Posting Schedule (cont’d) EmployeeDataAccount/ Org UnitDataSystem SettingsScreen 827DTV PathDataeTravel/ ConcureTravel / Concur Interface ProcessPre-Interface Data LoadDay 1 – 8:00 am – 8:00 pm (8:00 pm Daily Cutoff for Transaction Feed) Employees Enter Profile InfoeTravel/ ConcurAuthorization Request EntryExpense Report EntryApprovalsDay 2 – Midnight – 6:00 amConcur generatesAccounting Extract(SAE) 2:00 am – 6:00 amConcur Data WarehouseEncumbrance Extract to FAMISData WarehouseReports for Business ObjectsFAMIS retrieves the file eTravel Posting Schedule (cont’d) eTravel / Concur Interface ProcessDay 2 – 6:00 amFAMIS ProductioneTravel PostingScheduleRetrieveStandard Accounting ExtractFrom ConcurPost EncumbranceTransactionsPostJournal EntriesCreate and Auto-Close/ Auto-Post VouchersReportsReportsReportsDay 2 – 8:00 am – 5:00 pmA/P Staff DailyOperationsProcess VouchersDay 2 – 5:00 pm – Daily Production SchedulesFAMIS ProductioneTravel ScheduleProcessVQDU551VQDU552(Auto-Close / Auto-Post Vouchers) ReportsA/P CycleVouchers PulledInto Cycle for PaymentConcurEntryMainenance onAny FAMIS ScreensContaining DataControlsDay 3 ChecksProducedACH FilesTo BankFilesTransferred to State eTravel Posting in FAMIS General Posting Summary Expense Reports When an expense report is received by FAMIS from the eTravel system, the Fee Amount will be entered in the FAMIS system along with other associated FAMIS transactions posting by creating transactions including Journal Entries and Vouchers. The fees will be collected on the System Member Books in a Concur Fee Clearing Account. Expense Reports, once approved, are fed to FAMIS on a nightly basis. Expense entries are posted to the accounts included on the Expense Report, relieving any existing encumbrance to the accounts. Expense Reports must be finalized to close out the encumbrances in FAMIS. Note: Once Expense Reports have been fed to FAMIS, there is no way to re-open the Concur related Expense Report and make changes. +----------------------------------------------------------------------------+ | | | Display of Detailed Transaction Record | | | | 12/14/2011 : STRATTA TAMU2 $7.58 | | | | TransCode: 06C -> 06X - JE (ACTUAL) Dir/Ind: D | | Account: 271030 00000 5237 FAMIS SERVICES TRAINING TEST | | Fees - E-Travel System | | Offset: 011199 00000 1615 CONCUR FEE | | Cash Disbursements Clearing | | PO/Enc/Ref 1: Cost Ref1: Fiscal Yr: 2011 | | Ref 2: 520 2: Proc Month: 01 | | Ref 3: 3: Batch Date: 09/06/2010 | | Ref 4: Bank: 00001 Batch Ref: CTR016 | | Vndr/Card Id: | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 12/14/2011 18:19:36 | | Liquidation Amt: 0.00 User Id: K156FA | | Oper Id: BATCH | | Indirect Base Code: Term Id: STEP01 | | Base Amount: 0.00 Internal Tracking Nbr: 157097 | | PF3= Back to 048 PF4= Exit PF6= Indirect Accts PF7= Corrections | +----------------------------------------------------------------------------+ In this example the Fee is directly moved from the departmental expense account into the Concur Fee GL. eTravel Posting in FAMIS (Cont’d) State Account Fee Voucher When the fee paying account is a state account, a state voucher will be created with the following characteristics: • Vendor will be ‘Concur’ • Alt-vendor will be the system Member using the Member Vendor ID from 822. • Optionally, a more specific System Member Concur Fee ID (separate mail code) can be used. This vendor ID is set on Screen 827 and will override the Member ID from 822. The reimbursements from the state should be applied to this vendor. • When the state reimbursements arrive, it should be applied to the Concur Fee Clearing Account. o This is not done automatically, you must apply the state reimbursement to the correct account. State Reimbursement Posting Screen 168 – Voucher Total Inquiry F2321 Make selection to proceed to screen 169 168 Voucher Total Inquiry 01/31/12 14:28 FY 2011 CC AB Screen: ___ Voucher: 0110236 Fiscal Year: 2011 Status: OUT Vendor: 19116080521 CONCUR Hold: N Pend: Alt Vndr: 1711711711C AAA FISCAL OFFICE - CONCUR PAY Encl: Wire: N Due Dt: 09/06/2010 Desc: STRATTA STATE FAIR St Vchr: Y Inv Dt: 09/06/2010 Cust AR Nbr: Revolv: N Dlvry Dt: 09/06/2010 GSC Ord: Chg Src: N Dept Ref: Cont Wk Force: N Confidential: ACH: Ovrd: Tran Cd: 141 Check Nbr: St Warrant Nbr: St Req