Transcript Slide 1

Slide 1
FastFacts
Feature Presentation
October 28th, 2008
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-322-9648
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
Entering Non-Travel related expense reimbursements
Slide 3
Today’s Presenter
Bob Sicoli
SAP Trainer for the Johns Hopkins Health System
Slide 4
Session Segments
Presentation
Bob will show you how to enter Non-Travel related expense
reimbursements
During Bob’s presentation, your phone will be muted.
Q&A
After 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.
Slide 5
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:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
Survey
Survey
At 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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Entering a Non-Travel Expense
Reimbursement
Slide 8
Agenda
Today we will cover …
1. What is a non-travel expense?
2. Entering expense reimbursements for non-travel expenses.
3. Sending the invoice image to Accounts Payable Shared Services.
Scenario:
Anna attended a one day seminar in DC and needs to be reimbursed
for conference fees, parking, and mileage.
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1. What is a Non-Travel Expense?
Slide 10
Definitions of Non-Travel Expenses

What is a Non-Travel Expense?
- Non-Travel Related Exp - a form for entering expenses into SAP.

When do I use this form?
- When you have an expense or expenses that were incurred in a ONE
DAY timeframe, not an overnight stay.
- Can also be used to combine non-travel expenses for a larger period
of time (such as mileage over a period of time in which you have a log
kept outside of SAP).
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2. Entering a Non-Travel Expense
Reimbursement
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WebGUI and WinGUI
The screen shots in this presentation will be displayed using the
WebGUI interface in the Johns Hopkins version of SAP.
This process is the same in the WebGUI and WinGUI. The main
differences are in accessing the modules and the navigation
buttons.
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Entering a Non-Travel Expense Reimbursement
Access the Travel Manager
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Entering a Non-Travel Expense Reimbursement
Change the personnel number, if necessary.
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Entering a Non-Travel Expense Reimbursement
Change or search for the personnel number, if necessary.
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Entering a Non-Travel Expense Reimbursement
Enter the search criteria and press Start search.
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Entering a Non-Travel Expense Reimbursement
Select the personnel number from the list by double clicking.
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Entering a Non-Travel Expense Reimbursement
After you enter or locate the personnel number, click the green check.
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Entering a Non-Travel Expense Reimbursement
Verify that you are in the ‘Travel Manager’ file for the person you want.
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Entering a Non-Travel Expense Reimbursement
Click ‘Create Travel Expense Report.’
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Entering a Non-Travel Expense Reimbursement
Choose the trip schema Non-Travel Related Exp from the dropdown.
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Entering a Non-Travel Expense Reimbursement
The Non-Travel Expense Report form will appear. Enter the date of the
expenses and a reason for trip.
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Entering a Non-Travel Expense Reimbursement
Click the Alternative Cost Assignment for Entire Trip, If Different to Master CA
button and then the Cost Distribution button.
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Entering a Non-Travel Expense Reimbursement
When the pop-up appears, enter the ‘% Distrib.’ and ‘Cost Center’ or Order
number and click the green check.
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Entering a Non-Travel Expense Reimbursement
If there is mileage that needs to be reimbursed, expand the ‘Mileage and
Per Diem Reimbursement’ section and enter the miles.
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Entering a Non-Travel Expense Reimbursement
Scroll down to the ‘Expense Receipts’ section.
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Entering a Non-Travel Expense Reimbursement
Choose the type of receipt to reimburse from the dropdown menu.
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Entering a Non-Travel Expense Reimbursement
Enter the amount and other required information and click ‘Transfer.’
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Entering a Non-Travel Expense Reimbursement
If there is another receipt, choose the type of receipt to reimburse from the
dropdown menu. Enter the amount and other required information; then
click Transfer.
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Entering a Non-Travel Expense Reimbursement
Continue to enter your receipts until you have them all in the system. Click
the ‘Results’ button to print a copy of the report.
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Entering a Non-Travel Expense Reimbursement
The amounts of the report will be totaled. Click ‘Tools’ → ‘Print.’
