ravel FAMIS Posting Scenarios - The Texas A&M University System
Contents
1. for the Virtual eTravel Concur Employee before they can access the Expense Reports needing approval The Virtual option provides a mechanism for the Member to centrally designate the delegates who can sign for each sequence where the Named option sends the Expense Report directly to the named employee and relies on the employee to set up delegates for when the employee may not be available FAMIS eTravel User Manual Page Ill 14 Routing and Approvals in eTravel cont d Named Individual Routing Even though the DTV routing structure is maintained in FAMIS and is used to populate the eTravel Concur Cost Object Approvers the Named eTravel Concur routing option does not work exactly like FAMIS Concur routes an Expense Report to only the first named person for each sequence equivalent to a FAMIS desk UNLESS the traveler is the approver for that sequence The only time the system will ignore the first named person and look to see if there is another individual at the same sequence is when the traveler is the approver If there is not a second approver at the sequence the approval step will be skipped This is typically not a problem unless the traveler is the only signer If the traveler is the only signer at the final sequence for an account the Expense Report will go directly to the processing office without being signed by anyone with signature authority for the account Even if the sig2. PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc Corr Addr Det 5237 is a unique subcode for all Concur vouchers Most System Members have created a vendor code with a C mail code to assist in identifying Concur transactions for reconciliation of the ACH report Alt Vendor should be the System Alt Vendor from Screen 827 This state voucher reimbursement will be sent to the System Member s Fiscal Office The C mail code just helps identify that the reimbursement is booked to the Concur FEE GL FAMIS eTravel User Manual Page IV 8 eTravel Posting in FAMIS Cont d The eTravel Concur Expense Report Number is a unique sequentially assigned number across all participating Members Since this number crosses System Members there will be skips in sequence when looking at one Member only When posting the Concur Fee we will not populate the Dept Ref on the Voucher header The eTravel Concur Expense Report Key will be entered in the Invoice Number on the individual line items of the Voucher Multiple Concur Fees will be listed as individual Voucher lines with each representing a separate Concur Fee There is a maximum of 60 Concur Fee lines per voucher This is the same limitation for all vouchers in FAMIS Auto close pending vouchers and error report VQDU551 An error could be that an employee has not been setup as a Vendor in AP Vouchers that are re opened after this will not auto close they must be clos
3. and the Application Central Admin role for the workstation of the Adloc they are trying to grant belongs to The Adloc may also choose the number of Department Head Levels to include in the routing path Additionally Travel Authorization Requests may route to a Contracts and Grants and up to four Foreign desks before receiving final approval The Contracts and Grants and Foreign1 Foreign4 desks are established in the ETRAVEL Office in FAMIS Routing and Approvals Electronic Office Management Defaults have been set at the System Member level for the bookkeeper option and to establish a default number of Department Head Levels to route through These can be modified in SSO Central Admin on an Adloc by Adloc basis Authorization Requests once approved are fed to FAMIS on a nightly basis Encumbrance entries are posted for the accounts included on the Authorization Request to reserve enough money in the operating accounts to cover the travel expenses The postings for this are created by the FCAU153 program in FAMIS FAMIS eTravel User Manual Page Ill 3 Routing and Approvals in eTravel cont d Routing for Authorization Requests is determined by the adloc and SSO Manager for that adloc Two settings in SSO determine the number of persons that the document will route to and whether a bookkeeper is included in the routing for the document In the print screen below for the 01 2719690 adloc the Current settings displayed on the left
4. this MAY be the CTE APPRV path Review only the primary approvers in the order they are on the desk If they have been previously selected as a signer or approver for a sequence as either a primary or substitute ignore them Stop after selecting the first available individual in this round If all primary approvers have been selected the desk will be skipped in the first pass The people selected from this path will always be represented as sequence 001 Examine the second third and fourth desk s if they are populated Perform the same process that was done on the first desk People chosen from desk 2 will be sequence 002 desk 3 will be sequence 003 and desk 4 will be sequence 004 Re Examine the first desk Review the primary approvers in the order they are on the desk If they have been previously selected as a signer or approver for a sequence ignore them If all primary approvers have been selected review the substitutes in the order in which they appear on the DTV desk Select a maximum of one individual in this round if available Re Examine the second third and fourth desk s if they are populated Perform the same process that was done on the re examination of the first desk FAMIS eTravel User Manual Page Ill 16 Routing and Approvals in eTravel cont d Example of an eTravel Concur path built from a FAMIS DTV path Screen 921 Dept Paths Create Modify Named O
5. 01 011172 1615 01 011182 1615 1 424 00 Receive Funds from CCO2 via ET BO1001 01 011182 1615 14 025 00 Receive Funds from CCO6 via ET BO1001 01 011182 1615 5 669 00 CCO2 Entry Remit Concur Fees to CCO1 02 011172 1615 Local CCP GL 14 025 00 CCO6 Entry Remit Concur Fees to CCO1 06 010400 1615 Local CCP Bank 5 669 00 Equity Transfer FAMIS Entry Background Information System Members reflect their portion of the System Cash Concentration Pool CCP in FAMIS as either a local bank or a general ledger account using asset account control 1206 If a local bank is used the entry above is a cash receipt or cash disbursement entry If a general ledger is used the entry above is a journal entry Of the Concur participating Members the CCP balances are represented in FAMIS as follows Local Bank 01 06 07 15 17 20 21 22 General Ledger 02 04 05 10 K FA DOC WRKNPRCS ETRAVEL ETRAVEL FAMIS MANUAL DOCX 3 29 2012 4 24 PM HALL FAMIS eTravel User Manual Page VII 6
6. Date 09 07 2010 Ref 4 Bank 00001 Batch Ref CTROO7 Vndr Card Id Enc Obj Cd Ovrd Comp Cd Processed 01 26 2012 10 18 41 Liquidation Amt 0 00 User Id K156FA Oper Id BATCH Indirect Base Code Term Id STEPO1 Base Amount 0 00 Internal Tracking Nbr 157349 PF3 Back to 048 PF4 Exit PF6 Indirect Accts PF7 Corrections 4 o Accounting Entries Performed by FAMIS Journal Entry Department pays 7 58 to FEE Clearing debit Departmental Expense 7 58 credit FEE Clearing 57 58 Entrv of these expenses in CONCUR even though thev are companv paid allowing the abilitv to get a more complete picture of the actual travel expenses bv using CONUR reporting tools FAMIS will only post the fees FAMIS eTravel User Manual Page IV 10 eTravel Posting Scenarios Report Key 1404 Trip Sample 1 1 Employee reimbursement for Cash Out of Pocket expenses Trip Summary e Employee Travel e 100 00 Gasoline e Out of Pocket e Allocated to a Local Account Report Totals 1 1 Expense Report Report Total 100 00 Less Personal Amount 0 00 Amount Claimed 100 00 Amount Rejected 0 00 ne 1 1 STACKHOUSE ROBERT Amount Approved 100 00 lim Detads Listsettings Receipts 71 Print Email 7 Company Disbursements Expenses View Transaction Dat Expense Type Payment Type Amount Approved A Perso Vendor Name Amount Due Employee 100 00 03 01 2012 Gasoline Out of Pocke
7. Emails o ASHMORE KEVIN o Michael_Glas tamu o commerce edu BOSTICK GINGER o Michael_Glas tamu commerce edu CURRIN ALICIA Michael_Glas tamu commerce edu FERGUSON RHONDA GLAS MICHAEL Michael_Glas tamu commerce edu KING LINDA SHAFFER GRIFFIN Michael_Glas tamu commerce edu FAMIS eTravel User Manual Page Ill 12 Routing and Approvals in eTravel cont d Expense Report Routing Expense Reports route in eTravel based on data extracted from the DTV routing path in the departmental electronic office for the account the expenses are charged to in eTravel Additionally routing is customized for OSRS accounts If the DTV path is missing for the expense account department the default path is used OSRS routing will flow through the e Principal Investigator Pl e Principal Accountant PA e Travel Compliance Officer e Back Office Approval in Concur Expense Routing FAMIS DTV Routing Paths FAMIS Services has created the routing form DTV Departmental Travel to define the Cost Object Approvals that eTravel Concur Expense Reports will follow eTravel Concur approval sequences will be created directly from this routing path and will populate routing in the travel system each night FAMIS Updates
