Transcript Slide 1

Expense Report Training
smartdata.gen2
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
Agenda
 Overview of Expense Reporting
 Logging on
 Creating an Expense Report
 Account allocation
 Splitting transactions
 Adding receipt to transactions
 Adding mileage transactions
 Adding out-of-pocket transactions
 Submitting for approval
 Printing Expense Reports
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Expense Report Management Introduction
 The expense reporting feature allows Smith College to do workflow-based
expense management. The expense report workflow and approval steps are
defined by the College to help meet their expense approval business needs.
Expense Report Features and Work Flow Process
Create Expense
Report & Select
Transactions
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
Split & Allocate
Transactions
Add Mileage &
Cash Expenses
Submit
for Approval
Approving
Manager can
reject or
approve
Closing Finance
Group can reject
or close the
report
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User Login
 Application Access: Click, type
or copy and paste the link below
into your browser (save as a
favorite for easy access)
https://smartdata.jpmorgan.com/
 You will receive two emails from
MasterCard Worldwide. One
containing your User ID and the
other one containing a temporary
Password.
 User IDs and Passwords are
case-sensitive.
 Use these credentials to login for
the first time. You will be
prompted to change your
password and enter additional
data.
HINT: Copy and paste the temporary password from
the email into the application.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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User Login: New Password and Security Questions
 Enter the temporary password (copy and paste)
 Create a new password – must be 8 digits and contain
at least 2 numbers
 Choose a password reset Security Question from the
list and enter your answer
 Click Submit
 You will now be prompted to setup 3 Challenge
Questions and Answers
 You will be required to answer one randomly selected
Challenge Question each time you login
NOTE: User IDs and Passwords are case sensitive.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Cardholder Login: Home Screen
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Account Activity – at-a-glance view of existing expense reports – status, amount and date submitted
Non-Expensed Transactions – cardholders can quickly see the last 5 outstanding transactions
Inbox - where you find Expense Reports you have scheduled to print
Resource Center – View Smith College expense policies as well as other helpful information
Create New – allows easy creation of a new expense report
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Creating Expense Reports: Step 1 - Selecting Transactions
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Easy-to-follow wizard navigation with Progress Panel
Read the customized instructions at the top of the screen
Change the report description to month name and year
Select the appropriate transactions
Note: Transactions may take 24-48 hours to load into the application after they post to your card account. Some
merchants, such as taxis, may take longer to post than others.
 Click the Next Button at the bottom of the page
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 2 – Split and Cost Allocation
 Cost Allocate transactions by clicking on the cost allocation icon
to allocate
transactions one at a time
 Click the “Expand All” link to open all transactions for allocation at the same
time
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 2 – Split and Cost Allocation cont…
 Select the Personal check box if the transaction was accidentally charged to Smith College for a personal purchase
 Upload a receipt image for each transaction by click the Add Receipt Icon
 Enter the required details of the transaction in the Expense Description field if the Expense Type is not populated
 Enter the required information in the Expense Type fields if the Expense Type dropdown box is populated
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 2 – Split and Cost Allocation cont…
 Enter/confirm the correct value is in the Fund, Org, Account or Org and Account fields. (required) If using fund
other than 101010, that fund number is required.
 If applicable, enter a value in the Program, Activity, Location and Index fields.
 “Copy to All on Page” can be used to copy the cost allocation values you choose in one transaction to all
transactions on the page. Note: This will not copy the Expense Description to all transactions, only the cost
allocation values.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 2 – Tips and Saving Your Work
 Tip: When selecting a value from a drop down list, you can start typing the value number in the Starts With: box to
quickly jump to the value in the list. When you see the correct value, click on the value with your mouse to select.
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Tip: Press Next, Back or Save buttons to save changes on any workflow screen. On the Split and Cost Allocate
screen, pressing the Split
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
, Transaction Detail
, or Addenda
icons will save changes too.
January 2014
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Create Expense Report: Step 2 – Splitting Transactions cont….
 A transaction can be split into parts so each part can be cost allocated to a different accounting
code.
 Each split has its own accounting details which may include purchase details, expense descriptions
and accounting codes. All split amounts must add up to the total for the transaction
 To split a transaction, click on the split icon
next to the transaction to open the split transaction
screen
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 2 – Splitting Transactions cont….
