1. Image by: Lisa Vallad (2009).

2. PSC is switching to a new Expense System

3. Why are we doing this?

4. “I make a lot of travel arrangements as part of my job. I also make a lot of purchases on the University Procurement Card. Both of these processes involve so much time and paperwork.”

5. “I wish there were some way to streamline travel and expense reports… …that would give me time to concentrate on what I really do.”

6. In the new Expense System… Currently… All You use different websites for different aspects of travel (authorization, Per Diem calculation, gas prices, etc.) All of these tasks are handled in the expense system, saving time and money. You use the Telnet Secure Shell to allocate and itemize expenses and submit receipts by campus mail. Payment Vouchers, Employee Reimbursement and other procedures require paper forms.

7. In the new Expense System… Currently… Forms Your Self-correcting electronic forms are accessed online in one convenient site, eliminating excess paperwork and reducing error. Delegates can be assigned to certain tasks to save you even more time. Hard copies of forms and reports mean lots of paperwork to keep track of. Making a mistake on a form can add days, sometimes weeks to approval and payment processes. Your busy schedule is not always compatible with the time bound expense system tasks.

8. Let’s take a look at how the new Expense System will work

9. Logging In

10. Enter your University user name and password

11. Click MY.TOOLS

12. Click Open CU Expense System

13. How to submit Procurement Card Reports

14. Approval Certify & Submit Itemize & Allocate Attach Receipts Building your report Adding Expenses Report Header

15. Report Headers

16. This section shows you charges that can be added to the report Click New Expense Report

17. From the Policy drop down menu, select Procurement Card

18. You will have a chance to change the SpeedType later Give the report name: Last name-Proc-Month Year

19. Add Expenses

20. 2) Click Import 1) Check the boxes of the expenses you want to add to the report Expenses will appear on the left

21. Allocate & Itemize

22. 2) Add Business Purpose 1) Check the box next to the item you want to allocate 3) Click Allocate

23. 1) Enter SpeedType 2) Click save

24. It’s possible to allocate to multiple SpeedTypes. Just be sure that the percentages add up to 100%

25. Attach Receipts

26. From the Print pull-down menu, select CU Fax Receipt Cover Page

27. Print fax cover page

28. Fax or scan all of the receipts required for the expense report. You can use a plastic cover sheet to fax small receipts

29. You can check to make sure your fax or scan uploaded; it usually only takes a few minutes.

30. Certify & Submit

31. Once your receipts are uploaded, Click Submit Report

32. Take a moment to review your report Click here to certify and submit your report

33. Would you like to see some demonstrations? Report Headers Attach Receipts See It See It Try It Try It Add Expenses Certify & Submit Try It See It See It Try It Allocate & Itemize See It Try It

34. For more information, visit PSC’s Expense System Microsite Or call the Finance & Procurement Help Desk: 303-837-2161

35. Thank you Lisa Vallad Diana George Ann Cline