8. FAMIS eTravel User Manual l Page IV 5 eTravel Posting Schedule cont d eTravel Concur Interface Process Day 2 6 00 am Retrieve Standard Accounting Extract From Concur FAMIS Production eTravel Posting Day 2 8 00 am 5 00 pm Mainenance on A P Staff Daily Any FAMIS Operations real Screens Process Vouchers y Containing Data Controls Day 2 5 00 pm Daily Production Schedules VQDU551 FAMIS Production VQDU552 Reports eTravel Schedule Auto Close Process Auto Post SC Vouchers MA a N A P Cycle Vouchers Pulled Into Cycle for Payment Day 3 Checks Produced ACH Files To Bank Files Transferred to State Schedule Post Reports Encumbrance Transactions o ee Reports Post l p Journal Entries ee R Create and E R Auto Close eports Auto Post Vouchers MW Si FAMIS eTravel User Manual Page IV 6 eTravel Posting in FAMIS General Posting Summary Expense Reports When an expense report is received by FAMIS from the eTravel system the Fee Amount will be entered in the FAMIS system along with other associated FAMIS transactions posting by creating transactions including Journal Entries and Vouchers The fees will be collected on the System Member Books in a Concur Fee Clearing Account Expense Reports
9. eTravel This number is unique across all Members Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys FAMIS eTravel User Manual Page Il 6 eTravel Setup Screens in FAMIS cont d Concur Fee Funding There are two options per Member to fund the Concur Fee Clearing account The account may be funded centrally or at the expense account departmental level For central funding the Concur Fee Acct field must be populated on Screen 827 in FAMIS Centrally Funded A Business Office Fiscal Office or Travel Office SL will be responsible to pay the fee For each expense report processed FAMIS transactions will debit this SL and credit the Concur Fee Clearing This value is also listed on Screen 827 eTravel Control Record Screen 827 eTravel Control Record F0013 Please enter desired modifications 827 eTravel Control Record 02 01 12 11 34 47 1 FY 2011 CC AB Screen Participant Y Load Accounts Y Cash Advance Y Clearing Accounts Organization Unit Level D Fee Amount _ 7 58 Rule Class LOCAL Flags Cost Object Approvals N NAMED DEPT Auth Request Delegate Y Member Vendor IDs Credit Card 0111701615 Default A P Vendor 17117117110 Travel Advance 0111431615 Credit Card 17117117111 Concur Fee 0111991615 Concur Fee 1711711711C Default Obj Code 3130 Travel Card 14603583601 Concur Fee Obj Code 5237 Concur 19116080521 Other Accounts Sales Tax Last Us
10. eTravel cont d A Cost Object Approver report called FCAR202 has also been developed to assist in documenting and reviewing your eTravel Expense Report approvals It displays the approvers by department sub department and can be sorted in either mailstop or department sub department order This report is currently produced every Tuesday evening and is available in Mobius It should be reviewed periodically to ensure that the DTV path is setup up correctly FCAR202 eTravel Cost Object Approver Report FCAR202 TEXAS A amp M UNIVERSITY 01 31 2012 22 45 FY 2012 CC 02 ETRAVEL COST OBJECT APPROVERS PAGE 1 SORTED BY MAIL STOP MAIL STOP C6000 DEPARTMENT FISC HIERARCHY FN CO SUB DEPARTMENT AC APPROVER UIN NAME SEQ XXXXXXXXX CHARGOIS BRIDGETT D 001 XXXXXXXXX MARIOTT PAULA L 001 XXXXXXXXX GUILLORY JANET S 999 XXXXXXXXX GUILLEN PHILLIP L 999 Signifies the 2nd approver for the sequence Approval Methods Each System Member can decide how it wants Expense Report approvers Cost Object Approvers established in eTravel Concur There are currently two options Named and Virtual The Named option will route an Expense Report directly to the people designated in the approval sequences whereas the Virtual option will route to Virtual eTravel Concur Employees Both options allow approvers to access and approve Expense Reports but the Virtual option requires that employees delegate
11. hand portion of the screen indicate that Authorization Requests for the traveler will route to Teresa Bass as a supervisor then to Joseph Duron as the Department head On the What if Analysis we show the change that would take place should a bookkeeper be inserted in the path Bookkeepers are established as virtual persons in eTravel bookkeeper assignment takes place in SSO F0001 Please enter a screen number to continue 862 Travel Auth Request Approval Inquiry 03 14 12 14 31 cc 01 Screen UIN 7uuuuuuul CROWLEY TRACY L More gt gt Employee Adloc 01 271690 Dept SOBA Sub BUDGETS amp ACCOUNTING l Current BPP What if Analysis Add Bookkeeper N Add Bookkeeper Y Skip Supervisor N Skip Supervisor N Lvl Ty Person Dept Head Levels 1 Lvl Ty Person Dept Head Levels 1 l IL l 1 S 5uuuuuuu5 BASS TERESA L 1 S 5uuuuuuu5 BASS TERESA L 2 H 3uuuuuuu5 DURON JOSEPH D 2 B 01 271690 Bookkeeper 3 H 3uuuuuuu5 DURON JOSEPH D Any permanent changes MUST be made by SSO AdminVPavroll Admin in SSO BPP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp DTL BkNm Left Right Note Ifthe traveler is not traveling on their departments funds approval for the encumbrance of those funds will need t
12. is not participating in eTravel Cost Object 1 character Approvals Valid values are Load Accounts Organization Unit Level Cash Advance Clearing Accounts Credit Card Travel Advance Concur Fee Default Obj Code Concur Fee Obj Code FAMIS eTravel User Manual N Named Approvers are named V Virtual Approvers are assigned virtually 1 character Y Send accounts to eTravel nightly N Do not send accounts to eTravel 1 character Determines the level where vendor agreements reside C Campus D Department 1 character Sets the marker on the employee records in eTravel to allow the Cash Advance menu Item to appear Y Cash Advance allowed the Travel Advance tab will be visible in eTravel N Cash Advance not allowed employees will not see the Travel Advance tab in eTravel 10 digits Credit card clearing account 10 digits Travel Advance clearing account 10 digits Concur Fee clearing account 4 digits Default object code for clearing account posting 4 digits Object code for Concur Fee posting Page Il 4 eTravel Setup Screens in FAMIS cont d Member Vendor IDs Default A P Vendor 11 digits Defaulted from 822 Credit Card Concur Fee Travel Card Concur The ID is display only on this screen This is the default Vendor ID for the System Member used for reimbursements from the state This ID will be used as the Alter
13. once approved are fed to FAMIS on a nightly basis Expense entries are posted to the accounts included on the Expense Report relieving any existing encumbrance to the accounts Expense Reports must be finalized to close out the encumbrances in FAMIS Note Once Expense Reports have been fed to FAMIS there is no way to re open the Concur related Expense Report and make changes 12 14 2011 TransCode Account Display of Detailed Transaction Record STRATTA TAMU2 06C gt 06X JE ACTUAL 271030 00000 5237 es Dir Ind D FAMIS SERVICES TRAINING TEST Fees E Travel System Offset 011199 00000 1615 CONCUR FEE Base Amount PO Enc Ref 1 Ref 2 Ref 3 Ref 4 Vndr Card Id Enc Obj Cd Ovrd Comp Cd Liquidation Amt 0 00 Cost 520 Indirect Base Code 0 00 Cash Disbursements Clearing Bert ER SH Bank 00001 Fiscal Yr 2011 Proc Month 01 Batch Date 09 06 2010 Batch Ref CTRO16 Processed 12 14 2011 18 19 36 User Id K156FA Oper Id BATCH Term Id STEPO1 Internal Tracking Nbr 157097 PF3 Back to 048 PF4 Exit PF6 Indirect Accts PF7 Corrections In this example the Fee is directly moved from the departmental expense account into the Concur Fee GL FAMIS eTravel User Manual Page IV 7 eTravel Posting in FAMIS Cont d State Account Fee Voucher When the fee paying account is a state account a state voucher will be created with the followin
14. to the eTravel System Any changes to the DTV path or its desks memberships will be sent to eTravel each night If urgent changes need to be made to the eTravel Concur approval paths during the day you must contact your eTravel Security Administrators In most cases they will be your FAMIS Security Administrators Any changes made directly in Concur must be updated in FAMIS also Initial DTV Path Creation A DTV path was programmatically created for all existing department paths by copying the existing default routing paths and storing them as the new DTV paths Any existing approval desks from the path were duplicated as well as the signer desk A creator desk was automatically inserted as the first approval in every path and called CTE APPRVR The people put on this desk were pulled from each path s creator desk Once the DTV path was created its maintenance became the responsibility of the electronic office managers for each campus college or department and no more automated changes will be made to it From this point on desks and desk memberships must be manually added or deleted from the path The new paths should be reviewed extensively to ensure that the proper approvals are established for travel documents Screen 919 was created to display the Expense Approvers that have been loaded into the eTravel Concur system FAMIS eTravel User Manual Page Ill 13 Routing and Approvals in
15. 0 Reimbursement from USAS Manual Receipt Entry for Concur Fee Local Bank 06 010401 1615 758 Monthly Equity Transfer Process Travel Expenses After each month is closed in FAMIS System Offices will receive a report showing the total Due to From Entries generated by expense reports posted during the month Based on this report System Offices will post equity transfers to adjust each Member s cash concentration pool balances Automated FAMIS entries will post to correspond with these equity transfers and reduce the due to from balances All this is done at the beginning of each month Assuming the example was the only expense report below are the sample entries Monthly Equity Transfer FAMIS Entries Debit Credit Amount CCO2 Entry Clear Due From CCO6 Local CCP GL 02 011170 1806 400 00 CCO6 Entry Clear Due to CCO2 06 010400 2802 Local CCP Bank 400 00 FAMIS eTravel User Manual Page VII 5 Reconciliation cont d Monthly Equity Transfer Process Remit Concur Fees to System Offices At the beginning of each month an equity transfer is posted to withdraw the committed Concur fee amount from each Member and deposit to System Office This reimburses System Office for the monthly payment to Concur Here are sample entries for TAMU and Agrilife Monthly Equity Transfer FAMIS Entries Debit Credit Amount CCO1 Entry CCO1 portion no equity transfer
