Transcript Slide 1

Expense Report Training
smartdata.gen2
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
Agenda
 Expense Reporting Overview
 User login
 User roles
 Viewing and approving Expense Reports
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 2
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
January 2014
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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
Page 4
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
Page 5
Approver Login: Home Screen – User Role
 Approvers will likely have multiple ‘User Roles’ in smartdata.
–
Level Manager with your department name – Allows you to approve expense reports for your direct reports
as well as monitor transaction activity for same
–
Level Manager with only your name – Allows you to approve your own expense reports created by a
reconciler as well as view your own transactions
–
Cardholder – Allows you to create your own expense reports
–
NOTE: if someone is creating expense reports on your behalf you will not have a cardholder role and will only have the
level manger role(s)
 Click on the drop down link on the home page to toggle between the different user
types and the screen will refresh to display that role
–
Future logins will default to the role you were using when you last logged out.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 6
Approving Expense Reports: Selecting and Viewing
 From the Program Activity Section on the Home Page you will see a list of Expense Reports
Pending Approval
 Up to five expense reports are displayed on this screen. If you have more click the View All >
hyperlink to go to the Expense Report List screen to view all reports pending your approval
 Click on the blue hyperlink to view the expense report you want to approve
 You will receive an email notification when a cardholder submits an expense report requiring
approval
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 7
Approving Expense Reports: Reviewing
 You will see a summary
view of the Expense
Report
 Use the Progress Panel
to navigate to the Split and Cost
Allocate screens so that you can
view details for each transaction
 You can also use the progress panel
to navigate to the Mileage and Cash
screens to review that detail if
applicable.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 8
Approving Expense Reports: Reviewing Cost Allocation
 Clicking on the Expand All link opens all of the transactions at once for reviewing
 Clicking on the Collapse
All link closes the
allocation screens
 You can also click on the
allocation icon
to
view one transaction at a
time
 Once opened, review the
FOAPAL coding and
description detail entered
by the cardholder in the
account allocation
screens.
 If the coding needs to be
updated you can reject
the Expense Report on
the Review Tab which
sends the Expense
Report back to the
cardholder so they can
make changes.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 9
Approving Expense Reports: Viewing Receipts
 View receipt images that may be
attached to the expense report
by clicking on the View Receipt
Icon.
 While viewing the receipt image you can
Print or Download the receipt
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 10
Approving Expense Reports: Approving, Rejecting, Printing
 Once you have reviewed
the Expense Report details
navigate to the Review
screen
 Here you have the option to Approve or
Reject the Expense Report.
 Click Approve to approve the Expense
Report. The Expense Report will be
routed to the Finance Department for
closing.
 Reject the Expense Report by entering
information for the rejection in the
comments box and then clicking the
Reject button. This sends the
Expense Report back to the cardholder
for further editing.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 11
Approving Expense Reports: Expense Report List Screen
 Once you Approve or Reject an Expense Report you will be taken to the Expense Report List Screen shown below.
 It will be filtered by Expense Reports that are currently assigned to you for approval. If you have none pending, there
will be nothing listed. If you have additional reports to review and approve, click on the blue link for each one to view
and continue the approval process
 Uncheck the Assigned box and click Search to view a list of all Expense Reports and their status.
 Expense Reports you just approved will show the pending Approver as the Closing Group.
 This screen may be accessed at any time by choosing Manage Expense Reports from the Financial Tab on the
Home Page.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 12
Viewing all transactions and Expense Report Summary report
 You can view all transactions for cardholders in your hierarchy at any time by navigating to the Account Summary
menu option on the Financial Tab
 Filter the view by date range and transaction status as needed and click Search
 There are reports that will
provide information regarding
the status of Expense Reports:
— Account Status
— Approver Summary
Expense Report
 From the Reports Tab choose
Schedule Report to run these
reports. They will be delivered
to your smartdata inbox.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 13