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Welcome to State of Michigan Time & Expense Processing Reports Reports Tutorial Brought to you by the Office of Financial Management
Welcome to State of Michigan
Time & Expense Processing
Reports Reports Tutorial
Brought to you by the Office of Financial Management
List of Available Web ReportsList of Available Web Reports
Exceptions (Error/Warnings) Report (Slide 3)
Receipts Required Report (Slide 12)
Routine Traveler with No Expenses Report (Slide 19)
This report is for use in monitoring warning and errors on Expense Reimbursement requests. It can be used to determine if there a consistent pattern of exceptions for an agency, TKU or employee.
If an employee has a warning on an Expense Reimbursement request it can be submitted, approved and will process.
If an employee has an error on an Expense Reimbursement request it can not be submitted*, approved* nor will it process*.– *If the Dept. and Agency has elected to allow Coding Block errors, an
Expense Reimbursement request with coding block errors will be able to be submitted, approved and processed. Any other error will stop the progress.
The My Employees box can be checked to include only employees assigned to the supervisor on the report.
The Errors radio button may be selected to include only Expense Reimbursement requests with errors (and not warnings) on the report.
Error codes between can be used to narrow the search to specific errors.
Exception (Error) Report
Exception (Error) Report
Users can perform the following functions:
Managers and statewide access users can view the exceptions for the expense and advance reimbursements submitted by employees
The dropdowns on the report windows will be populated with only the departments, agencies and tkus for which the user has security scope as defined in DCDS
Accessing ReportsAccessing Reports
Mouse over ‘Manager’ and ‘Reports’. This will access the Reports Listing.
Select the ‘Exceptions’ report.
Managers can select the My Employees checkbox to view reports for all employees reporting to them.
Exception Report
You can also select by error code range or severity.
Click ‘Select’ to run the report.
Managers may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.
This section allows you to filter by date ranges.
Users may choose payment date and/or expense date range criteria to filter the exception reports. If the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only the exceptions associated with expense reports that had expense dates in the month of January, 2010 are shown.
Users may also choose to further filter the reports by providing an error code range. If specified, the error code range enables the user to view only those exception reports whose error codes lie in the range.
Exception Report Filtering
The records will be displayed in ascending order by Department, Agency, TKU, employee last name and employee first name by default
There will be page breaks when department, agency and TKU change
The query that produces the report data will only include current version of each expense report. Since the adjusted version of an expense report would be paid on a different day than the original version, this needs to be considered when including a Payment Date Range in the selection.
More on Exception Report Filtering
Exception Report
See the following page for Exception Report field details.
Name Description Validation Comments
Run Date System Date Read-only Header
Page Number Page Number Read only Header
Department Department number and description as of the last travel date for the records displayed
Read-only Header
Payment Date Range
Range of pay dates for which the report was created.
Read-only Header
Agency Agency number and description as of the last travel date for the records displayed
Read only Header
Expense Date Range
Range of expense dates for which the report was created.
Read-only Header
TKU TKU number and description as of the last travel date for the records displayed
Read only Header
Supervisor Name of Supervisor that is requesting report
Read Only Header. This field will only be populated when the My Employees checkbox was used as selection criteria.
Name This column displays the employee name
Read only BodyFormat = last name, first name middle name
Emp ID This column displays the 6 or 7 digit employee ID
Read only Body
Status This column displays the 4 digit Status
Read only Body
Exception Report Field Details
Exception Report Field Details - Continued
Expenses From Displays the beginning date from the Expenses Report ID tab
Read only Body. Fomat: mm/dd/yyyy
Expenses To Displays the end date from the Expense Report ID tab
Read only Body. Format: mm/dd/yyyy
Nature of Business
Displays data from the Nature of Business field on the Expense Report ID tab
Read only Body
Error Code Displays the error code for the exception
Read only Body
Error Description Displays a short description for the error in the expense report.
Read only Body
Severity The severity level of the exception.
Read only Body
Error Source Displays the tab and line item (where applicable) on which the exception occurred.
Read only Body
Name Description Validation Comments
Receipts Required Report
This report is used to identify expense reports that have not been audited. This report can be used to select Expense Reimbursement requests for post audit.
An Expense Reimbursement request is marked audit complete by clicking the “Audit Complete” button on the expense tab. An expense request is noted audited on the History tab (“AUD”). Expense Reimbursement requests that have been audited will not appear on the receipts required report.Add reference to FMG section regarding documentation and audit.
Receipts Required Report
The Receipts Required Report displays expense reports that have been submitted, but have not been marked ‘Audit Complete’ on the Expenses
tab by a Financial User.
The dropdowns on the report windows will be populated with only the departments, agencies
and tkus for which the user has security scope as defined in DCDS.
Click ‘Select’.
You can filter records based on Payment and Expense Date ranges.
You can select which employees should be included in the report based on Employee Audit Methods.
Receipts Required Report
Managers may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.
Managers can select the My Employees checkbox to view reports for all employees reporting to them.
• Users may choose payment date and/or expense date range criteria to filter the exception reports. If the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only the exceptions associated with expense reports that had expense dates in the month of January 2010 are shown.