16. 3 Mark Vendor with an X to select Scree Searc TEST cc 02 Typ E N V E Include Frz Del Vendors N kk More Vendors Press lt Enter gt to View Si PF4 Exit PF6 ExtID PF9 Bid PF10 Remit PF11 Order PF12 Main l l l l l l l Vendor Name Vendor ID Alias Frz Del External VID I _ WATER POLO CLUB T0000000021 N N N 00002824 _ OPTIMIST CLUB OF AZLE INC T0000000460 N N N 00002825 _ TAMSA CLASS OF 2000 TO000001654 N N N 00002826 _ TAMSA EXECUTIVE COMMITTEE C O 10000001658 N N N 00002827 I _ SINGING CADETS T0000001980 N N N 00002828 _ RUBEN CASTRO T0000002270 N N N 00002829 _ WOMEN S CHORUS T0000003080 N N N 00002830 _ DANCE ARTS SOCIETY T0000003250 N N N 00002831 _ MEXICAN AMERICAN ENGINEERS T0000003380 N N N 00002832 _ STUDENT AMERICAN INSTITUTE OF 10000004282 N N N 00002833 _ CENTURY SINGERS T0000007760 N N N 00002834 _ INTERNATIONAL STUDENTS ASSOCIA T0000008103 N N N 00002835 IIE T0000008310 N N N 00002836 l l l Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right es FAMIS eTravel User Manual Page Il 10 eTravel Setup Screens in FAMIS cont d Screen 680 The value of Payments as Receipts or JEs will affect how cash advance related transactions are posted in FAMIS Screen 680 Accounts Receivable Control Record 680 Accounts Receivable Control Record 01 31 12 11 17 FY 2011 CC AB Screen Cash or Accrual C A A Payments as Receipts or JEs R J J I
17. MU agency liability Citibank card to pay their travel expenses On the expense report expenses are allocated to an AgriLife Research CCO6 account The entries on the following page illustrate this scenario for both Local and State funds Assumptions In State airfare of 400 00 is the only expense TAMU paid Citibank using clearing account 011170 1615 AgriLife Research s Citibank clearing account is 010400 defined on screen 827 LOCAL Account Example 06 200123 for AgriLife Debit Credit Amount Expense Report CCO2 Entries Due From AgriLife Research 02 011170 1806 02 011170 1615 400 00 Expense Report CC06 Entries Record Expense and Due to TAMU 06 200123 3011 06 010400 2802 400 00 Concur Fee Expense 06 200123 5237 06 010401 1615 7 58 FAMIS eTravel User Manual Page VII 4 Reconciliation cont d STATE Account Example 06 100456 for AgriLife Reimbursement from USAS Debit Credit Amount Expense Report CCO2 Entries Due From AgriLife Research 02 011170 1806 02 011170 1615 400 00 Expense Report CC06 Entries Create State Voucher Vendor is Citibank Alt Vendor is AgriLife 06 100456 3011 State Bank 400 00 Due to TAMU 06 010400 1615 06 010400 2802 400 00 State Voucher Concur Fee Vendor is Concur Alt Vendor is AgriLife 06 100456 5237 State Bank 7 58 Record State Reimbursement CC06 Manual Receipt ENUY or Expense Local Bank 06 010400 1615 400 0
18. NTRACTS_ Delete Desk N Description AUTHORIZATION REQUEST DELEGATES Number o Func Type UIN Do not modify the description for the ETRAVEL desks xxxxxx End of list xxxxxx FAMIS eTravel User Manual Page Ill 7 Routing and Approvals in eTravel cont d Marking the authorization request as Foreign Yes causes it to route to the FOREIGN1 desk after Manager approval That desk may then forward the document to the other FOREIGN2 FOREIGN3 or FOREIGNA travel desks as necessary Marking the authorization Request as Contracts amp Grants causes it to route to the C amp G desk after manager approval Auth Requests may route to both the Contracts amp Grants and Foreign desks My Concur Travel Expense Reporting Administration Profile View Reports New Expense Report View Receipt Store Approve Reports Process Reports View Authorization Requests New Authorization Request Approve Authorization Requests Process Receipts View Cash Advances New Cash Advance New Authorization Request Request Header System Member Jo system ADMIN a GENERAL OFF KI a PS ste E Erste i e SS Y Acknowledgement Foreign Country Foreign Country2 Foreign Countn3 3 Foreign Count Foreign Countys ANGOLA AO ANTARCTICA AQ AUSTRALIA AU MU TANTARCTICA AQ Y MN FAMIS eTravel User Manual Page Ill 8 Routing and Approvals in eTravel cont d How to locate your Contracts amp Grants approval delegates in eTravel Go to User Adminis
19. XXXXX CURRIN ALICIA End of names or lt PF4 gt to Exit FAMIS eTravel User Manual Page Ill 20 Routing and Approvals in eTravel cont d PF7 Names for 21 CHEM CHEM VW SIGNER DSK desk 2l CHEM CHEM VW SIGNER DSK UIN Delegates XXXXXXXXX JANG WEN LONG XXXXXXXXX WEEKS SANDRA E XXXXXXXXX BLOUNT GRADY P l l l l End of names or lt PF4 gt to Exit Anv one of the delegates can approve the Expense Reports beneath the Virtual Concur Emplovee unless he she is the traveler Again FAMIS best practices recommend that at least two individuals be listed on everv desk Screen 919 Screen 919 eTravel Concur Expense Approvers displavs the eTravel Concur Expense Report Cost Object Approval routing paths that have been loaded into the eTravel Concur svstem This screen displavs routing information bv Department Sub Department Account or Office and View For ease of use the Action Line will pre populate based on data from the current logon session s previously viewed screens Current session data access from the indicated screen s will populate the following Action Line Fields 1 From Screen 860 Department field will be populated 2 From Screen 02 06 51 etc Account fields will be populated 3 From Routing and Approvals screens 9xx Office and View will be populated NOTE If more than one of the listed screens has been accessed only one Action Line field combination Departmen
20. anual Page l 3 Table of Contents cont d PAGE IV eTravel Posting in FAMIS Schedule nonea E IV 3 Concur Posting Flow Chart IV 5 Men TEE IV 7 EXPENSE Reports iii ka xa o E gege IV 7 State Account Fee voucher IV 8 State Reimbursement Posting sse ssseseennannnnzznzennenanzza IV 8 Company Paid Items ss sess EEN IV 9 Posting Scenarios Report Key 1404 Trip Sample ll IV 12 Report Key 1406 Trip Sample l IV 13 Report Key 1407 Trip Sample lA eeeenennnzznnnnenenazonana IV 14 Report Key 1408 Trip Sample lb IV 15 Report Key 1409 Trip Sample lp IV 16 Report Key 1410 Trip Sample 1 7 eeemenenezznnnnennenzzennzzna IV 17 V eTravel Batches eTravel Batches by Batch Number V 3 VI eTravel Reports Interface Reports sieves dads lee ceiedevechabesoe adi alovecaadeloaceaegedeeaseeaves Vl 3 VQDU551 Auto close Pending Vouchers e eenennenn Vl 3 FCAR154 eTravel Receivables Report Vl 3 FCAR155 Pending Voucher Report Vl 3 FCAR200 Concur Ad Loc Attribute Report Vl 4 FCAR117 Non Employee Travel ID Load sssssssniesnsenneeeneena Vl 4 VII Reconciliation Equity Transfer Process VIl 3 FAMIS eTravel User Manual Page l 4 Overview In preparation for the implementation of the eTravel System Concur FAMIS has worked with the implementation committee to determine settings in Concur which can be automatically loaded as an initial load and then updated with daily loads from FAMIS The data we se
21. art FAMIS eTravel User Manual Page Ill 11 Routing and Approvals in eTravel cont d Then click on Expense Delegates O Travel Wizard User M Expense User M Expense Approver CTE Login Name Password Verify Password must be suffixed with a valid domain Blank to leave unchanged FROO21 tamu edu Title First Name Middie Name Nickname Last Name Suffix M 21FOREIGN ONE I I commerce E Account Activation Date Account Termination Date 01 29 2011 Emplovee ID Email Address required for Expense Invoice or Request User FROO21 Expense and Invoice Settings Sh Approvers j Expense Preferences Bi Expense Delegates udit Status check if audit reg ountry C Audit Status check if audit d Count Is a Test User Di Travel Rule Class u JNITED STATES ei G State Province Select one NA Ri t Ci eimbursement Currency Ledger SEET GE pees loeFauLt A mm ash Advance Account Code H The delegates will be displaved https concursolutions com expense profile delegates asp mode AdminttempKev n6AEtB sJ6I7WfgHiJU Windows Internet Explorer Delegates Delegate For Expense Delegates for IFOREIGN ONE COMMERCE Det Delegates are employees who are allowed to perform work on behalf of other employees O Name Can Prepare Can View Receipts Can Use Reporting Receives Emails Can Approve Can Approve Temporary Receives Approval
22. by a bookkeeper The non employee vendor must be established in FAMIS and sent to CONCUR prior to entry of any expense reports for that vendor Screen 203 Vendor Add Modify 203 Vendor Add Modify A amp B WELDING 01 30 12 15 37 FY 2011 CC AB Page 2 lt lt lt lt More gt Hold N Freeze N Delete Screen Vendor 2vvvvvvvvv0 ACH VENDOR Name A amp B WELDING Vendor Type BU Texas Company Y Employ Agency SSN FEI SSN FEI Ownership Code SIC Securitv Sole Proprietor Partnership Data Name s 9902 Charter Nbr Busn Desc N Name Percent Email Addr SANDWICHES TAMU EDU Discount Terms Disc Days Established 09 04 1996 By K156J1 Modified 12 20 2011 By K156K5 Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats Left Right _ __ _ _________________z______ gt gt gt 5_z a x ___Q P IO O QR zzmao E E _ gt EAAEA EE Examples of Non Employee Travelers e Students e Guest Speakers e Perspective Employees e Board of Regents External VID is an identifier for FAMIS vendors that is unique across all system parts FAMIS assigned these External VIDs to all active non frozen non deleted vendors through a onetime process When vendors are unfrozen or undeleted they will automatically be assigned an External VID at that time The External VID allows a behind the scenes cr
