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We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500. FastFacts Feature Presentation. August 21 st , 2008. Today’s Topic. We’ll be taking a look at… Tips and tricks for travel and expense reimbursement.

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Fastfacts feature presentation

  • We are using audio during this session, so please dial in to our conference line…

    • Phone number: 877-322-9648

    • Participant code: 182500

FastFactsFeature Presentation

August 21st, 2008


Today s topic

Today’s Topic

  • We’ll be taking a look at…

    • Tips and tricks for travel and expense reimbursement


Today s presenter

Today’s Presenter

  • Bob SicoliSAP Trainer for the Johns Hopkins Health System


Session segments

Session Segments

  • Presentation

    • Bob will show you some tips and tricks for travel and expense reimbursement

    • 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.


Contact us

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]


Survey

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.


Fastfacts feature presentation

Tips and Tricks for Travel and Expense Reimbursement


Session introduction

Session Introduction

About this session:

Today’s session is a collection of solutions to problems we have collected from users.

The session will also cover some of the best practices we have learned from 18+ months of using the system.

This session was created to help people use the Travel and Expense Reimbursement module more efficiently.


Agenda

Agenda

Today we will cover …

  • Settings for displaying all trips

  • Infocenter to get per diem rates

  • Personnel number search using TRIP

  • Locating a personnel number with the trip number

  • Locating a personnel number if your hindered by an HR role restriction

  • List of all trips

  • Open trips – displaying, deleting, accessing, editing, services for object icon, and history

  • Paid trips – interpreting, accessing, adding receipts, saving


Fastfacts feature presentation

1. Settings


Settings

To access the settings:

WinGUI

WebGUI

Settings


Settings1

Display All Trips – will display all trips. You can view paid trips from prior periods.

Display all Subsequent Activities – Displays the “Suggested Activities” on the first page of the Travel Manager. Also will enable to access the expense report quickly.

Settings


Settings display all trips

Settings – Display All Trips


Settings display subsequent activities

Settings – Display Subsequent Activities


Fastfacts feature presentation

2. The Infocenter


Infocenter

Use the Infocenter to look up per diem rates by date.

To access the Infocenter:

WinGUI

WebGUI

Infocenter


Information center

Click the “PDs/FRs” tab, then click in the “Region” field.

Information Center


Information center1

2. Click the search button next to the field.

Information Center


Information center2

3. WinGUI - Click the arrow in the middle of the screen.

Information Center


Information center3

3. WebGUI -Click the arrow next to “Search Criteria.”

Information Center


Information center4

4. WinGUI- Use the “Name of Trip Country” to search for the city or region.

Then click the green check.

Information Center


Information center5

4. WebGUI - Use the “Name of Trip Country” to search for the city or region.

Then click “Start search.”

Information Center


Information center6

5. When you locate the region, double click it.

Information Center


Information center7

6. Put in the first date of the trip, click on the green check; that will display the per diem rates.

Information Center


Fastfacts feature presentation

3. Personnel Number Search Using TRIP


Personnel number search using trip

Personnel Number Search Using TRIP

  • WinGUI- Access the “Personnel Number” search screen as you would normally. Click the “category” icon on the far right.


Personnel number search using trip1

Personnel Number Search Using TRIP

  • WinGUI - A list of search categories will open. Select “TRIP” from the category list.


Personnel number search using trip2

Personnel Number Search Using TRIP

  • WebGUI- Access the “Personnel Number” search screen as you would normally. Click the “Category” dropdown.


Personnel number search using trip3

Personnel Number Search Using TRIP

  • WebGUI - A list of search categories will open. Select the “TRIP” category.


Personnel number search using trip4

Personnel Number Search Using TRIP

  • After you complete the search, the results will appear. The results of the TRIP search include: name, work address, organizational unit, and position.


Fastfacts feature presentation

4. Locating a Personnel Number With a Trip Number


Locating a personnel number with a trip number

Locating a Personnel Number With a Trip Number

  • The transaction is ZMAPR_MD_PERS_TRI - Query: Personnel/Trip Number.

  • Use this transaction when you have a trip number and want to find the personnel number of the person who was reimbursed.

  • Use that personnel number to go back into the Travel Manger to research the trip.

  • You can use this transaction from the WinGUI and WebGUI.


Locating a personnel number with a trip number1

Locating a Personnel Number With a Trip Number

WinGUI - At the main menu, scroll down and open the “Enduser Role” folder. Double click on “Query: Personnel/Trip Number.”


Locating a personnel number with a trip number2

Locating a Personnel Number With a Trip Number

WebGUI –

  • Open the Travel Manager

  • Open the command bar by selecting the arrow next to the menu button

  • Type in /nsmen

  • Press the enter key


Locating a personnel number with a trip number3

Locating a Personnel Number With a Trip Number

WebGUI – Access the “Enduser Role” folder at the end of the menu, then select transaction “Query: Personnel/Trip Number.” Double click to open the transaction.


Locating a personnel number with a trip number4

Locating a Personnel Number With a Trip Number

WinGUI - Enter the trip number and execute the report.


Locating a personnel number with a trip number5

Locating a Personnel Number With a Trip Number

WebGUI - Enter the trip number and execute the report.


Locating a personnel number with a trip number6

Locating a Personnel Number With a Trip Number

The report will display a trip number with a personnel number that you can use in the Travel Manager to further research the trip.


