certify: how to create and submit expense reports · certify wallet • when using a web browser to...

Certify: How to Create and Submit Expense ReportsAccounts PayableFinancial Services

ContentsHomepage

DefinitionsCertify Wallet

Adding ReceiptsUploadingEmailingMobile Uploading

Deleting ReceiptsCreating Travel Expense Reports

Chartfield String HintsAdding ExpensesAdding Additional Attachments

Using the Cleanup WizardSubmitting Expenses ReportsApproval WorkflowFund ApproversUser’s ChecklistSupportResourcesDocument History

A&F, Financial Services, 08/02/2019

The following pages provide information about features available from the Certify Homepage.


Homepage• The Homepage consists of a dashboard that has various tools and features available. It is the first thing

you will see once you log in to Certify.


Homepage Dashboard Definitions• My Certify Wallet contains all receipts and

expenses once they are added into your Certify Account.

• Add Receipts – three (3) ways to add receipts into Certify:• Mobile: Download the Certify mobile

app on your mobile device.• Email: Email your receipt(s) to

[email protected]• Upload: Upload a picture of your

receipt(s) by using your Certify account online.


mailto:[email protected]

Homepage Dashboard Definitions• My Expense Report is where you will start

your new expense report when you have expenses in your wallet that need to be submitted for approval and reimbursement.

• Expense Report Status:• Drafts: Expenses in progress.• Pending Approval: Waiting approval

from your Manager.• Pending Payment: Waiting approval

from Accounts Payable.• Archived: Expenses that made it

through the full approval process.• Schedule Expense Reports – create

automated expense reports.


Certify Wallet• When using a web browser to access Certify, you can add and manage your receipts and expenses using the

Certify Wallet. You can store your receipts and expenses in My Certify Wallet until you are ready to create your expense report. To view more items in your wallet, select More Items under the My Certify Wallet section on your home dashboard page.


Certify Wallet• Once the More Items link is selected, all receipts and expenses that have been uploaded and synced to your wallet will be

shown. The wallet includes the Source, Receipt, Date, Category, Vendor, Details and Amount.


Certify Wallet• The Source column shows how these receipts entered your wallet. To view the receipt image, click .


Certify Wallet• The Merge Items feature is a visual aid that categorizes receipts and expenses together and/or separately. With this

feature turned OFF (as shown below), receipts and expenses are shown separately in your wallet. With this feature turned ON (by default and RECOMMENDED), receipts are expenses are listed in date order.

• Helpful Hint: After using a receipt or expense in an expense report, it will no longer appear in your Certify Wallet.


The following pages provide information aboutmanaging receipts in Certify.


Adding Receipts to Your Wallet• If a receipt is required, you can add it to your Certify account by uploading it into your Certify Wallet using one of the

following methods:• Mobile: Download the Certify mobile app on your mobile device.• Email: Email your receipt(s) to [email protected]• Upload: Upload a picture or pdf file of your receipt(s) by using your Certify account online.

Note: Campus-paid transaction receipts for Certify Airfare, Enterprise and Global travel will load automatically – no need to upload

• Hint: Receipts must be scanned individually per page and must be legible. Illegible receipts and documentation may cause a delay with processing your request. Please upload JPEG or PDF files. Unfortunately, Word Doc files are not supported file types. Take care to upload receipts only once; duplicate receipt uploads should always be deleted following submission of a trip reimbursement.



Uploading Receipts to Your Wallet• Use the Upload tool to upload (up to 10MB in size) multiple or single receipt images at a time.• Step 1: Click on the Upload button under the Add Receipts section on your Certify Home Dashboard.• Step 2: Click on Choose Files and select the appropriate file(s) to upload. Then, click Open.

• To select multiple files at a time, hold down Ctrl on your keyboard while clicking on each file. You can also hold your mouse cursor down and drag it over the files to select them.


Uploading Receipts to Your Wallet• Step 3: The number of receipt images selected is indicated next to Choose Files. Click Upload files to add the receipt

images to your My Certify Wallet.


Uploading Receipts to Your Wallet• The receipts should show up in your My Certify Wallet. They will display with an Upload icon in the Source column.• The Upload feature uses Receipt Parse which scans the receipt image and can pre-populate the Vendor,

Category/Details, and Amount fields for you. If you need to make field edits or additions, you can manually change them using the Edit Item button.


Emailing Receipts to Your Wallet• Step 1: Using your CSUEB email (not your

personal email), compose a new message and enter [email protected] in the To field. Then, enter the receipt name as the Subject.

• Step 2: Attach receipts to your email. • Any number of receipts may be attached;

however, the total size of the email (including any text and signatures) must be under 4MB. Certify will accept all popular image file types such as jpg, gif, bmp, tiff, etc.

