Welcome to

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Welcome to State of Michigan Central Finance
Expense Approval and Modification Tutorial
Brought to you by the Office of Financial
Management
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Approval Window
The Central Finance (Statewide) Approval Window
is used to

• Approve Expense Reimbursement Requests
• Modify Expense Reimbursement Requests
• Approve Advance Requests
• Modify Advance Requests

This tutorial will focus on approving and
modifying Expense Reimbursements
For approving Advance requests, please see the
Central Finance Advance Approval and Modification
Tutorial
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Expense Approval Window

• When approving or modifying
  expense requests, there are six tabs
• on the Expense Page
• ID Tab
• Summary Tab
• Expenses Tab
• Liquidations Tab
• Coding Block Tab
• History Tab

Used to access the Modify button or to review
general information about the expense request.
Used to perform the expense approval or submit
modifications to the expense.
Used for additional review of the expense request
prior to approval or to change the liquidation or
coding during modification.
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Statewide Expense Approval Scenario
Duane Shattuck (Central Finance) will final
approve Jolaine Leatherwoods expense request for
a learning conference she attended in
Gaylord. Jolaine had received an advance amount
of 200 prior to her trip to Gaylord and she
fully liquidated her advance outstanding on her
expense request. This tutorial will also show
how to approve expense requests that do not have
advances.
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Home Page
Central Finance can reach the Approve screen
through the Statewide/Approvals menu.
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Statewide Approve Page
In Select Employee you can choose the Dept,
Agency, TKU, Emp Id or Last name as the search
criteria.
Click on Search.
This will bring up a selection of employee names
in the Search Results window that match the
criteria you selected, as shown on the next
page...
.
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Statewide Approval Page
The filter allows you to choose any heading to
filter on.
When you click on the filter button found on many
screens you will get a window that can be used to
filter your data.
Multiple conditions can be chosen
You can add additional filters by clicking the
sign
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Statewide Approval Page - Search Results
Note Clicking any of the (blue) column titles
will bring up an arrow allowing you to sort the
column in ascending or descending order.
Click View to access the ID tab where you can
review the expense transaction details prior to
approval.
You can click the employee name (anywhere in the
application) to access general Information about
the employee.
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Statewide Approval Page - Queue
To approve multiple requests put a check mark in
the box in the select column.
x
Once you have checked all the ones you will be
approving click on the view tab to go to the
approval page
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Employee General Information Screen
RETURN
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Approve Expense - ID Tab
Note All the tab fields are in read only mode
during the approval process.
Next, click Summary tab.
The ID tab shows expense From and To dates,
Nature of official business, User event
description, Expense Type and if the expenses
were for Out of state travel.
Note Error messages can accompany the expense
and will be displayed when there are insufficient
and/or invalid inputs.(Severity W Warning E
Error)
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Approve Expense - Summary Tab
This Expense has liquidated the Outstanding
Advance. The total due before taxes to employee
is 137.22 and will result as an increase to
employees net pay.
Totals shows the Total Expenses, Total
Advance Liquidated and the Total Due To
Employee.
Summary By Category shows the total for each
category of expense.
Summary By Coding Block shows the total for each
coding block.
Note Approver can review summary information of
the expense reimbursement request and determine
if reasonable. Once determined reasonable, the
expense request can be approved.
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Approve Expense - Summary Tab Continued
Approve with Comments Allows the user to add
comments to the approval action. After
