eCheck and eTravel

eCheck and eTravel
How to use the system
Agenda
n  History of system
n  Information
n  Tutorial
n  Questions
History
n  eCheck system began controlled
implementation in late 2005.
n  eTravel system debuted in February 2008
Information
n  Website:
https://webapps.ais.uga.edu/PCFA/index.jsp
n  MyID and MyID password are required for
access.
n  Before using the system, make sure your
department and/or accounts are set up. Approval
Authorization form should be completed and
faxed to Travel & Encumbrances at
706-542-6767. Form located at: http://
www.busfin.uga.edu/forms/approval_auth.pdf
Approval Path Form
n  Recommended to have more than one
approver at each approval level
n  Provide MyID, not Financial Accounting
System ID
n  Departmental paths preferred
n  Form must be signed by Department Head or
person with budgetary responsibility for the
account.
n  Allow 3-5 days for processing
Tabs
n  Once logged into the system the home page
will display your user menu to the left. There
is a “tab” for eCheck and one for eTravel.
The red tab will always be your active tab.
For this section of the demo, leave eCheck as
your active tab.
Menu Options
n  You should have 4 groups of menu options:
n  Create eCheck Requests
n  My
Check Requests
n  My Departments Requests
n  Check Request Search
Create eCheck Requests
n  This group allows initiators to create their
eCheck requests based on the vendor/payee
address. If the payee address is a U.S.
location, select U.S. Payment Address. If it is
a foreign address, then select Foreign
Payment Address.
My Check Requests
n  The My Check Requests grouping will allow
users to see how many requests they still
have in initial entry (those not approved to
anyone) and how many requests that have
been rejected back. Users are only allowed to
have 5 requests in initial entry.
n  The All Requests sub-group allows users to
search and retrieve electronic check requests
from past months and fiscal years. Request
initiated in the current month will
automatically display.
My Departments Requests
n  This functionality is for approvers. This will
display requests awaiting “my” approval and
those awaiting lower level approvers (i.e. if I
am 3rd level approver, I will be able to see
requests that are awaiting either 1st or 2nd
level approvers.)
n  List/Search All function allows users to search
for a specific request utilizing various search
features.
Check Request Search
n  Users can search for a specific check request
by utilizing the check request search feature.
This will pull up the actual request, allowing
users to check the details and status of the
request.
Creating a request
eCheck
Step 1
n  After logging into the system, leave eCheck
as your active tab. Click on U.S. Payment
Address under your Create eCheck Requests
group.
n  After selecting U.S. Payment Address you
should be directed to the following screen:
Request Information
n  Type of Request-This is a drop down for the initiator
to select the type of request. (Note: Only use refund
if you are requesting the expense to come from a 4
object code-Refund is not to be used for a general
reimbursement to an individual.)
n  Emergency/Expedite-Check if request should be
expedited only.
n  Reason for “Other”-Must indicate what request type
is if “Other” was selected as type of request
n  Expedite/Emergency Reason: Justify why request is
expedite/emergency.
Remit to Individual/Company
n  Payee type: Individual, company on file (has
done business with UGA before,) company
not on file.
n  If individual, enter social security number of
person. All digits except for the last four will
be masked.
n  To see if company is on file, click on (Search)
next to Vendor (right under SSN box). Once
you click on search the following box will
appear.
Remit to cont.
n  Enter the vendor name and search for it to
see if the remit to address is on file.
Remit to cont.
n  If the remit to address appears, click on the
blue vendor name. The information (address
on file) will paste into your remit to section on
the check request.
n  If the remit to address does not appear, close
this box and select company not on file. This
alerts Accounts Payable that the vendor
needs to be created in our database before
payment can be remitted.
n  Once you select company not on file, the
following pop up will appear:
Company Not on File
n  The IRS requires AP to collect and report taxpayer
identification numbers. Therefore, AP must have a
completed W9 on file for each vendor before payment
can be remitted. This box provides a link to the IRS
website where the form W9 can be located. It can be
completed as an attachment to the check request, or
faxed to AP separately. However, if a W9 does not
accompany any request for a vendor not on file,
additional processing time should be allotted.
n  Vendor remit to address info should be completed in
the address portion.
Direct Departmental Inquiries to
n  Indicate the name of the person who should
be contacted if problems arise with this
request.
n  Complete phone number should be provided,
including area code.
n  No dashes
Save & Continue
n  Click on save & continue to move to the next
portion of the check request.
Description/Comments
n  This is the description/comments section
which was previously (on the pink paper
request) the body of the request where the
department told AP what was to be paid (i.e.
freight charges for invoice 12345, 12/1/08.)
n  Also note, the request now has a number
assigned to it (located by the red bar that
states Description/Comments for request
number…..)
n  Please provide detailed information.
Account Info
n  After clicking save & continue at the bottom of
the description/comment page, initiators will
be directed to the Account Info page.
Account number and amount should be
keyed.
n  Note: Approval paths must be exactly the
same if you are using multiple accounts.
