eCheck and eTravel

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eCheck and eTravel

• How to use the system

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Agenda

• History of system
• Information
• Tutorial
• Questions

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History

• eCheck system began controlled implementation in
  late 2005.
• eTravel system debuted in February 2008

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Information

• Website https//webapps.ais.uga.edu/PCFA/index.j
  sp
• MyID and MyID password are required for access.
• Before using the system, make sure your
  department and/or accounts are set up. Approval
  Authorization form should be completed and faxed
  to Travel Encumbrances at 706-542-6767. Form
  located at http//www.busfin.uga.edu/forms/appro
  val_auth.pdf

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Approval Path Form

• Recommended to have more than one approver at
  each approval level
• Provide MyID, not Financial Accounting System ID
• Departmental paths preferred
• Form must be signed by Department Head or person
  with budgetary responsibility for the account.
• Allow 3-5 days for processing

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Tabs

• Once logged into the system the home page will
  display your user menu to the left. There is a
  tab for eCheck and one for eTravel. The red
  tab will always be your active tab. For this
  section of the demo, leave eCheck as your active
  tab.

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Menu Options

• You should have 4 groups of menu options
• Create eCheck Requests
• My Check Requests
• My Departments Requests
• Check Request Search

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Create eCheck Requests

• This group allows initiators to create their
  eCheck requests based on the vendor/payee
  address. If the payee address is a U.S.
  location, select U.S. Payment Address. If it is
  a foreign address, then select Foreign Payment
  Address.

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My Check Requests

• The My Check Requests grouping will allow users
  to see how many requests they still have in
  initial entry (those not approved to anyone) and
  how many requests that have been rejected back.
  Users are only allowed to have 5 requests in
  initial entry.
• The All Requests sub-group allows users to search
  and retrieve electronic check requests from past
  months and fiscal years. Request initiated in
  the current month will automatically display.

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My Departments Requests

• This functionality is for approvers. This will
  display requests awaiting my approval and those
  awaiting lower level approvers (i.e. if I am 3rd
  level approver, I will be able to see requests
  that are awaiting either 1st or 2nd level
  approvers.)
• List/Search All function allows users to search
  for a specific request utilizing various search
  features.

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Check Request Search

• Users can search for a specific check request by
  utilizing the check request search feature. This
  will pull up the actual request, allowing users
  to check the details and status of the request.

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Creating a request

• eCheck

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Step 1

• After logging into the system, leave eCheck as
  your active tab. Click on U.S. Payment Address
  under your Create eCheck Requests group.
• After selecting U.S. Payment Address you should
  be directed to the following screen

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Request Information

• Type of Request-This is a drop down for the
  initiator to select the type of request. (Note
  Only use refund if you are requesting the expense
  to come from a 4 object code-Refund is not to be
  used for a general reimbursement to an
  individual.)
• Emergency/Expedite-Check if request should be
  expedited only.
• Reason for Other-Must indicate what request
  type is if Other was selected as type of
  request
• Expedite/Emergency Reason Justify why request
  is expedite/emergency.

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Remit to Individual/Company

• Payee type Individual, company on file (has
  done business with UGA before,) company not on
  file.
• If individual, enter social security number of
  person. All digits except for the last four will
  be masked.
• To see if company is on file, click on (Search)
  next to Vendor (right under SSN box). Once you
  click on search the following box will appear.

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Remit to cont.

• Enter the vendor name and search for it to see if
  the remit to address is on file.

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Remit to cont.

• If the remit to address appears, click on the
  blue vendor name. The information (address on
  file) will paste into your remit to section on
  the check request.
• If the remit to address does not appear, close
  this box and select company not on file. This
  alerts Accounts Payable that the vendor needs to
  be created in our database before payment can be
  remitted.
• Once you select company not on file, the
  following pop up will appear

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Company Not on File

• The IRS requires AP to collect and report
  taxpayer identification numbers. Therefore, AP
  must have a completed W9 on file for each vendor
  before payment can be remitted. This box
  provides a link to the IRS website where the form
  W9 can be located. It can be completed as an
  attachment to the check request, or faxed to AP
  separately. However, if a W9 does not accompany
  any request for a vendor not on file, additional
  processing time should be allotted.
• Vendor remit to address info should be completed
  in the address portion.

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Direct Departmental Inquiries to

• Indicate the name of the person who should be
  contacted if problems arise with this request.
• Complete phone number should be provided,
  including area code.
• No dashes

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Save Continue

• Click on save continue to move to the next
  portion of the check request.

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Description/Comments

• This is the description/comments section which
  was previously (on the pink paper request) the
  body of the request where the department told AP
  what was to be paid (i.e. freight charges for
  invoice 12345, 12/1/08.)
• Also note, the request now has a number assigned
  to it (located by the red bar that states
  Description/Comments for request number..)
• Please provide detailed information.