• When Certify receives the email with your receipt or expense data, the data is automatically parsed and added to your Certify wallet.



Using the Mobile App to Add Receipts• The Certify Mobile App is available for download in your mobile app store. It works with most devices including

Windows Phone, Android, Blackberry, and iPhone.

• Step 1: Open the Certify Mobile app on your mobile device. Tap Use My Company Login.

• Step 2: Enter csueb as your Company Code and tap Get Access Token.

SELECT


Using the Mobile App to Add Receipts• Step 3: Select Certify from the drop down menu. • Step 4: Sign in with your NetID and Password.


Using the Mobile App to Add Receipts• Step 5: On your Certify Mobile home screen, tap

Add Receipt.• Step 6: Select a photo resolution to open the camera

screen on your mobile device. Photo resolution options include:• High/Medium – Recommended• Low – Use only if your device is short on storage• Gallery – Use to add a receipt image from your

mobile device’s photo gallery.


Using the Mobile App to Add Receipts• Step 7: Open the camera screen. Hold your camera 6 to 12 inches

away and focus the camera screen on your receipt. Make sure the receipt fills the screen. Once the receipt looks clear and centered, tap your button to capture the receipt image.

• Step 8: One the next screen, tap Use Photo to save the receipt image.


Using the Mobile App to Add Receipts• Step 9: On the next screen, tap AutoFill to scan

the receipt image and populate the expense detail fields.

• Step 10: If needed, make edits to the expense data by tapping the field you want to edit and entering the required information. Tap Save to finish.

• Step 11: After saving your receipt, you will be redirected to your mobile homepage and able to see your recently uploaded receipt in the Receipts in Certify section. • To ensure that your receipt is in your My

Certify Wallet when accessed via web browser, tap Sync to add.


Deleting Receipts from Your Certify Wallet• To delete receipts and expenses, select the item’s checkbox. Then, select Delete located at the bottom of the page. A

confirmation box will appear. Click on Yes to confirm your deletion.• Duplicate/unneeded receipt uploads should always be deleted following submission of a trip reimbursement. Your wallet

should only contain valid pending transactions.


The following pages provide information about putting your expense report together.


Creating Travel Expense Reports• Step 1: From your Certify page, click on New Expense Report.• Step 2: Select action item.• Step 3: Enter expense report header information and click Next.

Your Expense Report Name should contain relevant information regarding your trip (i.e. name of conference, location, and date).

Your Description should consist of your Business Purpose/Remarks.


• Department: This is your default department, but can be over written if needed. The expense will be charged to this department.

• Category: The category field contains the account codes related to your expense.

• Fund: The fund field contains the fund code and fund name. Certain funds will also show the associated department, but only the actual fund code (first 5 characters from fund code field, i.e. EB001) will be pulled into PeopleSoft.• Please be sure that the Department Field matches

with the Department included in the Fund field. For example: Department: 13700 Finance Fund: EB001 | 13700 Finance.

• Program, Project, Class: The category field(s) contain the program, project, and class codes related to your expense. These fields as well as the Department and Fund fields are searchable.

Fields boxed in red are required.

Creating Expense ReportsChartfield String Hints


• Travel-related categories require a certification to indicate compliance with the CSU Systemwide Travel Policy. Type “yes” to certify that you:

• received authorization to travel• traveled on official business• actually spent the amount for listed

expenses• verified the amount due is accurate• will not seek reimbursement for (1)

duplicate claim or (2) from any other source

• Travel-related expenses paid by the CSUEB by some other method outside of Certify (e.g. a department P-Card, CPO or AP Check Request)

• Use special category to indicate this non-reimbursable expense

Creating Expense ReportsTravel Related Categories


Creating Expense ReportsAdding Expenses to Your Report

• Step 4: Fill in the Add Expense area on your Expense Report page.

• If you already have receipts pertinent to your trip in your Certify Wallet, you can add them to your travel expense report by simply clicking Select in the Add Expense section and then clicking on Select next to the related receipt in the My Certify Wallet section.

• Review/edit your expense’s receipt(s) details by clicking on

next to the expense.• Helpful Hints: When adding expense

details, please be sure to have the Department field match with the correct Department included in the Fund field. For example: Department: 13700 Finance Fund: EB001 | 13700 Finance.


• Step 6: Continue until all receipts related to the expense report have been entered.

• Step 7: Ensure you do not have any warnings as these may indicate a policy non-compliance. If an explanation is needed, use the Reason field to enter your explanation as it may be an allowable variance in policy.

• Helpful Hints: • Not all non-compliances will

result in a warning. Be sure to familiarize yourself with CSUEB Travel and Hospitality Policies.

