slide 1 fastfacts feature presentation august 21 st, 2008 we are using audio during this session, so...

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FastFactsFeature Presentation

August 21st, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…Tips and tricks for travel and expense reimbursement

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Today’s PresenterBob SicoliSAP Trainer for the Johns Hopkins Health System

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Session Segments

PresentationBob will show you some tips and tricks for travel and expense reimbursementDuring Bob’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Bob will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Tips and Tricks for Travel and Expense Reimbursement

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Session Introduction

About this session:

Today’s session is a collection of solutions to problems we have collected from users.

The session will also cover some of the best practices we have learned from 18+ months of using the system.

This session was created to help people use the Travel and Expense Reimbursement module more efficiently.

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Agenda

Today we will cover …1. Settings for displaying all trips2. Infocenter to get per diem rates3. Personnel number search using TRIP4. Locating a personnel number with the trip number5. Locating a personnel number if your hindered by an HR role

restriction6. List of all trips7. Open trips – displaying, deleting, accessing, editing,

services for object icon, and history 8. Paid trips – interpreting, accessing, adding receipts, saving

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1. Settings

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Settings

To access the settings:WinGUI

WebGUI

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Settings

Display All Trips – will display all trips. You can view paid trips from prior periods.

Display all Subsequent Activities – Displays the “Suggested Activities” on the first page of the Travel Manager. Also will enable to access the expense report quickly.

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Settings – Display All Trips

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Settings – Display Subsequent Activities

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2. The Infocenter

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InfocenterUse the Infocenter to look up per diem rates by date.To access the Infocenter:WinGUI

WebGUI

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Information Center

1. Click the “PDs/FRs” tab, then click in the “Region” field.

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Information Center

2. Click the search button next to the field.

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Information Center

3. WinGUI - Click the arrow in the middle of the screen.

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Information Center

3. WebGUI -Click the arrow next to “Search Criteria.”

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Information Center

4. WinGUI- Use the “Name of Trip Country” to search for the city or region.

Then click the green check.

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Information Center

4. WebGUI - Use the “Name of Trip Country” to search for the city or region.

Then click “Start search.”

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Information Center

5. When you locate the region, double click it.

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Information Center6. Put in the

first date of the trip, click on the green check; that will display the per diem rates.

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3. Personnel Number Search Using TRIP

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Personnel Number Search Using TRIP

WinGUI- Access the “Personnel Number” search screen as you would normally. Click the “category” icon on the far right.

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Personnel Number Search Using TRIP

WinGUI - A list of search categories will open. Select “TRIP” from the category list.

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Personnel Number Search Using TRIP

WebGUI- Access the “Personnel Number” search screen as you would normally. Click the “Category” dropdown.

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Personnel Number Search Using TRIP

WebGUI - A list of search categories will open. Select the “TRIP” category.

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Personnel Number Search Using TRIP

After you complete the search, the results will appear. The results of the TRIP search include: name, work address, organizational unit, and position.

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4. Locating a Personnel Number With a Trip Number

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Locating a Personnel Number With a Trip Number

The transaction is ZMAPR_MD_PERS_TRI - Query: Personnel/Trip Number.

Use this transaction when you have a trip number and want to find the personnel number of the person who was reimbursed.

Use that personnel number to go back into the Travel Manger to research the trip.

You can use this transaction from the WinGUI and WebGUI.

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WinGUI - At the main menu, scroll down and open the “Enduser Role” folder. Double click on “Query: Personnel/Trip Number.”

Locating a Personnel Number With a Trip Number

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WebGUI –• Open the Travel Manager• Open the command bar by selecting the arrow next to the menu button• Type in /nsmen • Press the enter key

Locating a Personnel Number With a Trip Number

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WebGUI – Access the “Enduser Role” folder at the end of the menu, then select transaction “Query: Personnel/Trip Number.” Double click to open the transaction.

Locating a Personnel Number With a Trip Number

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WinGUI - Enter the trip number and execute the report.

Locating a Personnel Number With a Trip Number

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WebGUI - Enter the trip number and execute the report.

Locating a Personnel Number With a Trip Number

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The report will display a trip number with a personnel number that you can use in the Travel Manager to further research the trip.

Locating a Personnel Number With a Trip Number

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5. Locating a Personnel Number if You’re Hindered by

an HR Role Restriction

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Locating a Personnel Number

Use this transaction if you are a person with HR roles and cannot find personnel number through the TRIP search due to access issues.