23. by program FCAU151 Transactions created and posted by job FnnCU151 CTECO1 eTravel Encumbrance Posting Contains Encumbrance 058 transactions to encumber funds for future travel expense to the departmental account Created by program FCAU151 Transactions created and posted by job FnnCU151 FAMIS eTravel User Manual Page V 4 Section VI eTravel Reports FAMIS eTravel User Manual Page VI 2 eTravel Interface Reports VQDU551 VQDU552 FCAR154 FCAR155 Auto Close Pending Vouchers This program acts as a pre processor for vouchers created by the eTravel interface process Vouchers are processed through edit routines and closed or error reports are produced An error could be that an employee has not been setup as a Vendor in AP Vouchers that are re opened after this will not auto close they must be closed manually Run in job FnnCU151 Auto Post Pending Vouchers This program will post any vouchers created by the eTravel interface process which have passed all edits in FAMIS Run in job FnnCU151 eTravel Receivables Report This report shows cash advance activity and mistakes on CitiBank Travel Cards The report may be used by Accounts Receivable staff to adjust existing A R s due to cash advances or to create new A R s due to the personal usage of the CitiBank Travel Card This program acts as a pre processor for vouchers created by the eTravel interface process Vouchers are processed through edi
24. ck if audit req d Country State Province Ls a Test User A ke Travel Rule Class uae states X Seed ane BA y Reimbursement Currency Ledger lus dollar wl lenar Y Then click on Expense Delegates FAMIS eTravel User Manual Page IIl 9 Routing and Approvals in eTravel cont d The delegates will be displayed https concursolutions com expense profile delegates asp mode AdmintempKey n6AEvAxHvUl02LgR5s0 Windows Internet Explorer AE l Delegates Delegate For Expense Delegates for ISCONTRACTS AND GRANTS CORPUS CHRISTI n l bue Delegates are employees who are allowed to perform work on behalf of other employees Name Can Prepare Can View Receipts Can Use Reporting Receives Emails Can Approve Can Approve Temporary Receives Approval Emails HERNANDEZ LUIS delia gonzales tamucc edu E eil MAYRA delia gonzales tamucc edu JUAREZ MARGARITE delia gonzales tamucc edu QUICK JENNIFER delia gonzales tamucc edu FAMIS eTravel User Manual Page III 10 Routing and Approvals in eTravel cont d How to locate your Foreign approval delegates in eTravel Go to User Administration and search for foreign for your system part d a fi Add New User amp Import Users Show Filters Filters O Use Travel Advanced F
25. dvance N Auth Request Delegate Y Adv Posted as Receivables _ Clearing Accounts Member Vendor IDs Credit Card 0104001615 Default A P Vendor 95565565569 Travel Advance 0230001615 Credit Card 95565565569 Concur Fee 0104011615 Concur Fee 9556556556C Default Obj Code 3130 Travel Card Concur Fee Obj Code 5237 Concur 19116080521 Other Accounts Sales Tax 020101 Central Concur Fee SL Fee Amount 7 58 Rule Class LOCAL Last Used Acq Ref 000001A Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Key Fields Organization Unit Level The Organization Unit Level field is used to indicate whether the eTravel fees will be Centrally Funded within the Member or funded by the account incurring the expense at the departmental level Travel Advance Although your System Part may not allow travel advances in the eTravel system the Travel Advance Clearing Account is a required field Due to the ability in eTravel to file expense reports where the inadvertent use of a company paid travel card for personal expenses occurs this could potentially become a travel advance entry in FAMIS FAMIS eTravel User Manual Page Il 3 eTravel Setup Screens in FAMIS cont d Field Descri ptions 0 Required Help PF2 or Field Help Available Screen Information Flags Participant 1 character Y Member is participating in eTravel N Member
26. eTravel FAMIS Verdi o Interface Manual e FAMIS Services The Texas A amp M University System Introduction The purpose of this manual is to assist in understanding the integrations between the eTravel system Concur and the Financial Accounting Management Information System FAMIS This manual will define the setup steps necessary to send FAMIS data to the eTravel system and will define the setup steps necessary to receive accounting data from the eTravel system It will define the accounting processes that post data in FAMIS and help define other potential accounting transactions that may need to be manually posted into FAMIS This manual is not intended to serve as a User Manual for the Concur Application Documentation for the system can be found on the A amp M System website http www tamus edu offices travel concur on line training This manual is a living breathing document and is expected to grow and change as our experience with the eTravel system grows As more information is gained it will be documented and updated in this manual The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services The Texas A amp M University Sys
27. ed Acq Ref 0000000 Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Central Concur Fee SL The SL Account entered here will receive the charges for the CONCUR Fee for all expense reports submitted by the Member Journal Entry Centrally Funded 7 58 to FEE Clearing debit Central Concur Fee SL credit FEE Clearing 7 58 7 58 FAMIS eTravel User Manual Page Il 7 eTravel Setup Screens in FAMI S cont d Departmentally Funded Default Option When Departmental Funding is selected expense accounts used on the expense report will be charged the Concur Fee If the expense report items are allocated to multiple accounts the fee is split accordingly rounding to the nea rest penny If the fee paying account is local a journal entry will debit the fee paying account and credit the Concur Fee Clearing Account Screen 008 SL Attributes 008 SL Attributes 2 Element of Cost Sul Effort Category Salary Sav Dist Fac Salary Sav Dist Fac Savings Form 500 Grad Savings Form 500 Bond Issue Budget Sort Gift Fee Exempt A R Clerk Cd GCP Constr Proj Accountant Resp Title to Equip Screen Account 100030 2 01 30 12 16 20 FY 2011 CC AB HIGHER EDUC INCENTIVE FUNDING b El Foreign Tvl _ Gen Exp Bud _ Foreign Per _ Admin Clerical _ Rev Pledged _ Restricted _ Pyrl Acct Anal Delg Type _ Int Exempt _ Int Exe Rea
28. ed manually After approval an encumbrance entry will be posted to FAMIS Encumber against codes 3030 In state 3130 Out of State 3310 Foreign A separate encumbrance line item is posted for each expense category entered in Concur Note this encumbrance entry is approved by the traveler s supervisor s not necessarily the account signer Company Paid Items Report Key 512 System Offices Company Paid Item Car Rental Members may choose to create Expense Reports in eTravel for items not paid by credit card Items such as Rental Car expense or Conference Hotels will not flow through eTravel Entering the item as an expense gives a more complete picture of the trip expenses but will incur a Concur Fee only Ideally we would not have an expense report for just a company paid item the only entry in FAMIS would be for the fee FAMIS eTravel User Manual Page IV 9 eTravel Posting in FAMIS Cont d Trip Summary e No out of pocket by traveler e Nota credit card e Prepaid prearranged relationship with card vendor Journal entry for Concur fee Offset 011199 00000 1615 CONCUR FEE Display of Detailed Transaction Record 01 26 2012 STRATTA SYSTEM OFFICES 7 58 TransCode 06C gt 06X JE ACTUAL Dir Ind D Account 271030 00000 5237 FAMIS SERVICES TRAINING TEST Fees E Travel System Cash Disbursements Clearing PO Enc Ref 1 Cost Refl Fiscal Yr 2011 Ref 2 512 2 Proc Month 01 Ref 3 3 Batch
29. erformed by FAMIS Journal Entry Department pays 7 58 to FEE Clearing debit Departmental Expense or Central Concur Fee SL 7 58 credit FEE Clearing 57 58 FAMIS eTravel User Manual Page IV 13 eTravel Posting Scenarios Cont d Report Key 1408 Trip Sample 1 5 100 Personal expenses paid by CitiBank Travel Card Trip Summary e Employee Personal Expenses e 56 80 Personal e Paid by Company e Allocated to the Account on the Expense Report header Report Totals 1 5 Expense Report Report Total 56 80 Less Personal Amount 56 80 Amount Claimed 0 00 Amount Rejected 0 00 Amount Approved 0 00 Company Disbursements Amount Due Employee Amount Due No Offsets University Liability Total Paid By Company Employee Disbursements Amount Owed Company Total Owed By Employee Accounting Entries and Reports Performed by FAMIS Journal Entry Department records 56 80 to Travel Advance Clearing debit Travel Advance Clearing 556 80 credit Credit Card Clearing 56 80 Journal Entry Department pays 7 58 to FEE Clearing debit Departmental Expense from Expense Report Header 7 58 credit FEE Clearing 57 58 FCAR154 showing the 56 80 as a Receivable FAMIS eTravel User Manual Page IV 14 Section V eTravel Batches FAMIS eTravel User Manual Page V 2 eTravel Batches eTravel Batches by Batch Reference CTRLO1 CTRFO1 CTRFO2 CTVSO1 CTVFO1 LOCAL Depar
