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

Transaction Ledger Report (Slide 3)

Exceptions (Error/Warnings) Report (Slide 16)

Receipts Required Report (Slide 25)

Routine Traveler with No Expenses Report (Slide 32)

Transaction Ledger ReportThis report has multiple uses. It is helpful for review of processed expense reports and where they were charged. It can be run to list only expense or advance requests that have been paid. In addition, it can be run to list all expense or advance requests that have not yet processed 1.This report can be used to find Expenses, Advances or Adjustments individually or all three at once.2.This report can be used at fiscal year end for finding unpaid expenses that may need to be recorded as an accrued liability.3.The report can be run to include coding block information, omit coding block information, or provide coding block totals only (without Expense Reimbursement request details).4.When using this report, a manager, has the option of selecting ‘My Employees” to limit the displayed reports to their direct reports.After payroll runs, this report can be run to show all of the expenses and advances processed during the pay period. This is done by entering the Pay Period Paid Date in both of the Payment Dates boxes.

Transaction Ledger Report

This report is used to display the expense and advance transactions for entered criteria for a requested date range and can be run to include or exclude coding block details.

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.

Transaction Ledger Report

Statewide access employees can view the transaction log for employees reporting to them (or for employees they have delegated security over)

Finance users can view coding block information for expense charges and establishing year end payables

Users can perform the following functions:

Accessing ReportsAccessing Reports

Mouse over ‘Statewide’ and ‘Reports’. This will access the Reports Listing.

Select the ‘Transaction Ledger’ Report.

Transaction Ledger Report

Reports can be requested with/without the coding block associated to each expense or advance. Coding block summaries may be printed by Department without the expense or advance details.

Payment/Expense From and To dates and Transaction type filters used to specify report criteria.

Click ‘Select’ to run the report.

Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

Users may choose payment date and/or expense date range criteria to filter the records. For example, if the user chooses Expense Dates From as 01/01/2010 and Expense Dates To as 01/31/2010, then only data 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 a paid date range. If specified, only expenses and advances that were paid in the date range would be shown. (A Pay Date range is required if the user wishes to view Advance data.)

When Print CB total(s) only is selected, no detailed transactions will be retrieved for the report. Instead, the dollar amount for all transactions meeting the selection criteria will be summed by coding block.

MORE ON TRANSACTION LEDGER REPORT FILTERING

Transaction Ledger Report Print Coding Block Details

Transaction Ledger ReportOmit Coding Block Details

See the following page for Transaction Ledger Report field details.

Transaction Ledger Report Field DetailsName Description Validation Comments

Run Date System Date Read-only Header

Page Number Page Number Read only Header

Department The department number and description for the records requested

Read-only Header

Agency The agency number and description for the records requested

Read only Header

TKU The TKU number and description for the records requested.

Read only Header

Payment Date Range

The range of pay dates for which the report will be created.

Read-only Header

Expense Date Range

The range of expense dates for which the report will be created.

Read-only Header. Format: mm/dd/yyyy

EID The employee identifier for whom the transactions are displayed.

Read-only

Emp Name The employee name. Read-only

Supervisor The name of the Supervisor that requested the report.

Read only Header. This field will only be populated when the My Employees checkbox was used as a selection criterion.

Outstanding advance at the beginning of the report timeframe.

The outstanding advance amount for the employee prior to any impact by the transactions in the remainder of the report.

Read only Advance data will only be included in the report when a pay date range is included in selection criteria.

Type Displays the transaction type i.e. expense or advance

Read only Body -Advance data will only be included in the report when a pay date range is included in selection criteria.

Transaction Ledger Report Field Details - Continued

ID Expense, advance or adjustment ID

Read only Body

Ver. The version of the transaction Read only Body

Curr. Ind. The current Indicator shows whether this version of the transaction is the current, active one.

Read only In case an adjusted transaction exists beyond the chosen date range for the report, all the versions shown on the report would have Curr. Ind. as N.

From - To The expense from and to dates Read only Body. Format: mm/dd/yyyy - mm/dd/yyyy

Payment date The date on which the expense or advance was paid to the employee.

Read only Body

Nature of Business

The business reason for the transaction

Read only Body.

Expense Amount

The total expense amount for the reimbursement request.

Read only For adjustments, this represents the differential amount payment between the adjusted version and the previously processed version.

Liquidation by Expense

Displays the amount of outstanding advances that were liquidated as part of the expense report or manual deposit

Read only Body

Name Description Validation Comments

Transaction Ledger Report Field Details - Continued

Original Advance Amount

The advance amount for the advance request.

Read only Advance data will only be included in the report when a pay date range is included in selection criteria.

Outstanding Advance Amount

Displays the outstanding advance amount after the liquidations associated with the current transaction.

Read only BodyAdvance data will only be included in the report when a pay date range is included in selection criteria.

Status The status of the transaction Read only Body

Name Description Validation Comments

Transaction Ledger ReportPrint Coding Block Totals Only

Transaction Ledger ReportPrint Department Coding Block Totals Only

Exception (Error) Report

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

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 ‘Statewide’ and ‘Reports’. This will access the Reports Listing.

Select the ‘Exceptions’ report.

Exception Report

You can also select by error code range or severity.

Click ‘Select’ to run the report.

Statewide users 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

Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

• 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.

Statewide users may filter by Dept, Dept/Agency, Dept/Agy/Tku or Emp Id to view the report.

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.