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Entering a Non-Travel Expense Reimbursement
In the WebGUI, make sure the ‘Output Device’ is LPDF – Frontend Printer.
Click the green check.
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Entering a Non-Travel Expense Reimbursement
A PDF document will be created that you can print. Close the windows to
exit. Use the back button to return to the expense report.
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Entering a Non-Travel Expense Reimbursement
When you click the ‘Save’ button the first time, a trip number will appear.
You must click the save button again to submit for approval.
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Entering a Non-Travel Expense Reimbursement
Clicking ‘Yes’ will submit your expense report for approval.
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3. Sending the invoice image to
Accounts Payable Shared Services.
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Entering a Non-Travel Expense Reimbursement
Here is the information Accounts Payable Shared Services needs to
process you expense report:
All receipts must be taped down to 8 ½ x 11 sheet of paper,
unless the receipt is an 8 ½ x 11 sheet of paper.
Include the ‘Trip #’ on the top right hand corner of each
page of receipts.
Receipts are to be numbered according to the expense
number assigned on the expense report.
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Entering a Non-Travel Expense Reimbursement
You must send an image copy of the receipts to Accounts Payable
Shared Services.
Two options:
1. The preferred option - scan your document to create a PDF
document and save it on a drive or your computer. Then store it as
a business document against the expense report. (Directions to
follow).
2. The second option - fax it to Accounts Payable Shared Services
using the fax cover sheet found at:
http://ssc.jhmi.edu/accountspayable/forms.html
Look for the Travel & Business Expense Reimbursement
Supporting Documentation Cover Sheet in the ‘Travel Forms’
section. Follow the guidelines for faxing at the bottom of the form.
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Storing a Business Document to an Expense
Reimbursement
Save the scanned image to your computer. Access the expense
report again by clicking the report link on the ‘Travel Manager’ page.
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Storing a Business Document to an Expense
Reimbursement
You can also access the expense report again by clicking on List of
All Trips. Then …
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Storing a Business Document to an Expense
Reimbursement
Double click on the Travel Expenses for the trip in the Open Trips
folder.
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Storing a Business Document to an Expense
Reimbursement
Look for the ‘Services for Objects’ icon. (WebGUI – upper right, Win
GUI- upper left.)
Click the paper on the right. Click Create →Store business document.
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Storing a Business Document to an Expense
Reimbursement
Double click ‘Travel Expense document-PDF format ONLY.’
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Storing a Business Document to an Expense
Reimbursement
Locate your expense report scanned PDF document and double click it.
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Storing a Business Document to an Expense
Reimbursement
After the file loads, click the green check.
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Storing a Business Document to an Expense
Reimbursement
You can view the stored document in the ‘Attachment list’ using the same
‘Services for Objects’ icon.
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Storing a Business Document to an Expense
Reimbursement
Double click the listed document to view.
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Storing a Business Document to an Expense
Reimbursement
A document viewer will appear. Use the page navigation for multipage
documents. Use the ‘Back’ button in SAP to return to the expense report.
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Storing a Business Document to an Expense
Reimbursement
Use either ‘X’ to return to the expense report.
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Storing a Business Document to an Expense
Reimbursement
You do not need to save the document again after you store a business
document. Use the ‘Back’ button in SAP to return to the main ‘Travel
Manager’ screen.
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Conclusion
Today we covered:
1. The definition of a non-travel expense and when to use the form.
2. Entering expense reimbursements for non-travel expenses.
3. Sending the invoice image to Accounts Payable Shared Services.
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Additional Resources
Training:
Health System – OD&T – Anna – 410-735-7065
http://www.hopkinsmedicine.org/jhhr/Organization/sap
University – Learning Solutions – Kathie - 443-997-6453
http://training.jhu.edu/html/Main/default.asp
Support:
Shared Services – www.ssc.jhmi.edu
Accounts Payable Shared Services - 443-997-6688
SAP Support – www.jhu.edu/hopkinsone
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Q&A
We’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: [email protected]
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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!