• Users may also choose to further filter the reports by pre or post audit or both. If specified, the user will view only those records based on the value in the audit configuration.
MORE ON RECEIPTS REQUIRED REPORT FILTERING
Receipts Required Report
See the following page for Receipts Required Report field details.
Name Description Validation Comments
Run Date System Date Read-only Header
Page Number Page Number Read only Header
Department Department number of the records requested
Read-only Header
Payment Date Range
Range of pay dates for which the report will be created.
Read-only Header
Agency Department number of the records requested
Read only Header
Expense Date Range
Range of expense dates for which the report will be created.
Read-only Header
TKU TKU number of the records requested
Read only Header
Supervisor Name of the supervisor that is requesting the report
Read Only Header. This field will only be populated when the My Employees checkbox was used as a selection criterion.
Name This column displays the employee name
Read only BodyFormat = last name, first name, middle name
Emp ID This column displays the 9 digit employee ID
Read only Body
Receipts Required Report Field Details
Pre Audit Displays ‘N’ if employee is not Pre Audit or ‘Y’ if employee is Pre Audit
Read only Body
Expense ID This column displays the expense ID
Read only Body
Expenses From Displays the start date from the expense report ID tab
Read only Body
Expenses To Displays the end date from the expense report ID tab
Read only Body
Expense Payment Date
Displays the date of the Expense Payment
Read only Body
Nature of Business
This column displays the Nature of Business data from the expense report ID tab
Read only Body
ExpenseType
This column displays Travel or Non Travel data
Read only Body
ExpenseAmount
This column displays the total expense amount from the expense report
Read only Body- field is calculated
Status This column displays status of the expense report
Read only BodyStatus can be APRW, RJCT, XTCT, HSNT, PROC
Name Description Validation Comments
Receipts Required Report Field Details – Continued
Routine Travelers With No Expenses Report
This report assists in identifying “missing” Expense Reimbursement requests for employees who are considered routine travelers. This report identified routine travelers that have not submitted expense reimbursement requests within the specified timeframe. 1.If the employee has no expense reports in the date range entered, the report will display the last Expense Reimbursement request that has been, submitted, approved or processed for that employee, along with the status of the report. 2.The routine traveler designation is assigned in DCDS using the Parameters, Personnel Data, Employee Expense Profile menu.
Routine Travelers With No Expenses Report
Routine Travelers With No Expenses Report displays employees who are identified as routine travelers in their employee expense profiles that
have not submitted an expense report for the range of expense dates entered by the user.
The dropdowns on the report windows will be populated with only the departments, agencies and
tkus for which the user has security scope as defined in DCDS.
Routine Travelers With No Expenses Report Filtering
• The report will break on Department, Agency and TKU
• The records will be displayed in the ascending order of the Department, Agency, TKU, Employee last name and Employee first name
Routine Travelers With No Expenses Report
Click ‘Select’ to run the report.
You can filter records based on Expense Dates range.
Managers may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.
Managers can select the My Employees checkbox to view reports for all employees reporting to them.
Routine Travelers With No Expenses Report
See the following page for Routine Travelers With No Expenses Report field details.
The report shows the last time this routine traveler traveled. This helps to show if an expense reimbursement report may be needed.
Name Description Validation Comments
Run Date System Date Read-only Header
Page Number Page Number Read only Header
Department Department number of the records requested
Read-only Header
Expense Date Range
Range of expense dates for which the report will be created.
Read-only Header
Agency Agency number of the records requested
Read only Header
TKU TKU number of the records requested
Read only Header
Supervisor Name of Supervisor that is requesting report
Read Only Header. This field will only be populated when the My Employees checkbox was used as a selection criterion.
Name This column displays the employee name
Read only BodyFormat = last name, first name middle name
Emp ID This column displays the 9 digit employee id.
Read only Body
Emp Status This column will display the employee’s 2 digit HRMN status, as of the date the report is being run.
Read Body
Last Expense ID
This column displays the expense report ID that contains the most recent expense date.
Read only Body
Routine Travelers With No Expenses Report – Field Details
Routine Travelers With No Expenses Report Field Details Continued
Expense From Displays the start date from the Expense Report Id Tab associated with the Last Expense ID
Read only Body
Expense To Displays the end date from the Expense Report ID Tab associated with the Last Expense ID
Read only Body
Expense Pmt Date
Displays the pay date the employee was reimbursed for the expense report associated with the Last Expense ID
Read only BodyThis field will only be populated when Status is XTCT, HSNT or PROC.
Nature of Business
Displays the Nature of Business from the Expense Report ID Tab associated with the Last Expense ID
Read only Body
Expense Type Displays Travel or Non Travel ID Read only Body
Expense Amount
Displays the total expense amount from the expense report associated with the Last Expense ID
Read only Body-
Expense Status Displays the status of the expense report associated with the Last Expense ID
Read only BodyStatus can be APRW,RJCT, XTCT, HSNT, PROC
Name Description Validation Comments
Where To Get Help
Users with questions or needing help should call the OFM Help
Desk at:
517-373-6222
1-800-856-6246 (not local)
At the welcome message press “8” then press “3” for HRMN Payroll/DCDS.
