Expenses


Introduction


This page contains the SMART training materials associated with the SMART Expenses module. The SMART Expenses training materials are organized into the following sections:

Job Aids                                         
Queries    
Training Guides     

   

  • Each training material section on this page contains the following elements:
    - A blue section header, containing the heading for the section.
    - An overview of the training materials within the section, located beneath the section header.
    - The training materials for the section displayed in a list format, located beneath the section overview.

  • Each section of training materials contains training material items such as training guides and job aids.
  • Each list of training materials is displayed in alphabetical order, by title (of the training items).
  • Each training material item is presented with a brief summary that describes the contents of the training material.
  • To view the contents of a training document, simply click the title of the training document.
  • Some training documents may appear in more than one section (if they pertain to multiple sections).

EX Job Aids


  • Add Attachments
    This replaces the following job aids: Adding Attachments to Cash Advances, Adding Attachments to Expense Reports, Adding Attachments to Travel Authorizations.
    DOCX, 304.64 KB

  • Add or Update an Employee Profile
    This replaces the following job aids: Adding a Bank Account to an Employee Travel and Expense Profile, Adding an Expense Payee, Adding a Non-Employee for Travel and Expenses 11-29-12.
    DOCX, 497.75 KB

  • Budget Date Change Request
    This job aid contains information about submitting a Budget Date Change Request.
    DOCX, 200.24 KB

  • Canceling Travel Authorizations
    This job aid will help you cancel a Travel Authorization.
    DOC, 398.00 KB

  • Correcting Paid Expense Reports When Prepaid Issues Exist
    This training guide gives instructions to correct paid expense reports when prepaid issues exist.
    PDF, 843.76 KB

  • Creating Cash Advances
    Step-by-step instructions for creating a Cash Advance.
    DOCX, 911.75 KB

  • Creating Expense Reports
    This topic discusses how to convert expense transactions into expense reports that meet your auditing standards and approval policies.
    DOCX, 1.02 MB

  • Creating Expense Reports January 1 2016 or later
    This example will assist you when entering expense reports with expense dates of January 1, 2016 or later.
    DOCX, 2.08 MB

  • Creating a Journal Expense Report
    This job aid gives instructions on how to create a journal expense report to change the ChartField accounting distribution for an expense report line(s) after the expense report has been paid.
    DOCX, 285.80 KB

  • Creating Journal Expense Reports - Training Guide
    A Journal Expense Report created in the Travel & Expenses module will change the ChartField accounting distribution for an expense report line(s) after they have been paid.
    DOCX, 2.29 MB

  • Creating Travel Authorizations
    Travel authorizations allow employees to submit a request prior to travel that requires approval by their respective supervisor.
    DOCX, 1.65 MB

  • Default ChartField Values
    This training guide gives instructions for the agency's Travel and Expense Maintainer to update the ChartField element of an employee's profile.
    PDF, 778.22 KB

  • How to Find an Expense Report Number or an Employee ID
    This training guide gives instructions on how to find an expense report number or an employee ID in SMART.
    PDF, 759.84 KB

  • Reassigning Approvals
    This training guide gives instructions for Travel & Expenses approvers or administrators to reassign transactions to be approved between the queues of various approvers.
    PDF, 652.31 KB

  • Reviewing Historical Payment Data for Travel and Expenses
    This job aid provides agencies with a way to look up historical payment information. Agencies will be able to view data for payments including the payment method, payment date, payment reconcile status, and supplier/employee address associated with the payment.
    DOCX, 384.21 KB

  • Setting Up Proxies
    This training guide gives instructions for setting up proxies who enter expense transactions on behalf of an employee.
    PDF, 676.65 KB

  • Status Field on an Expense Report
    This job aid gives an explanation of each status on an Expense Report.
    DOCX, 155.17 KB

  • Updating Department Approvers
    This training guide gives instructions for an agency's T&E Maintainer or T&E Workflow Maintainer to update an agency's approval structure.
    PDF, 1.04 MB

  • Updating Employee Supervisor in T & E
    This training guide gives instructions for an Agency Travel & Expenses Maintainer to update the supervisor in an employee's profile.
    PDF, 683.75 KB

  • Updating Fiscal Approvers
    This training guide gives instructions to update Fiscal Approvers. On occasion, changes in business processes or employee changes necessitate an agency add or remove the persons designated to approve travel expenses for other staff members.
    PDF, 895.43 KB

  • Workflow Maintenance Supervisor Setup
    Instructions for an agency Travel & Expense Maintainer to setup an employee's supervisor as part of the employee's profile.
    PDF, 801.59 KB

  • Withdraw a Submitted Expense Report
    An Expense Report can be withdrawn once it has been submitted into workflow and has a “Submitted” or “Submitted for Approval” status.
    DOC, 412.50 KB

  • Expense Types and Payment Types -  When creating expense transactions, it is very important to select the right combination of Expense Type and Payment Type.  Selecting the right combination allows the SMART system to generate the appropriate accounting entries.  Selecting an improper combination will result in either a positive or negative Prepaid account balance which will have to be corrected on a separate transaction. 

  • Reviewing Accounting Entries for Expense Reports - The Expense Report Accounting Entries page is a very helpful tool that provides a link between Expense Report accounting entries and the GL Journals on which they are recorded.  After expense reports have been paid and posted, users may wish to review the related accounting entries. 

EX Queries