successful approval you are taken to the next
item in the approval queue if defined Previously.
Approve-Next queues the Advance to the next
step in the approval path. After successful
approval you are taken to the next item in the
approval queue if defined Previously.
Reject Rejects the Advance and
displays comments entry box (Comments required).
After successful rejection you are taken to the
next item in the approval queue if defined
previously.
Next, click History tab.
Skip allows you to review the Advance at
another time. After skip you are taken to the
next item in the approval queue if defined
previously.
Approve Queues the Advance to the next step in
the approval path and returns you to the
Manager-gtApproval screen..
After reviewing the request for accuracy, click
Approve.
Print Summary Opens the reimbursement request
summary in a printable report.
Print Detail Opens the reimbursement request
detail in a printable report.
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Approve Expense - Summary Tab Continued
Next, click History tab.
Note If you require more information, you could
click the Expenses tab to view each detail
line. Click the Coding Block tab to view
specific coding or if your expense has a Current
Outstanding Advance (as in this example) you
could click the Liquidations tab to view more
detail. We will show those tabs later.
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Review Expense - History Tab
The History tab shows the actions associated
with the Expense Reimbursement Request.
Previous Page will return you to the Statewide
Approve Screen.
Note Status Approvals Complete indicates that
the advance has been fully approved.
Note The Action Code changes to AFFW when
approved by Central Finance.
Version shows the number of times the Expense
request was modified after being submitted the
first time.
Action Code shows the action that was done.
Click title for list of values.
Comments will show additional information about
the action.
Action Taken By is the userid that performed
the listed action.
Action Date is the date the listed action was
done.
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Statewide Approve Screen After Approval
Note Once you approve an expense, it clears off
your Statewide/Approve Search Results listing as
shown below. If you need to view it later, you
can access it via the Statewide/Expenses menu.
Note You can always access employee expenses via
your Statewide/Expenses menu. The Expenses
Select Employee section will be slightly
different than the Approval Select Employee
Section. The filters will be different. Employee
expenses are viewable by Central Finance (via the
Statewide/Expenses menu) immediately after the
employee saves them and remain as viewable
records as they process through to payment. In
fact, expense requests remain viewable/accessible
until purged.
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Review Expense - Expenses Tab
Note We will now review the remaining screen
tabs for this expense starting with the
Expenses tab.
Advance Outstanding shows the total of all
approved advances net of approved liquidations.
Note Even though the employee fully liquidated
her 200 advance on this expense request, the
Advance Outstanding field will not reflect the
liquidation until the expense request is fully
approved.
If Advance Outstanding is zero. There is nothing
available to liquidate at this time.
The Total Expenses are 337.22 and are detailed
in the Expense Summary section.
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Review Expense - Expenses Tab Continued
Display line items by clicking on a particular
row in the Expense Summary section which shows
the details of that line item in the Expense
Details section.
Next, click Coding Block tab if your agency
allows employee entry of coding block detail.
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Review Expense - Coding Block Tab
Next, click Liquidations tab.
Note Users could have assigned coding blocks by
expense line items for their reimbursement
request.
Default standard expense Coding Block is
indicated by a check mark in the Std field.
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Review Expense - Liquidations Tab
The Amount to Liquidate Column shows that the
employee fully liquidated the advance outstanding
and the New Outstanding is .00.
Note Total Outstanding Advances will be reduced
by 200 once the expense request has been fully
approved.
Note This screen lists all non liquidated
approved advances for this employee.
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Modifying an Expense - Central Finance