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Account Info

• After clicking save continue at the bottom of
  the description/comment page, initiators will be
  directed to the Account Info page. Account
  number and amount should be keyed.
• Note Approval paths must be exactly the same if
  you are using multiple accounts.

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Object Code

• For object code, select the (search) function
  beside of the object code field. The following
  box should appear

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Select Object Group

• Select Object Group is a drop down menu that will
  provide you with a list of the summary objects
  that you have budgeted on that account.

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Object Group cont.

• The initiator should select the correct summary
  object, which will prompt the system to display
  the detailed objects.

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Object Group cont.

• Scroll down the list until you find the
  appropriate object code. For the purpose of this
  demo, our object would be 72732 (freight express
  storage)
• Click on the correct object and the system will
  paste it into the object code field.

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Free balance check

• If funds do not exist to cover the expenditure,
  you will receive a warning message. There is a
  box to check indicating that you will take the
  proper steps to resolve the funding problem.
  Action should be taken immediately to correct the
  account balance.

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Summary Display
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Summary Page cont.

• Request Number click on Print Request and a
  consolidated print request document will appear.
  See next slide.
• Click on Print Request at the top of the new
  document to send print command to printer.

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Summary Page cont.

• Request Status Click on View History to locate
  current status of the request.

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Summary Page cont.

• Anything displayed in blue can be
  changed/modified.
• Delivery Information Click on Add/Change
  Delivery Information to add notes for a check to
  be held for pickup. Use this for exceptions
  only!
• Supporting Documents Honoraria can only be used
  where there is an invoice to accompany the
  request and no signature is required.
• Print Fax Cover Sheet Click on this to generate
  a cover page if you are faxing your backup
  documentation. The electronic check request
  number will automatically print on the cover page.

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Attaching Documents

• Under Digital Attachments on the summary page,
  click on Add A File and the following box will
  pop up.

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Attaching Documents cont.

• Click on browse to go to your computer desktop.
  From there you will be able to select your backup
  (invoice) that you would have ideally scanned
  prior to beginning the electronic check request.
  Once you have selected the file and the name
  appears in the display box, click on upload file.
  
• Your file will then display under the Digital
  Attachments heading.

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Select Action

• Scroll all the way to the bottom of the summary
  page and you will see a box that says select an
  approver. See next slide.

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Select Action cont.

• Click on the drop down arrow to show your next
  level approvers.
• If no approvers display in this box, the approval
  path for the account that you are using does not
  exist. You will need to complete the approval
  path authorization form and send it to AP for
  processing.

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Select Action cont.

• Once you select your approver, click on Approve
  and forward request. You should see a green line
  display at the top of the request indicating,
  Check request approval submitted successfully.

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Approvers

• Email notifications will be sent (nightly, not
  real time) to the individual selected as approver
  at the bottom of the request (the persons name
  selected from the drop down menu in the approver
  box at previous level.) Any other approver that
  is on the same level as the person chosen will
  not receive an email notification. However, in
  the event that the person selected is not in,
  someone else at that same level can approve the
  request.

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Approving Requests

• When the approver receives their email
  notification and logs into the system, they will
  go to Awaiting My Approval, a group on the left
  side of the main menu. There should be a (1)
  beside of Awaiting My Approval (if more than one
  request is awaiting their approval, the total
  number of requests to be approved will display.)
  The approver should click on the (1) and they
  will be redirected to a page that lists the
  requests to be approved.

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Approving requests

• The approver will click on the blue check request
  number. It will open up the summary page. The
  approver should review the request and scroll to
  the bottom of the page and approve it on to the
  next level or reject it back to the previous
  level. If you reject a request, you must
  indicate a reason why the request is being
  rejected.

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Checking Status of Requests

• If you receive an email that one of your requests
  has been rejected, log into the system and go to
  the My Check Requests section on the left. Click
  on the (1) beside Rejected. It will pull up the
  request number that has been rejected. Click on
  the blue request number and the summary page
  will display. At the top of the request, you
  will see the reason for rejection. Beside the
  request number, you click View History to see who
  rejected it. Please check this information
  before calling Accounts Payable to ask why it was
  rejected. Often times, it isnt AP that has
  rejected it.

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View History

• As initiators to view the history of a request,
  you can log into the system and click on All
  Requests (under the My Check Requests grouping.)
  The following screen will appear.

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View History cont.

• Click on View History to the right of the screen.
• This screen will allow you to see who has had the
  check request for what amount of time. It also
  will display who rejected the request in the
  event that it was rejected.