Nbr: Check Dt: Warrant Dt: Vchr Total: 7.58 Check Recon: USAS Doc Type: 9 PCC: Bank Trace: IC: R Reason: AD Orig Dist Dt: S Itm Account Net Amount PO No. Invoice Number Bank Dp Vd XRef - --- ----------------- -------------- ------- -------------- ----- -- -- ---- _ 1 215530 00000 5237 7.58 514 12011 N N *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Desc Corr Addr Det 5237 is a unique subcode for all Concur vouchers. Most System Members have created a vendor code with a “C” mail code to assist in identifying Concur transactions for reconciliation of the ACH report. Alt Vendor should be the System Alt Vendor from Screen 827. This state voucher reimbursement will be sent to the System Member’s Fiscal Office. The ‘C’ mail code just helps identify that the reimbursement is booked to the Concur FEE GL. eTravel Posting in FAMIS (Cont’d) The eTravel/Concur Expense Report Number is a unique sequentially assigned number across all participating Members. Since this number crosses System Members, there will be skips in sequence when looking at one Member only. When posting the Concur Fee, we will not populate the Dept Ref on the Voucher header. The eTravel/Concur Expense Report Key will be entered in the Invoice Number on the individual line items of the Voucher. Multiple Concur Fees will be listed as individual Voucher lines with each representing a separate Concur Fee. There is a maximum of 60 Concur Fee lines per voucher. This is the same limitation for all vouchers in FAMIS. Auto close pending vouchers and error report (VQDU551). An error could be that an employee has not been setup as a Vendor in AP. Vouchers that are re-opened after this will not auto-close, they must be closed manually. After approval, an encumbrance entry will be posted to FAMIS. Encumber against codes: 3030 In-state 3130 Out-of State 3310 Foreign A separate encumbrance line item is posted for each expense category entered in Concur. Note: this encumbrance entry is approved by the traveler’s supervisor(s), not necessarily the account signer. Company Paid Items Report Key 512: System Offices – Company Paid Item (Car Rental) Members may choose to create Expense Reports in eTravel for items not paid by credit card. Items such as Rental Car expense or Conference Hotels will not flow through eTravel. Entering the item as an expense gives a more complete picture of the trip expenses, but will incur a Concur Fee only. Ideally we would not have an expense report for just a company paid item, the only entry in FAMIS would be for the fee. eTravel Posting in FAMIS (Cont’d) Trip Summary: • No out of pocket by traveler • Not a credit card • Prepaid/prearranged relationship with card vendor Journal entry for Concur fee: +----------------------------------------------------------------------------+ | | | Display of Detailed Transaction Record | | | | 01/26/2012 : STRATTA SYSTEM OFFICES $7.58 | | | | TransCode: 06C -> 06X - JE (ACTUAL) Dir/Ind: D | | Account: 271030 00000 5237 FAMIS SERVICES TRAINING TEST | | Fees - E-Travel System | | Offset: 011199 00000 1615 CONCUR FEE | | Cash Disbursements Clearing | | PO/Enc/Ref 1: Cost Ref1: Fiscal Yr: 2011 | | Ref 2: 512 2: Proc Month: 01 | | Ref 3: 3: Batch Date: 09/07/2010 | | Ref 4: Bank: 00001 Batch Ref: CTR007 | | Vndr/Card Id: | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 01/26/2012 10:18:41 | | Liquidation Amt: 0.00 User Id: K156FA | | Oper Id: BATCH | | Indirect Base Code: Term Id: STEP01 | | Base Amount: 0.00 Internal Tracking Nbr: 157349 | | PF3= Back to 048 PF4= Exit PF6= Indirect Accts PF7= Corrections | +----------------------------------------------------------------------------+ Accounting Entries Performed by FAMIS Journal Entry – Department pays $7.58 to FEE Clearing debit Departmental Expense $7.58 credit FEE Clearing $7.58 Entry of these expenses in CONCUR, even though they are company paid allowing the ability to get a more complete picture of the actual travel expenses by using CONUR reporting tools. FAMIS will only post the fees. eTravel Posting Scenarios Report Key 1404: Trip Sample 1.1 Employee reimbursement for Cash Out-of-Pocket expenses. Trip Summary: • Employee Travel • $100.00 Gasoline • Out-of-Pocket • Allocated to a Local Account Accounting Entries and Reports Performed by FAMIS Voucher