• Expense modifications initiated by Central
  Finance can be processed from either the
• Statewide/Approvals Menu
• OR
• Statewide/Expenses Menu
• If you modify via the Statewide/ Approvals menu,
  you can immediately approve the expense
  modification afterward.
• The Modify Button resides on the same ID tab
  for both.

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Statewide Expense Modification Scenario
Two days after Orene Searing submitted her
expense reimbursement request for approval, she
realized that she had incorrectly recorded one of
her lunch amounts. Since her supervisor had
already approved it and time was of the essence,
the modification was processed by Central Finance
as shown on the following page.
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Modify Expense - Search Results
Note We will be modifying through the
Statewide/Approvals menu.
Click View to access the expense you wish to
modify.
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Modify Expense - ID Tab
An expense modification is initiated from the
ID tab.
Note The Expense fields are currently in non
edit mode. Once the Modify button is clicked,
all the fields in all the tabs become editable.
Click Modify.
Note Expense Versions begin at zero and
increment each time a modification is submitted.
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Modify Expense - ID Tab Continued
Click on the Expenses tab to continue with the
modification.
Note The Save button is now activated and you
must save the data on the ID tab first (even if
you do not make any changes on this tab) to
create the new version. Otherwise you will
receive a popup asking if you wish to save.
Click Save.
A new Version is created.
Note You can navigate between different
versions of the expense record using the scroll
arrows.
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Modify Expense - Expenses Tab
Expense Summary displays the current expense
details for this request.
Note Central Finance will modify the 3rd lunch
(Line 4) to match the actual receipt amount
(6.85). Click Line 4.
Expense Details displays blank fields ready for
additional data change or input.
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Modify Expense - Expenses Tab Continued
Once selected, Line 4 details display in the
Expense Details section.
Change the Reimbursement amount to 6.85.
Click Apply to move the modified amount to the
Expense Summary section.
6.85
7.25
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Modify Expense - Expenses Tab Continued
Note You do not need to click the Coding Block
tab to submit the modification - however for the
training purposes we are showing all the tabs.
Total expenses is adjusted.
Next, click Coding Block tab.
Line 4 shows the corrected lunch amount.
Click Save.
Saved successfully
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Modify Expense - Coding Block Tab
Note You do not need to click the Liquidations
tab to submit the modification - however for the
training purposes we are showing all the tabs.
Next, click Liquidations tab.
Expense Summary now displays the modified amount
on Line 4.
Note All lines are charged 100 to standard
(Std) coding block.
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Modify Expense - Liquidations Tab
Next, click Summary tab to complete the
modification.
Note Total Outstanding Advances will be reduced
by 400 once the expense has been fully approved.
The Amount to Liquidate column shows the employee
chose to fully liquidate advance outstanding and
the New Outstanding is .00.
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Modify Expense - Summary Tab
Totals displays updated amounts after the expense
modification.
Note In this case Total Due From Employee before
taxes is 95.55 and will result in a decrease in
employees net pay.
Summary By Category displays expense items by
expense types.
Summary By Coding Block displays coding block
assigned to expense items. This example charged
all items to standard coding block.
Click Submit, and a Comments box appears.
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Modify Expense - Summary Tab Continued
Enter an appropriate comment to explain the
reason for the modification. Click OK.
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Corrected Lunch amount per Shattuck.
Corrected Lunch amount.
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Modify Expense - Summary Tab Continued
Finally, click History tab.
Modification has submitted successfully.
Submitted Successfully
Note Check for possible errors after submission.
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Review Expense Modification - History Tab
The history of actions associated with the
Expense Reimbursement Request.
Note Status Awaiting Web Central Finance
Primary Approval indicates that the modified
advance is available for immediate approval if
desired.
Awaiting Web Central Finance Primary Approval
Awaiting Approvals
Note The Version reflects the modification.
Note The Action Code stays APRW.
Version shows the number of times the Expense
request was modified after being submitted the
first time.
Action Code shows the action that was done.
Click title for list of values.
Comments will show additional information about
the action.
Action Taken By is the userid that performed
the listed action.
Action Date is the date the listed action was
done.
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More on Modifying Expenses

• Expense modifications initiated by Central
  Finance prior to or after approval can be made
  when the expense request has an APRW or AFFW
  action code. Once an advance is modified, the
  action code will remain the same as it was prior
  to the modification and the version will
  increment.
• Generally, after an expense request is
  submitted it can be modified by the originator
  until the next action (first level approval) has
  taken place. Similarly, after the first level
  takes place, the first level approver can
  continue to modify the request only until the
  second level approval takes place. After the
  second level takes place, the second level
  approver can continue to modify the expense until
  the next action in the approval path. (if this
  happens to be the last action, then until XTCT or
  HSNT)
• Central Finance can also modify at any time
  while the expense is in SUBM status via the
  Statewide/Advances menu

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More on Modifying Expenses

• Expense Adjustments Once the expense reaches
  PROC status, users with appropriate security
  (those with EXP ADJ role) can still change
  the expense request if further corrections are
  needed. The process is similar to modification,
  but is called an adjustment because the
  incremental dollar impact will process in a
  subsequent payroll cycle.

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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.
We would like to hear from you! Please click the
button to provide your comments or suggestions
about this tutorial.
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