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eTravel

• Creating a Travel Authorization

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Approval Paths

• Travel authorization approval paths are set up
  separately from eCheck request approval paths.
• To establish a path for a travel authorization,
  complete the Approval Authorization for E-Travel
  request form located at http//www.busfin.uga.edu/
  forms/auth_ETravel.pdf

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Creating a Travel Authority (TA)

• Sign into the electronic check request system at
  https//webapps.ais.uga.edu/PCFA/servlet/CFALogout
  
• Click on the eTravel tab (tab should turn to a
  red background to show active tab.)

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E Travel Tab Options

• Create Travel Authorizations Used to create a
  TA
• My Travel Authorizations Used to check the
  status of travel authorizations
• Create Travel Check Requests Used to submit
  reimbursement requests for travel
• Travel Authorization Search Allows users to
  search for a TA by TA number.

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Creating a Travel Authorization

• Click on Create at Travel Authorization in
  blue.
• The following screen should appear

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Creating a Travel Authorization

• Travel Authorization Information Self
  explanatory
• Account Number Enter funding account info.
• Reimbursement Type Choose from drop down
  Domestic travel, foreign travel, employee
  mileage. If you anticipate any mileage to be
  reimbursed, enter an amount for employee mileage.
  
• Amount Fiscal Year Enter amount to be
  encumbered fiscal year to encumber from.

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Itemized estimate of costs

• Enter estimates for each line. Total of
  estimates must equal amount to be encumbered in
  account section.
• Mode of Travel Select from dropdown Rental
  vehicle, personal vehicle, university vehicle,
  plane, other. If you select plane, a box will
  appear for you to indicate if the airfare will be
  direct charged to UGA. You must select yes or no
  from the drop down option. If you select yes,
  another drop down will appear for you to select
  the approved travel agency from.

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Creating a travel authorization

• Nature of Official Business Brief explanation
  of what business purpose for trip is.
• Dates absent from campus, location while absent,
  and who will handle classes/business while absent
  should be provided.
• Detailed justification Provide as much detail
  as possible as to why it is important that this
  trip be approved. The more information you can
  provide, the better.
• Department contact information Person we should
  contact if a problem arises with the TA approval
  process.
• Save Continue
• Scroll back to the bottom of the screen to select
  approval options.

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Approving travel authorizations

• Approver will receive email notification of a
  travel authorization awaiting their approval.
  (Nightly email, not real time)
• User will log into eCheck system, click on
  eTravel tab and look under My Travel
  Authorizations.
• User will click on Awaiting My Approval (1)
• Authorization number will display. Approver
  clicks on number to display authorization
  details. Scrolls to the bottom after reviewing
  and approves/rejects accordingly.
• Rejections must include an explanation.

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Creating Travel Check Requests

• Travel reimbursement check requests are created
  under the eTravel tab. However, once the request
  is submitted on for approval by the initiator,
  the request will become part of the eCheck system
  (since it is a check request.)
• Users will check the status of travel
  reimbursements under the eCheck tab.

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Instate Travel Reimbursements

• Under eTravel tab, click on In State Travel under
  the group named Create Travel Check Requests.

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Instate Reimbursement Request

• Click Emergency/Expedite if needed. Give
  Emergency/Expedite reason if selected.
• Remit to Individual/Company Operates same as
  remit to section for E Check Request.
• Direct departmental inquiries to Who needs to
  be contacted if a problem arises with request.
• Save Continue

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Description Screen

• Description Give info on what the trip was for.

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Account Screen

• Enter account number.
• Object codes are as follows
• 64100-domestic travel
• 64150-Mileage. Mileage must be split into a
  separate object code.

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Summary Page

• Summary page will display. Go under digital
  attachments to load an attachment. Click on
  Print Request (Top left beside request number) to
  print a copy of the request for your files. To
  print fax cover page (if not scanning and
  attaching the document) scroll down to Print Fax
  Cover Sheet (right above red bar for Select
  Action.
• Review to verify info is correct, scroll to the
  bottom of the page and approve.

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Out of State Travel Reimbursement

• Everything is exactly the same as the instate
  request with the exception of two things in the
  request information section.
• Type of Request Drop down for individual or
  Studies Abroad.
• Travel Authorization number. Enter the TA number
  in this section. If the TA number starts with a
  2, click on Retrieve Authorization. If it does
  not start with a 2, DO NOT click retrieve
  authorization.
• TAs starting with 2 were completed as an
  electronic TA and therefore the system has
  information to retrieve.

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Additional Routing

• Approval routing for Contracts Grants is
  already programmed into both system. When
  establishing your approval paths, you do not need
  to include Contracts Grants.
• Approval routing through the Office of
  International Education for foreign travel is
  already programmed in.

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Questions?

• Accounts Payable [phone]
• http//www.busfin.uga.edu/accounts_payable/