30. f JEs GL Cash clearing Account 0010171610 3rd digit of 06X for payments 2 Asset or Single GL If Single Liability or use GL enter Acct Cntl Map Code 6 digit GL Receivables asset 1300 M Over Payments Liability 2130 M Deposits Liability 2500 M 3rd digit of 06X for Receivables 5 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp In the following examples a 100 00 travel allowance is represented where all of the allowance was used on the trip Accounting Entries Performed by FAMIS Payments as Receipts or JEs Option J CONCUR Posting Journal Entry debit Departmental Expense 100 00 credit A R Clearing GL 100 00 FCAR154 Report will provide information for a manual step to clear A R FAMIS eTravel User Manual Page Il 11 eTravel Setup Screens in FAMIS cont d Payments as Receipts or JEs Option R CONCUR Posting Journal Entr debit Departmental Expense 100 00 credit Travel Advance Clearing GL 100 00 Note This results in a debit to the bank and a credit to Receivables 1300 e FCAR154 Report will provide information for a manual entry on Screen 615 616 in FAMIS e Manual Screen 13 Disbursement entry in FAMIS debit Departmental Expense 100 00 credit Travel Advance Clearing GL 100 00 SAGO TRAINING CAMPUS 03 01 2012 15 39 ETravel Receivables PAGE 1 Post Payment Required Date 20120301 Report Trip Trip Issued Applied Expe
31. g characteristics e Vendor will be Concur e Alt vendor will be the system Member using the Member Vendor ID from 822 e Optionally a more specific System Member Concur Fee ID separate mail code can be used This vendor ID is set on Screen 827 and will override the Member ID from 822 The reimbursements from the state should be applied to this vendor e When the state reimbursements arrive it should be applied to the Concur Fee Clearing Account o This is not done automatically you must apply the state reimbursement to the correct account State Reimbursement Posting Screen 168 Voucher Total Inquiry F2321 Make selection to proceed to screen 169 168 Voucher Total Inquiry 01 31 12 14 28 FY 2011 CC AB Screen ___ Voucher 0110236 Fiscal Year 2011 Status OUT Vendor 19116080521 CONCUR Hold N Pend Alt Vndr 1711711711C AAA FISCAL OFFICE CONCUR PAY Encl Wire N Due Dt 09 06 2010 Desc STRATTA STATE FAIR St Vchr Y Inv Dt 09 06 2010 Cust AR Nbr Revolv N Dlvry Dt 09 06 2010 GSC Ord Chg Src N Dept Ref Cont Wk Force N Confidential ACH Ovrd Tran Cd 141 Check Nbr St Warrant Nbr St Req Nbr Check Dt Warrant Dt Vchr Total 7 58 Check Recon USAS Doc Type 9 PCC Bank Trace J R Reason AD Orig Dist Dt S Itm Account Net Amount PO No Invoice Number Bank Dp Vd XRef 1 215530 00000 5237 7 58 514 12011 N N End of line items Enter PF1 PF2 PF3 PF4 PE5 PF6
32. ilters Use Expense Advanced Filters Manager Employee Group Configuration All Managers W All Users I Can Access Y User Status Max Results Active viz wi Search Text Search What foreign Name Email Log in v Columns To Display Login ID M Manager Employee Group Configuration Email Employee ID Last 4 First Employee Group Configuration Email Q9FORI TEEX 09 TEEX AGRILIFE 060720FOREIGN ONE 06 AL RSCH AGRILIFE 060720FOREIGN TWO 06 AL RSCH A FE 720FOREIGN THRI 06 AL RSCH AGRILIFE 060720FOREIGN FOUR 06 AL RSCH COMMERCE 21FOREIGN ONE 21 TAMUC COMMERCE 21FOREIGN TWO 21 TAMUC COMMERCE 21FOREIGN THREE 21 TAMUC COMMERCE 21 FOREIGN FOUR 21 TAMUC CORPUS CHRISTL 15FOREIGN ONE 15 TAMCC gracie olalde tamucc edu Employee ID User List for company Texas A amp M University System Login ID OSFOREIGN FT00060720 FT20060720 FT30060720 FT 4 060720 FROO21 FR2120012 FR3200021 FR 4 21 FROO15 Q9F GH Stam edu F100060720 TAMUS EDU FT20060720 TAMUS EDU F130060720 TAMUS EDU FT 4 060720 TAMUS EDU FROO21 TAMUS EDU FR2120012 TAMUS EDU FR3200021 TAMUS EDU FR4 21 TAMUS EDU FROOLS tamu edu Records 1 25 of 43 Records Next 25 gt gt GetAll Manager none none none none none none none none none none A Select the desk that you wish to view there will be four Foreign desks listed for each System P
33. in FAMIS FAMIS will establish four FOREIGNn desks initially eTravel will require up to four desks for this function Do not modify the description for the eTravel Office the existing description will be expected by the software Office Setup Do not modify the 1 Using Screen 940 enter the office ETRAVEL description for the ETRAVEL office 2 Add a manager delegate and default signer 940 Office Create Modify Screen Office ETRAVEL d Description TRAVEL OFFICE FOR CONCUR AUTH REQUEST Manager UIN Delegates UIN Default Signer UIN Comments FAMIS eTravel User Manual Page III 5 Routing and Approvals in eTravel cont d Desks by Office Five desks have been created for the ETRAVEL office For the desks that apply delegates need to be added selecting the desk from 937 or by direct entry on screen 922 Basic Steps e Advance to Screen 937 e Type the ETRAVEL office on the Action Line to position it at the top of the list and press lt ENTER gt to display a list of all of the desks within the office e Press PF7 to display a list of desk assignees Selecting a Desk To select a desk move the cursor to the desired line type an x and press lt ENTER gt The desk name will then be moved to the Desk field in the Action Line and may be moved in context to other screens This will advance you to Screen 922 for the selected desk Do not modify the description for the ETRAVEL desks 937 Desks b
34. is very important to note any vouchers re opened must be manually closed We will not auto close re opened vouchers e 5 00 pm Post eTravel Vouchers VQDU551 Auto close pending vouchers and error report An error could be that an employee has not been setup as a Vendor in AP Vouchers that are re opened after this will not auto close they must be closed manually VQDU552 Auto post vouchers FAMIS Services highly recommends the auto post of eTravel vouchers in the 6 00 eTravel Schedule run by FAMIS Production Services We have included this as an automated step in the posting jobs but can remove this on an as requested basis FAMIS eTravel User Manual Page IV 4 eTravel Posting Schedule cont d eTravel Concur Interface L Svstem Screen 827 A Process Pre Interface Data Load Emplovee A Data FI eTravel gt Concur Account Org Unit Data DTV Path Data Settings Day 1 8 00 am 8 00 pm 8 00 pm Daily Cutoff for Transaction Feed Employees Enter Expense Report Profile Info gt eTravel Entry Concur Authorization Request Entry Approvals Day 2 Midnight 6 00 am Concur generates Accounting Extract FAMIS retrieves the file SAE 2 00 am 6 00 am Encumbrance Extract to FAMIS Concur Data Warehouse Data Warehouse Reports for Business Objects
35. m entry is created when the expense report is posted to FAMIS Concur Fee The 7 58 fee charged with each expense report follows the travel expense allocation If the expenses are allocated to more than one campus code the fee is split the same way The fees are accumulated on each campus code in a specified clearing account and later paid to System Office to reimburse for expenses paid to Concur No due to from entry is created if the expense campus code is different that the Citibank campus code Month End At the end of each month a report is generated to determine the total cash owed between campus codes The equity transfer to move the cash and the corresponding FAMIS entries to clear the month end due to from balances are posted at the beginning of the following month These entries will match the due to from balances as of the previous month end An equity transfer and corresponding FAMIS entries is also posted at the beginning of each month to move the committed Concur fee amount from each Member to System Office FAMIS eTravel User Manual Page VII 3 Reconciliation cont d Year End An equity transfer will be processed after August close to clear the due to from balance as of the closed month of August This equity transfer will appear as an adjustment on each Member s year end adjusted cash concentration pool statement and the corresponding FAMIS entries will post in Month 13 Example A TAMU CC02 employee uses a TA
36. nate Vendor when we create vouchers for CitiBank Card and Concur Fee payments 11 digits Optional When supplied this is the default Vendor ID for the System Member used for reimbursements from the state This ID will be used as the Alternate Vendor when we create vouchers for CitiBank Card 11 digits Optional When supplied this is the default Vendor ID for the System Member used for reimbursements from the state This ID will be used as the Alternate Vendor when we create vouchers for Concur Fee payments 11 digits Required CitiBank Travel Card Vendor ID This Vendor ID is used to record Travel Card Vouchers to CitiBank the Default A P Vendor or alternately the Credit Card mail code will be used as the Alternate Vendor on these vouchers for State reimbursement 11 digits Required Concur Vendor ID This Vendor ID is used to record Concur Fee Vouchers the Default A P Vendor or alternately the Concur Fee mail code will be used as the Alternate Vendor on these vouchers for State reimbursement FAMIS eTravel User Manual Page Il 5 eTravel Setup Screens in FAMIS cont d Other Accounts Sales Tax 6 digits SL Account to record Sales Tax Concur Fee Acct 11 digits Centrally Funded Concur fee account Other Settings Fee Amount 5 digits Concur Fee Amount Rule Class 30 characters Sets the Rule Class in eTravel currently LOCAL for all parts Last Used Acq Ref 7 digits Sequentially assigned Reference number from