• Step 8: Click Submit for Approval to submit your expense for approval.

Creating Expense ReportsAdding Expenses to Your Report


Creating Expense ReportsAdding Additional Attachments

• Now that you have added expenses to your report, select one of your expenses and use the Add Image feature to add additional supporting documentation (e.g. Conference Agendas, etc.)

• Step 5: In your expense report, open the Other Actions box by clicking on next to the expense that you would like to split. Then, select Add Image.

• Please note that you will only see the Add Image option on an expense line that already has a receipt.

When submitting an expense report, please be sure to include your travel authorization form by uploading it as an attachment.


Creating Expense ReportsAdding Additional Attachments

• Step 6: Start with any campus-paid travel transactions (see credit card icon).▫ No need to upload receipts for Enterprise, Global Travel or

Airfare booked thru Certify as these will automatically load.▫ Note that campus-paid transactions must be

cleared from your wallet after each business trip.• Select the appropriate attachment from your My Certify Wallet and then click Use This Image.

• You can also upload a new attachment by clicking located at the upper right hand corner.


Start with campus-paid transactions

Using the Cleanup Wizard• Expenses with a Red flag are items that need attention (i.e. required fields that were left blank). Please

be familiar with the Travel Policy and other related policies as the warning flag will not catch all compliance issues.

• Step 1: Use the Cleanup Wizard located above the Submit for Approval button to edit them.


Using the Cleanup Wizard• Step 2: Follow the instructions listed in red.• Step 3: Click Next to continue through the

Cleanup Wizard.• Step 4: Click Finish when done.


Submitting Travel Expense Reports• Upon clicking the Submit for Approval

button to submit your expense report, a confirmation will pop up.

• Click Yes to confirm that the expense is true and accurate.

• A preview message to your approver will display on your screen.

• You will have an opportunity to add any comments related to your expense report

• You may choose to add an additional approver if deemed necessary.

• Then, click Submit.• Your expenses will be routed to your

Supervisor/Manager to approve your expense report.


Approval Workflow• The system will automatically route your form to your supervisor, and if needed, the individual who has

authority over the fund selected. Users and approvals will also be able to add any additional approvers. The diagram below depicts the order of the approval workflow


Fund Approvers• Some, but not all, Funds will require approval. Below is a list of Funds that require additional approval. The

system will automatically route the form to the fund approver when that fund is selected.

EB001 Funds Select D Funds Select PR Funds

Select W Funds Other Funds


User’s Checklist

A Conference agenda (if applicable) are included with your expense claim.

Your Expense Report Reimbursement Requests are submitted for approval within 30 days of the end of a trip.

If you went over the $275 (before taxes and fees) hotel lodging rate, the proper supporting documentation, an explanation, and Division Vice President approval is included with your expense claim.

Receipts for expenses over $75 are included. Included receipts and supporting documentation are legible.


Support• The Support link is located to the

left of the Logout link in the upper right hand corner of your screen.

• If you have any issues with Certify, please:• Use the Browse Help Center for

researching Certify related issues.• Submit a Support Ticket in order

to get assistance from the Certify support team.• If you are still in need of assistance

after exhausting the methods mentioned above, you may contact the University’s System Admins.

• The Certify Training Camp is available for those who would like to learn the basics of Certify.


Resources• Certify Login: https://travel.csueastbay.edu

• Certify Support (24-hour live support Monday – Friday)• Phone: 888-925-0510 Option 2• In case a Support Code is needed when contacting Certify Support,

please log in to your Certify account and then click on the Support Link in the upper right corner.

• Certify Training Camp• CSUEB Travel Website: http://www.csueastbay.edu/travel• Direct deposit is the fastest and most convenient way of getting reimbursed.

Please visit the Accounts Payable webpage for the Direct Deposit Form for Employees. Please note that this form is not the same as Payroll’s Direct Deposit form.


https://travel.csueastbay.edu/

https://www.certify.com/SSOZendesk.aspx?rt=TrainingCamp

http://www.csueastbay.edu/travel

http://www.csueastbay.edu/accounting-fiscal/accounts-payable.html

Document HistoryDATE AUTHOR DESCRIPTION

04/05/2019 Riza Casal Document Creation

05/02/2019 Riza Casal Certify Support Code Info.

05/14/2019 Riza Casal Updated Chartfield String Hints Section

06/07/2019

08/02/2019

Riza Casal

Kim Napoli

Removed Expense Name Requirements and Added PDF/JPEG Only Info.

Described CPO/P-Card/Check Request Category; Campus-paid credit card icon/settlement of; Not uploading multiple receipts/duplicates; Travel Pre-Authorization feature; Removal of campus admin contact.


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