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You will be able to split by Amount or Percentage – choose from the Split By: drop down
Specify the number of splits needed in the Split(s) box and click ADD
The transaction will be evenly split. Update the split amounts in either the amounts or percentages column
The Totals: row will total your splits and show if you are out of balance
Click Save once you are in balance to apply the splits and activate the account allocation screens for your splits
Go into each split by utilizing the account allocation icon
or clicking the expand all link and update the coding
Click Save again to apply your changes
Click on the Expense Report hyperlink at the top of the page to return to your expense report
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Creating Expense Reports: Step 2 – Attaching Receipts
 Select the receipt
status from the
drop down list
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
 Click on the receipt icon
to attach an image of the receipt
to the transaction
January 2014
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Creating Expense Reports: Step 2 – Attaching Receipts cont…
 Receipts can be attached at the transaction level or at the end of the expense report. If you choose
to attach receipts at the end of the expense report all receipts must be scanned into one document.
 Below is an illustration of a receipt attached at the transaction level
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Transaction with a receipt image attached
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Transaction without a receipt image attached (green arrow)
 If your transaction has a red icon in the Additional
Information section, click on the icon to view the
information sent by the merchant. If the data matches
your receipt, you do not need to upload a receipt for that
transaction.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Creating Expense Reports: Step 2 – Attaching Receipts cont…
Attaching receipts at the Transaction Level:
 Click on the “Upload” icon
next to the corresponding transaction.
 The “Add Receipt” box appears
 Browse local drives for your saved
receipt file
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Receipt files must be .pdf, .jpg or .png
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The file size limit is 4 megabytes
 Click “Add” button to complete
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Creating Expense Reports: Step 2 – Attaching Receipts cont…
Attaching receipts at the
Expense Report Level:
 The last step in creating an
Expense Report takes you to the
Review screen. From this
screen click “Add Receipt”
button to add another receipt file,
if needed.
 All images to be attached here
must be scanned into one
document.
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Receipt files must be .pdf, .jpg
or .png
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The file size limit is 4
megabytes
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Creating Expense Reports: Step 2 – Viewing Receipt Images
 Click on the receipt icon
for the
transaction to view the receipt image
attached
 The receipt will pop up in a window to
view
 View/Print/Download
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Print an image of receipt
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Download an image file
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Delete an image if needed
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 3 – Entering Mileage Transactions
 Click the Next button to navigate to next process in the workflow which is Mileage
Transactions.
Note: If you do not have Mileage or Cash transactions you can skip those screens
by clicking on the Submit for Approval workflow link.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 3 – Entering Mileage Transactions
 Click the “Add” button to add a line to enter your mileage transaction
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 3 – Entering Mileage Transactions
 Fill in all of the information and click “Next” to move the Cash Transaction page.
Note: The Debit/Credit Code on this screen is asking the question, “Does this transaction debit the college or credit
the college?”. This field defaults to Debit for mileage and cash transactions. There is no need to change it.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 4 – Entering Cash Transactions
 Click the “Add” button to add a line to enter your out-of-pocket expenses
 Fill all of the information, add your receipt image and click “Next” to submit your expense report for approval
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Create Expense Report: Step 5 – Submit for Approval
 The approval screen is a
recap of your expense report
 The amount due employee is
the total of your mileage and
cash transactions less any
personal transactions
 Click Add Receipt to add an
additional receipt
 Click the Schedule button to
generate a hard copy of your
expense report which will be
emailed to you
 Click the Submit button to
submit to your manager for
approval
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Expense Report List Screen – Status and Rejected Reports
 Once you submit your expense report for approval you will be taken to your Expense Report List. You can navigate
to this screen anytime from the Home page or through the Expense Report menu option “View Expense Reports”.
 You will see the status of your expense reports and the pending approver for your expense reports.
 Click on the blue link for your expense report to open the report. You will be able to continue working on reports you
started but have not submitted or print schedule an expense report to be created in PDF and sent to you.
 If your expense report was rejected, click on the history icon
to open the comments and view why the expense
report was rejected.
 Click on any of the blue hyperlinks for your expense report to open the report. You then will be able to update and
resubmit your expense report.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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Expense Report List Screen – Printing Expense Reports
 You can create a pdf copy of your
expense report from the approval
screen before or after it has been
submitted by clicking the schedule
button. You will receive an email
from “Online Reporting”
containing a zip file which houses
your expense report and all the
attached images.
 The report will also appear in the
smartdata inbox on your home
page.
 The zip file is password protected
with the password you use to login
to smartdata.
 When you click on any of the
documents within the file you will
be prompted to enter your
password.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
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