Fastfacts feature presentation

5. Locating a Personnel Number if You’re Hindered by an HR Role Restriction


Locating a personnel number

Locating a Personnel Number

Use this transaction if you are a person with HR roles and cannot find personnel number through the TRIP search due to access issues.

1. Access the assistant role in the main menu. Double click on the “Travel Work List” role.


Locating a personnel number1

Locating a Personnel Number

2. Search for the person by last name and/or first name.


Locating a personnel number2

Locating a Personnel Number

3. You will be given a list of personnel numbers for use in the Travel Manager.


Fastfacts feature presentation

6. List of All Trips


List of all trips

List of All Trips

Use list of all trips to:

  • Locate open and paid trips

  • Display open and paid trips

  • Access open and paid trips

  • Delete open trips


List of all trips1

List of All Trips

Click on the “List of All Trips” link.


List of all trips2

List of All Trips

The “List of All Trips” screen will open with the “Open Trips” folder expanded and the “Paid Trips” folder closed.


List of all trips3

List of All Trips

Notes about the “List of All Trips” screen:

1. You may need to expand and collapse columns to see the data.

2. Statuses –

“Trip Completed/to be Settled” - Could be anywhere from just saved, up to in the approvers inbox in Workflow. Check Workflow for the details.

“Trip On Hold” – Has been approved by a department approver(s) and awaiting review in Accounts Payable Shared Services.


List of all trips4

List of All Trips

1. To expand columns, click next to them and drag.

2. Status will help you see where the expense report is in the process.


Fastfacts feature presentation

7. The Open Trips Folder


The open trips folder

The Open Trips Folder

To change an open trip, highlight “Travel Expenses” of the trip; click the “Change” button.


The open trips folder1

The Open Trips Folder

You can now change the trip data. Make sure you save after making your updates. You can also use the “Services for Objects” icon to store business documents (aka Attaching), view workflow, and view attachments.


The open trips folder2

The Open Trips Folder

You can also use the “Account Assignment” button to quickly view the budget assignments.


The open trips folder3

The Open Trips Folder

The budget assignments will display.


The open trips folder4

The Open Trips Folder

You can also view the history of the changes or updates saved to a document by clicking the “History” button.


The open trips folder5

The Open Trips Folder

This window will show the JHED ID, date, and time of persons who have saved changes to an expense report.


The open trips folder6

The Open Trips Folder

To display the results of an open trip, highlight the “Travel Expenses” of a trip, click the “Display” button.


The open trips folder7

The Open Trips Folder

You can now view the trip data without saving again. Use the back button to go back to “List of All Trips.”


The open trips folder8

The Open Trips Folder

To delete an open trip, highlight the date of the trip, click the “Delete” button.

NEVER DELETE A PAID TRIP!


The open trips folder9

The Open Trips Folder

Answer “Yes” to delete the trip. The trip will be gone from the Travel Manager.


Fastfacts feature presentation

8. The Paid Trips Folder


The paid trips folder

The Paid Trips Folder

To view paid trips, expand the “Paid Trips” folder by clicking the arrow to the left.


The paid trips folder1

The Paid Trips Folder


The paid trips folder2

The Paid Trips Folder

To view a paid trip, expand the folder by clicking the arrow to the left.


The paid trips folder3

The Paid Trips Folder

This will show data about the trip. To see the date the funds were released use the scroll at the bottom of the page.


The paid trips folder4

The Paid Trips Folder

This will show when the funds were released in the “Travel Expense Statement Is …” column (You may have to expand this column). Be advised that this is NOT an actual payment date. The person being reimbursed must check with their bank for actual dates.


The paid trips folder5

The Paid Trips Folder

To display the results of a paid trip, highlight the “Travel Expenses” of a trip, click the “Display” button.


The paid trips folder6

The Paid Trips Folder


The paid trips folder7

The Paid Trips Folder

To access a paid trip to add receipts, highlight “Travel Expenses” of a trip, click the “Change” button.


The paid trips folder8

The Paid Trips Folder

You will be asked if you want to “change the trip data” – Click “Yes.”

You are NOT obligated to change the data. You will be given access to the expense report.


The paid trips folder9

The Paid Trips Folder

Notes on adding receipts to paid expense reports:

  • Do NOT change any data on a paid expense report.

  • You can also use the “Services for Objects” icon to store business documents (aka Attaching), view workflow and view attachments.

  • You can also use the “History” button to view saving history.

  • You can use the “Back” button or arrow to leave the report without making changes.

  • If you add receipts, save and click “Yes.” The report will need to be approved again.

  • Accounts Payable Shared Services will only pay the added expenses.


The paid trips folder10

The Paid Trips Folder

You can now add receipts to the trip data.


Conclusion

Conclusion

Today we covered …

  • Settings for displaying all trips

  • Infocenter to get per diem rates

  • Personnel number search using TRIP

  • Locating a personnel number with the trip number

  • Locating a personnel number if your hindered by an HR role restriction

  • List of all trips

  • Open trips – displaying, deleting, accessing, editing, services for object icon, and history

  • Paid trips – interpreting, accessing, adding receipts, saving


Additional resources

Additional Resources

Training:

Health System – OD&T – Anna – 410-735-7065

http://www.hopkinsmedicine.org/jhhr/Organization/sap

University – Learning Solutions – Kathy - 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


Fastfacts feature presentation

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.


Thank you

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]


Survey1

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!


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