1. Access the assistant role in the main menu. Double click on the “Travel Work List” role.

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Locating a Personnel Number

2. Search for the person by last name and/or first name.

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Locating a Personnel Number

3. You will be given a list of personnel numbers for use in the Travel Manager.

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6. List of All Trips

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List of All Trips

Use list of all trips to:

Locate open and paid trips

Display open and paid trips

Access open and paid trips

Delete open trips

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List of All Trips

Click on the “List of All Trips” link.

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List of All Trips

The “List of All Trips” screen will open with the “Open Trips” folder expanded and the “Paid Trips” folder closed.

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List of All Trips

Notes about the “List of All Trips” screen:

1. You may need to expand and collapse columns to see the data.

2. Statuses – “Trip Completed/to be Settled” - Could be anywhere from just saved, up to in the approvers inbox in Workflow. Check Workflow for the details.“Trip On Hold” – Has been approved by a department approver(s) and awaiting review in Accounts Payable Shared Services.

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List of All Trips

1. To expand columns, click next to them and drag.2. Status will help you see where the expense report is in the process.

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7. The Open Trips Folder

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The Open Trips FolderTo change an open trip, highlight “Travel Expenses” of the trip; click the “Change” button.

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The Open Trips FolderYou can now change the trip data. Make sure you save after making your updates. You can also use the “Services for Objects” icon to store business documents (aka Attaching), view workflow, and view attachments.

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The Open Trips FolderYou can also use the “Account Assignment” button to quickly view the budget assignments.

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The Open Trips FolderThe budget assignments will display.

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The Open Trips FolderYou can also view the history of the changes or updates saved to a document by clicking the “History” button.

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The Open Trips FolderThis window will show the JHED ID, date, and time of persons who have saved changes to an expense report.

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The Open Trips FolderTo display the results of an open trip, highlight the “Travel Expenses” of a trip, click the “Display” button.

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The Open Trips FolderYou can now view the trip data without saving again. Use the back button to go back to “List of All Trips.”

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The Open Trips FolderTo delete an open trip, highlight the date of the trip, click the “Delete” button.

NEVER DELETE A PAID TRIP!

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The Open Trips FolderAnswer “Yes” to delete the trip. The trip will be gone from the Travel Manager.

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8. The Paid Trips Folder

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The Paid Trips FolderTo view paid trips, expand the “Paid Trips” folder by clicking the arrow to the left.

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The Paid Trips Folder

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The Paid Trips FolderTo view a paid trip, expand the folder by clicking the arrow to the left.

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The Paid Trips FolderThis will show data about the trip. To see the date the funds were released use the scroll at the bottom of the page.

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The Paid Trips FolderThis will show when the funds were released in the “Travel Expense Statement Is …” column (You may have to expand this column). Be advised that this is NOT an actual payment date. The person being reimbursed must check with their bank for actual dates.

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The Paid Trips FolderTo display the results of a paid trip, highlight the “Travel Expenses” of a trip, click the “Display” button.

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The Paid Trips Folder

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The Paid Trips FolderTo access a paid trip to add receipts, highlight “Travel Expenses” of a trip, click the “Change” button.

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The Paid Trips FolderYou will be asked if you want to “change the trip data” – Click “Yes.”

You are NOT obligated to change the data. You will be given access to the expense report.

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The Paid Trips Folder

Notes on adding receipts to paid expense reports:

• Do NOT change any data on a paid expense report.• You can also use the “Services for Objects” icon to store

business documents (aka Attaching), view workflow and view attachments.

• You can also use the “History” button to view saving history.• You can use the “Back” button or arrow to leave the report

without making changes.• If you add receipts, save and click “Yes.” The report will

need to be approved again.• Accounts Payable Shared Services will only pay the added

expenses.

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The Paid Trips FolderYou can now add receipts to the trip data.

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Conclusion

Today we covered …1. Settings for displaying all trips2. Infocenter to get per diem rates3. Personnel number search using TRIP4. Locating a personnel number with the trip number5. Locating a personnel number if your hindered by an HR role

restriction6. List of all trips7. Open trips – displaying, deleting, accessing, editing,

services for object icon, and history 8. Paid trips – interpreting, accessing, adding receipts, saving

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Additional Resources

Training:Health System – OD&T – Anna – 410-735-7065http://www.hopkinsmedicine.org/jhhr/Organization/sapUniversity – Learning Solutions – Kathy - 443-997-6453http://training.jhu.edu/html/Main/default.asp

Support:Shared Services – www.ssc.jhmi.eduAccounts Payable Shared Services - 443-997-6688SAP Support – www.jhu.edu/hopkinsone

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!