37. nd to Concur includes employee supervisor adloc and routing data Initial defaults for Concur System configuration were chosen and will be updated by these daily feeds The Concur settings established by these feeds include user profile defaults company profile settings and routing structures for Authorization Requests and Expense Reports A variety of update programs and reports have been developed to allow users to review and research these daily feeds Changes to the DTV path and or its desk memberships will be sent to Concur each night For immediate changes to approvals in Concur you will have to contact your Concur program administrators Any changes entered directly in Concur should also be made in FAMIS Although we are preloading the eTravel System with default routing settings it is important to note that all electronic approvals will be processed within the Concur application FAMIS will not generate any Concur related notification emails or routing documents Participants in the eTravel Concur System will access the software via their usual SSO Login ID and password Once you have accessed the eTravel System you may e Assign delegate s to book trips Profile Travel settings e Assign delegate s to create expense reports Profile Expense settings e Assign credit cards for booking travel through Concur e Set travel preferences such as non smoking hotel room or preferred seating assignment for air travel e Submit Authori
38. ner has delegated approver privileges to another individual the delegate will not have the opportunity to approve the Expense Report because it skips directly to the processing office with a warning message that the final approval was not received At this point the processing office will have to take manual steps to get authorization before approving the Expense Report Since it is expected that signers primarily travel on their accounts funds FAMIS builds the approval path in a deliberate manner in the hopes of defining two people at the signer step and at other approval desks if possible FAMIS will never assign more than two people to the same sequence because eTravel Concur routing looks at a maximum of two people for a sequence In fact it ignores the second person except when the approver is the traveler It should also be noted that eTravel Concur auto approves a sequence if the sequence approver has already approved the Expense Report on behalf of a different sequence Therefore FAMIS will assign a specific individual to only one approver signer sequence If all the people on a FAMIS desk have been selected as signers or approvers on other desks there is no reason to assign them to the desk since it would auto approve anyhow Finally FAMIS will not assign a person to an approval sequence if that person is not an active employee Because of these rules and exceptions it is very probable that the DTV path a
39. ng distribution Some recipients are real people who can view the reports other are print recipients and a hard copy is printed and delivered If a recipient chooses they can stop printing and receive online PDF versions Non Employee Travel ID Load This program loads vendors identified in FAMIS as Send to eTravel into the Concur System for use on Authorization Requests and Expense Reports FAMIS eTravel User Manual Page VI 4 Section VII Reconciliation FAMIS eTravel User Manual Page VII 2 Reconciliation Equity Transfer Process Travel Expenses Across Campus Codes Summary Concur allows travelers or their delegate to allocate expenses to multiple campus codes If an agency liability Citibank card is used to pay the travel expenses and the campus code paying Citibank is different than the campus code charged for the expense the campus code paying the expense will owe cash to the campus code that paid Citibank If the expense report is reimbursing the traveler payments are issued from each campus code charged for the expense and no funds are owed between the campus codes Expense Reports For each expense report Concur identifies the campus code associated with the agency liability Citibank travel card used to pay the travel expense based on the Master Accounting Code Field entered on the card set up If the Citibank campus code is different than the campus code being charged on the Concur expense report a due to due fro
40. nse Last Name Destination Start Date End Date Category 02 24 2012 02 26 2012 02 29 2012 02 21 2012 02 22 2012 Grand total FAMIS eTravel User Manual Page Il 12 Section III eTravel Routing and Approvals FAMIS eTravel User Manual Page Ill 2 Routing and Approvals in eTravel The existing FAMIS Routing User Manual assumes that all of the electronic documents are created routed and shown on the FAMIS Canopy InBox This is NOT the case for Concur documents However this manual does illustrate how to setup maintain paths and desk membership You may refer to the FAMIS Routing User Manual for assistance with those functions There are two types of routing which can occur in eTravel Concur e Authorization Request Routing SSO Data e Expense Report Routing DTV Path and or OSRS Routing Data Authorization Request Routing Purpose Obtain prior supervisory approval for travel and ENCUMBER funds for the trip OPTIONAL for domestic travel REQUIRED for foreign travel FAMIS builds the structure for Authorization Request routing by accessing the adloc information for the employee There are a couple of decisions which must be made prior to setting up the routing for Authorization Requests Each adloc chooses whether they will include a bookkeeper in their routing structure These settings are maintained in SSO To grant these roles the granter has to have the SSO Central Admin role for the workstation the employee belongs to
41. o take place outside of Concur Optionally the bookkeeper in the funding department will need to set up the pre trip authorization for the traveler and list them as an attendee With that option the routing will not go through any of the traveler s supervisors FAMIS eTravel User Manual Page Ill 4 Routing and Approvals in eTravel cont d Authorization Request Contracts and Grants and Foreign Travel Additionally for each participating campus using eTravel an ETRAVEL electronic office and five approver desks have been created in FAMIS The ETRAVEL office and related desks are used to identify individuals who will perform the Contracts and Grants and Foreign Authorization Request approver functions The desk s will become virtual employees in eTravel The desk members become delegates for the virtual employees This data will be updated in eTravel nightly from FAMIS Utilizing this office and the coordinating desks eliminates the need to maintain this information in eTravel Up to four foreign travel approvals can be defined in eTravel and are determined by policy at the individual campuses and at the System level Although all four FOREIGNn where n 1 4 desks may not be utilized by your campus do not remove the unused desks from FAMIS It is very important for the desk names and descriptions to match exactly with what is defined in eTravel The foreign approvals defined in eTravel must have corresponding desks established
42. of pocket expenses 3 State account s on state voucher to pay into Citibank Travel GL Vendor is Credit Card Vendor from 827 Alternate vendor is Default A P Vendor or Concur Fee Vendor from 827 4 State account on state voucher to pay into Concur Fee GL Vendor is Concur Fee Vendor from 827 Alternate vendor is the Default A P Vendor or Concur Fee Vendor from 827 FCAR154 report to show cash advance activity and mistakes on CBT card This report used by Acct Receivables staff to adjust existing Accounts receivables due to cash advance usage or create new due to personal usage mistakes on CBT card FAMIS eTravel User Manual Page IV 3 eTravel Posting Schedule cont d FCAR155 Report to show pending vouchers New vouchers just created and any previously created voucher that fail to close appear on this report VQDU551 Auto close pending vouchers and error report An error could be that an employee has not been setup as a Vendor in AP Vouchers that are re opened after this will not auto close they must be closed manually VQDU552 Auto post vouchers FAMIS Services highly recommends the auto post of eTravel vouchers in the 6 00 am eTravel Schedule run by FAMIS Production Services We have included this as an automated step in the posting jobs but can remove this on an as requested basis e 8am 5pm Daily Business Operations AP staff has an approximate 9 hour window to re open correct close and post Concur Vouchers It
43. on every desk FAMIS eTravel User Manual Page Ill 18 Routing and Approvals in eTravel cont d Virtual Desk Routing The Virtual Option for Cost Object Approvals turns each FAMIS desk in a routing path into a Virtual Concur Employee With this option each primary and substitute approver on a desk is loaded as a delegate to the Virtual Employee Routing using this option most accurately mimics routing within FAMIS The biggest difference between FAMIS and Virtual routing is that the MyConcur page InBox does not show pending approvals for the Virtual Concur Employees In order to see that pending approvals are needed approvers must first delegate for the Virtual Concur Employee The Virtual option provides a mechanism for the Member to centrally indicate and control the delegates who can sign for each sequence and provides a structure so that workloads can be balanced Individuals on a Virtual desk cannot delegate approval authority to others that are not named delegates A downside to this type of routing is that the Concur Mobile app does not currently support the delegate function Example of an eTravel Concur path built from a FAMIS DTV path Screen 921 Dept Paths Create Modify Named Option 921 Dept Paths Create Modify 02 05 12 22 51 cc 21 Screen Office CHEM View CHEM VW Description CHEMISTRY VIEW Office Mgr GLAS MICHAEL W F Form Dept Sub Category N Sta