in the amount of $100.00 – charging the Departmental Expense Account. The vendor is the traveler. Journal Entry – Department pays $7.58 to FEE Clearing debit Departmental Expense or Central Concur Fee SL $7.58 credit FEE Clearing $7.58 FCAR155 – This report will show the pending voucher created. VQDU551 – This report will show vouchers that we have attempted to close. VQDU551 – This report will show vouchers that we have attempted to post. eTravel Posting Scenarios(Cont’d) Report Key 1406: Trip Sample 1.3 All trip expenses were business related and paid by CitiBank Travel Card. No reimbursement is required to the traveler. Trip Summary: • Employee Travel • $121.45 Meals • Allocated to a Local Account Accounting Entries and Reports Performed by FAMIS Journal Entry – Department records $121.45 Expense debit Departmental Expense $121.45 credit Credit Card Clearing $121.45 Journal Entry – Department pays $7.58 to FEE Clearing debit Departmental Expense or Central Concur Fee SL $7.58 credit FEE Clearing $7.58 eTravel Posting Scenarios(Cont’d) Report Key 1407: Trip Sample 1.4 All trip expenses were direct billed to the Member. Typically this would be for car rental or other company paid items. The only purpose for processing an Expense Report for this type of item is to have a more complete picture of the actual trip in Concur. Trip Summary: • Employee Travel • $100.00 trip expense • Paid by Company • Allocated to a Local Account • Receipt will appear in Concur Accounting Entries and Reports Performed by FAMIS Journal Entry – Department pays $7.58 to FEE Clearing debit Departmental Expense or Central Concur Fee SL $7.58 credit FEE Clearing $7.58 eTravel Posting Scenarios(Cont’d) Report Key 1408: Trip Sample 1.5 100% Personal expenses paid by CitiBank Travel Card. Trip Summary: • Employee Personal Expenses • $56.80 - Personal • Paid by Company • Allocated to the Account on the Expense Report header Accounting Entries and Reports Performed by FAMIS Journal Entry – Department records $56.80 to Travel Advance Clearing debit Travel Advance Clearing $56.80 credit Credit Card Clearing $56.80 Journal Entry – Department pays $7.58 to FEE Clearing debit Departmental Expense from Expense Report Header $7.58 credit FEE Clearing $7.58 FCAR154 – showing the $56.80 as a Receivable. Section V eTravel Batches eTravel Batches eTravel Batches by Batch Reference CTRL01 LOCAL Departmental Expense account CBT Transactions Contains Journal Entry (06C) transactions to automatically post the CBT expense to the departmental account. Created by program FCAU151. Transactions created and posted by job FnnCU151. CTRF01 Departmental Expense Account pays Concur Fee Contains journal entries (06C) to record the departmental Concur Fee expense. Created by program FCAU151. Transactions created and posted by job FnnCU151. CTRF02 Cross Part Citi Travel – Due To/Due From Contains journal entries (06C) to record cross part transactions. Created by program FCAU151. Transactions created and posted by job FnnCU151. CTVS01 eTravel State Voucher Voucher posting for eTravel reimbursements to the traveler for State fund expenditures. This posting creates a batch header on 124, however detail must be viewed in the Voucher Screens in FAMIS. Created by program FCAU151. Transactions created and posted by job FnnCU151. CTVF01 eTravel Fee Vouchers Voucher posting for eTravel Fees. This posting creates a batch header on 124, however detail must be viewed in the Voucher Screens in FAMIS. Created by program FCAU151. Transactions created and posted by job FnnCU151. eTravel Batches (cont’d) CTVL01 eTravel Local Vouchers Voucher posting for eTravel reimbursements to the traveler for Local fund expenditures. This posting creates a batch header on 124, however detail must be viewed in the Voucher Screens in FAMIS. Created by program FCAU151. Transactions created and posted by job FnnCU151. CTEC01 eTravel Encumbrance Posting Contains Encumbrance (058) transactions to encumber funds for future travel expense to the departmental account. Created by program FCAU151. Transactions created and posted by job FnnCU151. Section VI eTravel Reports eTravel Interface Reports (cont’d) FCAR100 Initial Employee Import to Concur Loads employees into the Concur system. Reports created are: • Employees