44. onday 02 20 2012 CREDIT CARDS 10000476 Emplovee Disbursements D A 1 gt d Amount Owed Company Transaction Amount 121 45 Ref Total Owed By Employee 335655670980007804761202220253850000000007 1815 Accounting Entries and Reports Performed by FAMIS Journal Entry Department records 121 45 Expense debit Departmental Expense 121 45 credit Credit Card Clearing 121 45 Journal Entry Department pays 7 58 to FEE Clearing debit Departmental Expense or Central Concur Fee SL 7 58 credit FEE Clearing 57 58 FAMIS eTravel User Manual Page IV 12 eTravel Posting Scenarios Cont d Report Key 1407 Trip Sample 1 4 All trip expenses were direct billed to the Member Typically this would be for car rental or other company paid items The only purpose for processing an Expense Report for this type of item is to have a more complete picture of the actual trip in Concur Trip Summary e Employee Travel e 100 00 trip expense e Paid by Company e Allocated to a Local Account e Receipt will appear in Concur Report Totals 1 4 Expense Report Report Total 100 00 Less Personal Amount 0 00 Amount Claimed 100 00 Amount Rejected 0 00 Amount Approved 100 00 Company Disbursements Amount Due Employee 0 00 Amount Due Company Paid 100 00 Total Paid By Company 100 00 Employee Disbursements Amount Owed Company Total Owed By Employee Accounting Entries and Reports P
45. osswalk to the FAMIS Vendor ID e Only one External VID can be listed per Expense Report e Vouchers with invalid or missing External VID will not close and will appear on the VQDU551 error report e If NO External VID is listed on the Expense Report the report will post in FAMIS with the Traveler as the employee submitting the Expense Report In some cases this could be the Bookkeeper FAMIS eTravel User Manual Page Il 9 eTravel Setup Screens in FAMIS cont d Send to eTravel field should be set to Y for those vendors that need to be sent to the eTravel system Employees should NOT be marked as Y in this field Employees are already established in eTravel through other means Users must have update access to Screen 103 203 to make entry for this field The field will be protected from entry except when the following criteria is met e The Vendor Type field cannot be EM employees e The vendor number must begin with 2 or T e The vendor may not be frozen or deleted Once flagged Send to eTravel there will be at least a one day delay before the vendor will be sent to the CONCUR system This is a nightly feed process We do not populate employee ACH information in eTravel This information must be entered directly in eTravel Vendor search does handle the new External VID to use set type to E then type the external VID in the search field AAA XX F6575 Please enter a Vendor number F004
46. ption 921 Dept Paths Create Modify 02 05 12 22 00 cc 02 Screen Office FISCAL View ACVIEW Description ACCOUNTING CONTROL Office Mgr GIBSON CATHERINE D F Form Dept Sub Category N Status and Desks _ CTE APPRVR SIGNER DSK PF7 Names for CTE APPRVR desk DESK CTE APPRVR PID STATUS NAME XXXXXXXXX CHARGOIS BRIDGETT D XXXXXXXKX MARIOTT PAULA L XXXXXXXXX MCCLENTON CARLETTA R END OF LIST 3 WORKERS FOUND DESK SIGNER DSK PID STATUS NAME XXXXXXXXX S PHAIR DEBORAH L XXXXXXXKX GUILLORY JANET S XXXXXXXXX GUILLEN PHILLIP L END OF LIST 3 WORKERS FOUND FAMIS eTravel User Manual Page Ill 17 Routing and Approvals in eTravel cont d Result of how the Named Individual eTravel Concur path is ultimately built Screen 919 eTravel Concur Expense Approvers Named Option 919 eTravel Expense Approvers 02 05 12 19 10 FY 2012 CC 02 Screen Dept FISC_ Sub Dept AC Account Office View eTravel Employee ID Name SEQ XXXXXXXXX CHARGOIS BRIDGETT D 001 XXXXXXXXX MARIOTT PAULA L 001 XXXXXXXXX GUILLORY JANET S 999 XXXXXXXXX GUILLEN PHILLIP L 999 Signifies the 2nd approver for the sequence Records displayed are loaded into eTravel nightly Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp FAMIS best practices recommend that at least one substitute be listed
47. s defined in FAMIS will not match desk for desk what has been sent to the eTravel Concur system reflected on Screen 919 These differences are not errors just reflections of the differences in the two systems routing mechanisms FAMIS eTravel User Manual Page Ill 15 Routing and Approvals in eTravel cont d Populating Approver and Signer Desks from the DTV Path Process The following describes the process by which the approver and signer desks are populated from the DTV path In all cases an individual is rejected and not sent to eTravel Concur if he she is not an active employee 1 Examine the signer desk membership Pick a maximum of two valid signers Select the first primary signer if a primary signer is defined Select the second primary signer if a second primary signer is defined If two signers have not yet been selected select the first and if necessary second substitute signers Note If there is a desire to have a particular person defined as the primary desk signer approver make sure that person is the first one listed on the FAMIS approver signer desk You may have to delete all people from the desk and re add them in the order you wish them to populate the eTravel Concur sequence The second person listed should be the person who should sign if the first person is the traveler The signer desk is always represented as the 999 sequence Examine the first desk on the DTV path
48. son __ Interest Acct Obj Trans Subcode Edits Cat Type Low High Match Cost Ref 1 Cost Ref 2 Cap Campaign Comments Hmenu Help EHelp Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Next CAcct Cmnt NOTE When using the departmentally funded option an override account can be used to pay the Concur Fee The override account is maintained on Screen 8 for SL s and Screen 52 for SA s in FAMIS The value is maintained on an account by account basis If an override account is specified on an SL it will apply to transactions at the SA if there is no eTravel Fee account on the SA If the fee is centrally funded by the Member this option does not apply Journal Entry Departmental or eTravel Fee 7 58 to FEE Clearin debit Departmental Expense eTravel Fee 57 58 credit FEE Clearing FAMIS eTravel User Manual 7 58 Page Il 8 eTravel Setup Screens in FAMIS cont d External VID and Send to eTravel New fields have been added to FAMIS Screen 203 on the Right Panel The fields are External VID and the Send to eTravel flag Only employees of the A amp M System will be set up with a user profile in CONCUR The External VID field in conjunction with the Send to eTravel field is used to send FAMIS vendor information to CONCUR for non employees Expense reports for these external vendors must be created and submitted
49. t 100 00 100 00 No Total Paid By Company 100 00 Employee Disbursements Amount Owed Company 0 00 Total Owed By Employee 0 00 TOTAL AMOUNT TOTAL APPROVED 100 00 100 00 Accounting Entries and Reports Performed by FAMIS Voucher in the amount of 100 00 charging the Departmental Expense Account The vendor is the traveler Journal Entry Department pays 7 58 to FEE Clearin debit Departmental Expense or Central Concur Fee SL 7 58 credit FEE Clearing 57 58 FCAR155 This report will show the pending voucher created VQDU551 This report will show vouchers that we have attempted to close VQDU551 This report will show vouchers that we have attempted to post FAMIS eTravel User Manual Page IV 11 eTravel Posting Scenarios Cont d Report Key 1406 Trip Sample 1 3 All trip expenses were business related and paid by CitiBank Travel Card No reimbursement is required to the traveler Trip Summary e Employee Travel e 121 45 Meals e Allocated to a Local Account Report Totals 1 3 Expense Report Report Total 121 45 Less Personal Amount 0 00 Amount Claimed 121 45 Amount Rejected 0 00 Amount Approved 121 45 POPEYE S 5939 Corporate Card Agency Liability 0476 Company Disbursements POPEYE S 5939 Amount Due Employee 1401 PARK AVE Amount Due No Offsets University WACO TX 767060000 Liability Tax 742090355 Total Paid By Company 121 45 MasterCard M
50. t routines and closed or error reports are produced An error could be that an employee has not been setup as a Vendor in AP Vouchers that are re opened after this will not auto close they must be closed manually Pending Voucher Report The purpose of this report is to show pending vouchers created from the Concur feed It can display all pending vouchers or only the Pending Open P OP vouchers This report will show new vouchers and any previously created voucher that failed to close FAMIS eTravel User Manual Page VI 3 eTravel Interface Reports cont d FCAR100 FCAR101 FCAR200 FCAR117 Initial Employee Import to Concur Loads employees into the Concur system Reports created are e Employees with Non Participating Adloc with Active Budgets e Employees with Unknown Approver Sent e Employees without Valid Department e Error Report Cost Object Approver Load This program loads Cost Object Approvers with the DTV Path Approvers from FAMIS Concur Ad Loc Attribute Report Concur Authorization Requests approval sequences are shown on the FCAR200 report These are also displayed on screen 862 in FAMIS The attributes are generated by using the employee s SSO primary manager and bookkeeper settings in SSO The employee authorization report FCAR200 can be distributed just like any current DDRINT report say FAMIS monthly statements This model may have several hundred recipients already defined in the reporti