with Non-Participating Adloc with Active Budgets • Employees with Unknown Approver Sent • Employees without Valid Department • Error Report FCAR101 Cost Object Approver Load This program loads Cost Object Approvers with the DTV Path Approvers from FAMIS. FCAR200 Concur Ad-Loc Attribute Report Concur Authorization Requests approval sequences are shown on the FCAR200 report. These are also displayed on screen 862 in FAMIS. The attributes are generated by using the employee’s ‘SSO primary manager’ and bookkeeper settings in SSO. The employee authorization report, FCAR200, can be distributed just like any current DDRINT report, say FAMIS monthly statements. This model may have several hundred recipients already defined in the reporting distribution. Some recipients are real people who can view the reports, other are 'print' recipients and a hard copy is printed and delivered. If a recipient chooses, they can stop printing and receive online/PDF versions. FCAR117 Non-Employee Travel ID Load This program loads vendors identified in FAMIS as Send to eTravel into the Concur System for use on Authorization Requests and Expense Reports. Section VII Reconciliation Reconciliation Equity Transfer Process - Travel Expenses Across Campus Codes Summary Concur allows travelers, or their delegate, to allocate expenses to multiple campus codes. If an agency liability Citibank card is used to pay the travel expenses, and the campus code paying Citibank is different than the campus code charged for the expense, the campus code paying the expense will owe cash to the campus code that paid Citibank. If the expense report is reimbursing the traveler, payments are issued from each campus code charged for the expense, and no funds are owed between the campus codes. Expense Reports For each expense report, Concur identifies the campus code associated with the agency liability Citibank travel card used to pay the travel expense (based on the Master Accounting Code Field entered on the card set-up). If the Citibank campus code is different than the campus code being charged on the Concur expense report, a due to/due from entry is created when the expense report is posted to FAMIS. Concur Fee The $7.58 fee charged with each expense report follows the travel expense allocation. If the expenses are allocated to more than one campus code, the fee is split the same way. The fees are accumulated on each campus code in a specified clearing account, and later paid to System Office to reimburse for expenses paid to Concur. No due to/from entry is created if the expense campus code is different that the Citibank campus code. Month-End At the end of each month, a report is generated to determine the total cash owed between campus codes. The equity transfer to move the cash, and the corresponding FAMIS entries to clear the month-end due to/from balances, are posted at the beginning of the following month. These entries will match the due to/from balances as of the previous month-end. An equity transfer, and corresponding FAMIS entries, is also posted at the beginning of each month to move the committed Concur fee amount from each Member to System Office. Reconciliation (cont’d) Year-End An equity transfer will be processed after August close to clear the due to/from balance as of the closed month of August. This equity transfer will appear as an adjustment on each Member’s year-end adjusted cash concentration pool statement, and the corresponding FAMIS entries will post in Month 13. Example: A TAMU (CC02) employee uses a TAMU agency liability Citibank card to pay their travel expenses. On the expense report, expenses are allocated to an AgriLife Research (CC06) account. The entries on the following page illustrate this scenario for both Local and State funds: Assumptions: In-State airfare of $400.00 is the only expense. TAMU paid Citibank using clearing account 011170-1615 AgriLife Research’s Citibank clearing account is 010400 (defined on screen 827) LOCAL Account Example: 06-200123 for AgriLife Debit Credit Amount Expense Report: CC02 Entries Due From AgriLife Research 02-011170-1806 02-011170-1615 400.00 Expense Report: CC06 Entries Record Expense, and Due to TAMU 06-200123-3011 06-010400-2802 400.00 Concur Fee Expense 06-200123-5237 06-010401-1615 7.58