51. t sub department SL SA Office View will be populated The field combination populated will occur in the order listed above FAMIS eTravel User Manual Page Ill 21 Routing and Approvals in eTravel cont d FAMIS eTravel User Manual Page Ill 22 Section IV eTravel Posting FAMIS eTravel User Manual Page IV 2 eTravel Posting Schedule DAY 1 Concur Activity 8 00 pm Concur Daily cutoff All fully approved Authorization Requests and Expense Reports ready to be exported by Concur DAY 2 Concur and FAMIS Processing Midnight 6 00 am Concur generates Standard Accounting Extract SAE 2 00 6 00 am Concur Data Warehouse generates reports 1 Encumbrance extract for FAMIS 2 Data Warehouse reports for Business Objects 6 00 am FAMIS Production Control eTravel Schedule This schedule retrieves the SAE from Concur and loads records into FAMIS Batches are posted and reports generated POST encumbrances new and or adjusting encumbrances POST Journal Entries Sample postings 1 Batch Ref CTRLO1 LOCAL Departmental Expense Account pays for CBT transactions 2 Batch Ref CTRFO1 LOCAL Departmental Expense Account receives Concur Fee 3 Batch Ref CTRLO2 Cross Part transactions Citi Travel GL due to due from Create Pending Vouchers Sample postings 1 Local account s on voucher to reimburse traveler for out of pocket expenses 2 State account s on Revolving voucher to reimburse traveler for out
52. tem 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 FAMIS eTravel User Manual Page l 2 Table of Contents PAGE l e l 6 FRRESOUNGOS i p p l 6 ll eTravel Setup Screens and Fields in FAMIS Screen 827 eTravel Control Record Il 3 Concur Fee Funding ssseenenzzznnnanzznnenazzzznnnanznzamrarnnzzmnanznzana Il 6 External VID and Send to eTravel ss sssesessnnnnnnzznnnanzennanai Il 8 Screen 680 Accounts Receivable Control Record Il 10 III eTravel Routing and Approvals Authorization Request Routing 111 3 Authorization Request Contracts and Foreign Travel 111 5 Office SetUD id IIl 5 Desks by Office 111 6 Desk Management IIl 7 Contracts and Grants 111 9 Foreign Traveliers eiere deer a ne ee Ill 11 Expense Report Routing 111 13 Expense Report Routing the DTV Path 111 13 FAMIS Updates to the eTravel System e eseenenenennzn 111 13 Initial DTV Path Creation ss sseserenzennenazznnenanzzznznanznznnzana 111 13 FCAR202 eTravel Cost Object Approver Report 111 14 Approval Methode 111 14 Named Individual Routing 111 15 Populating Approver Signer Decke 111 16 Virtual Desk Routing 111 19 Screen 921 Dept Paths Create Modify Named Option IIl 19 Screen 919 eTravel Concur Expense Approvers Virtual Option Il 21 FAMIS eTravel User M
53. tmental Expense account CBT Transactions Contains Journal Entry 06C transactions to automatically post the CBT expense to the departmental account Created by program FCAU151 Transactions created and posted by job FnnCU151 Departmental Expense Account pays Concur Fee Contains journal entries 06C to record the departmental Concur Fee expense Created by program FCAU151 Transactions created and posted by job FnnCU151 Cross Part Citi Travel Due To Due From Contains journal entries 06C to record cross part transactions Created by program FCAU151 Transactions created and posted by job FnnCU151 eTravel State Voucher Voucher posting for eTravel reimbursements to the traveler for State fund expenditures This posting creates a batch header on 124 however detail must be viewed in the Voucher Screens in FAMIS Created by program FCAU151 Transactions created and posted by job FnnCU151 eTravel Fee Vouchers Voucher posting for eTravel Fees This posting creates a batch header on 124 however detail must be viewed in the Voucher Screens in FAMIS Created by program FCAU151 Transactions created and posted by job FnnCU151 FAMIS eTravel User Manual Page V 3 eTravel Batches cont d CTVLO1 eTravel Local Vouchers Voucher posting for eTravel reimbursements to the traveler for Local fund expenditures This posting creates a batch header on 124 however detail must be viewed in the Voucher Screens in FAMIS Created
54. tration and search for contracts for your system part dk Add New User at Import Users show Filters Filters User List for company Texas A amp M University System O Use Travel Advanced Filters Use Expense Advanced Filters Manager Employee Group Configuration All Managers Y 15 TAMCC wl User Status Max Results Active EU 28 Mi Search Text Search What contracts I Name Email Log in a i Columns To Display ogin el Manager mplovee Group Configuration mail mplovee Y Login D HIM Y Employee Group Configuration Y Email 4 Employee 1D 1 Records Found Get All Last 4 First Employee Group Configuration il Employee ID Login ID CORPUS CHRISTI 15CONTRACTS AND GRANTS 15 TAMCC CG0015 CG0015 TAMUS EDU none a Total 1 Select the virtual person US TU Sens JC es O Travel Wizard User Expense User E expense Approver CTE Login Name Password must be suffixed with a valid domain Verity Password Blank to leave unchanged cG0015 tamu edu Title First Name Middle Name Nickname Last Name Suffix M 15CONTRACTS AND GRANTS CORPUS CHRISTI E Account Activation Date Account Termination Date 01 20 2011 Employee ID Email Address required for Expense Invoice or Request User konnts Add Picture Expense and Invoice Settings fj Approvers fi Expense Preferences 8 Expense Delegates D Audit Status che
55. tus and Desks _ CTE APPRVR SIGNER DSK Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 FAMIS eTravel User Manual Page Ill 19 Routing and Approvals in eTravel cont d PF7 Names for CTE APPRVR desk PID STATUS NAME XXXXXXXXX CURRIN ALICIA l l l l XXXXXXXXX SHERMAN MARY K l l l l END OF LIST 2 WORKERS FOUND l l DESK SIGNER DSK PID STATUS NAME XXXXXXXXX S BLOUNT GRADY P XXXXXXXKX JANG WEN LONG XXXXXXXXX sS WEEKS SANDRA E END OF LIST 3 WORKERS FOUND Note that the Virtual Concur Employees are named according to the following scheme nn office view desk where nn is the FAMIS Part This is the Virtual eTravel Concur path that is ultimately built Screen 919 eTravel Concur Expense Approvers Virtual Option 919 eTravel Expense Approvers 02 05 12 22 48 FY 2012 CC 21 Screen Dept CHEM_ Sub Dept Account Office View eTravel Employee ID Name SEQ 2l CHEM CHEM VW CTE APPRVR 001 2l CHEM CHEM VW SIGNER DSK 999 Signifies the 2nd approver for the sequence Records displayed are loaded into eTravel nightly Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names PF7 Names for 21 CHEM CHEM VW CTE APPRVR desk 2l CHEM CHEM VW CTE APPRVR UIN Delegates XXXXXXXXX SHERMAN MARY K XXXX
56. y Office 43 11 09 37 CC AM Screen 937 Office ETRAVEL Desk Description CONTRACTS AUTHORIZATION REQUEST DELEGATES FOREIGN1 AUTHORIZATION REQUEST DELEGATES FOREIGN2 AUTHORIZATION REQUEST DELEGATES FOREIGN3 AUTHORIZATION REQUEST DELEGATES FOREIGN4 AUTHORIZATION REQUEST DELEGATES NOTE For each individual campus the unused FOREIGNn desks should remain defined in FAMIS The desk names must strictly follow the naming and description conventions of the desks indicated above The Desk description is tightly controlled within ETRAVEL Changes to the desk name or description will cause the nightly feed to eTravel to fail or produce errors FAMIS eTravel User Manual Page III 6 Routing and Approvals in eTravel cont d Desk Management Delegate changes can be made by adding and removing the desired delegates using screen 922 These changes will not appear in eTravel until they are updated during the nightly feed Basic Steps e Advance to Screen 922 e Type the name of the office and desk on the Action Line and press lt ENTER gt to display current desk information e Add or modify desk assignees as desired e Ifthe UIN number is not known press PF2 from the UIN field and search for the person s name select it and press lt ENTER gt to have FAMIS enter the UIN number in this field e Press lt ENTER gt to record the information 922 Approver Desk Create Modify 11 03 11 09 36 CC AM Screen 922 Office ETRAVEL Desk CO
57. zation Requests to arrange for travel and create the encumbrances in FAMIS e Submit expense reports for completed travel Resources See online Traveler s Profile Training for step by step how to http www tamus edu offices travel concur on line trainin Updates are posted to the eTravel section of the System Office web site http www tamus edu offices travel The site includes online training videos to illustrate how to use Concur for specific steps in the travel process Travelers should begin reviewing the requirements for Traveler Profile FAMIS eTravel User Manual Page l 5 Overview cont d FAMIS eTravel User Manual Page l 6 Section Il eTravel Setup Screens FAMIS eTravel User Manual Page Il 2 eTravel Setup Screens in FAMIS Screen 827 is used to define the way eTravel interfaces with FAMIS Fields on this screen control how transactions are posted in FAMIS through the eTravel feeds and the method of accounting for the eTravel fees and expenses This data is fed to CONCUR on a nightly basis This screen is maintained and updated by FAMIS Services The flags and values are campus specific Screen 827 eTravel Control Record F0003 Record has been successfully modified 827 eTravel Control Record 03 29 12 11 40 35 0 FY 2012 CC 06 Screen 2 2 Flags Participant Y Cost Object Approvals N NAMED Load Accounts Y Organization Unit Level D DEPT Cash A
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