Object Code
n  For object code, select the (search) function
beside of the object code field. The following
box should appear:
Select Object Group
n  Select Object Group is a drop down menu
that will provide you with a list of the summary
objects that you have budgeted on that
account.
Object Group cont.
n  The initiator should select the correct
summary object, which will prompt the system
to display the detailed objects.
Object Group cont.
n  Scroll down the list until you find the
appropriate object code. For the purpose of
this demo, our object would be 72732 (freight
express & storage)
n  Click on the correct object and the system will
paste it into the object code field.
Free balance check
n  If funds do not exist to cover the expenditure,
you will receive a warning message. There is
a box to check indicating that you will take the
proper steps to resolve the funding problem.
Action should be taken immediately to correct
the account balance.
Summary Display
Summary Page cont.
n  Request Number: click on Print Request and
a consolidated print request document will
appear. See next slide.
n  Click on Print Request at the top of the new
document to send print command to printer.
Summary Page cont.
n  Request Status: Click on View History to
locate current status of the request.
Summary Page cont.
n  Anything displayed in blue can be changed/modified.
n  Delivery Information: Click on Add/Change Delivery
Information to add notes for a check to be held for
pickup. Use this for exceptions only!
n  Supporting Documents: Honoraria can only be used
where there is an invoice to accompany the request
and no signature is required.
n  Print Fax Cover Sheet: Click on this to generate a
cover page if you are faxing your backup
documentation. The electronic check request
number will automatically print on the cover page.
Attaching Documents
n  Under Digital Attachments on the summary
page, click on Add A File and the following
box will pop up.
Attaching Documents cont.
n  Click on browse to go to your computer
desktop. From there you will be able to select
your backup (invoice) that you would have
ideally scanned prior to beginning the
electronic check request. Once you have
selected the file and the name appears in the
display box, click on upload file.
n  Your file will then display under the Digital
Attachments heading.
Select Action
n  Scroll all the way to the bottom of the
summary page and you will see a box that
says select an approver. See next slide.
Select Action cont.
n  Click on the drop down arrow to show your
next level approvers.
n  If no approvers display in this box, the
approval path for the account that you are
using does not exist. You will need to
complete the approval path authorization form
and send it to AP for processing.
Select Action cont.
n  Once you select your approver, click on
Approve and forward request. You should
see a green line display at the top of the
request indicating, “Check request approval
submitted successfully.”
Approvers
n  Email notifications will be sent (nightly, not
real time) to the individual selected as
approver at the bottom of the request (the
person’s name selected from the drop down
menu in the approver box at previous level.)
Any other approver that is on the same level
as the person chosen will not receive an
email notification. However, in the event that
the person selected is not in, someone else at
that same level can approve the request.
Approving Requests
n  When the approver receives their email
notification and logs into the system, they will
go to Awaiting My Approval, a group on the
left side of the main menu. There should be a
(1) beside of Awaiting My Approval (if more
than one request is awaiting their approval,
the total number of requests to be approved
will display.) The approver should click on
the (1) and they will be redirected to a page
that lists the requests to be approved.
Approving requests
n  The approver will click on the blue check
request number. It will open up the
“summary page.” The approver should
review the request and scroll to the bottom of
the page and approve it on to the next level or
reject it back to the previous level. If you
reject a request, you must indicate a reason
why the request is being rejected.
Checking Status of Requests
n  If you receive an email that one of your requests has
been rejected, log into the system and go to the My
Check Requests section on the left. Click on the (1)
beside Rejected. It will pull up the request number
that has been rejected. Click on the blue request
number and the “summary page” will display. At the
top of the request, you will see the reason for
rejection. Beside the request number, you click View
History to see who rejected it. Please check this
information before calling Accounts Payable to ask
why it was rejected. Often times, it isn’t AP that has
rejected it.
View History
n  As initiators to view the history of a request,
you can log into the system and click on All
Requests (under the My Check Requests
grouping.) The following screen will appear.
View History cont.
n  Click on View History to the right of the
screen.
n  This screen will allow you to see who has had
the check request for what amount of time. It
also will display who rejected the request in
the event that it was rejected.
eTravel
Creating a Travel Authorization
Approval Paths
n  Travel authorization approval paths are set up
separately from eCheck request approval
paths.
n  To establish a path for a travel authorization,
complete the Approval Authorization for ETravel request form located at http://
www.busfin.uga.edu/forms/auth_ETravel.pdf
Creating a Travel Authority (TA)
n  Sign into the electronic check request system
at
https://webapps.ais.uga.edu/PCFA/servlet/
CFALogout
n  Click on the eTravel tab (tab should turn to a
red background to show active tab.)
E Travel Tab Options
n  Create Travel Authorizations: Used to create
a TA
n  My Travel Authorizations: Used to check the
status of travel authorizations
n  Create Travel Check Requests: Used to
submit reimbursement requests for travel
n  Travel Authorization Search: Allows users to
search for a TA by TA number.
Creating a Travel Authorization
n  Click on “Create at Travel Authorization” in
blue.
n  The following screen should appear:
Creating a Travel Authorization
n  Travel Authorization Information: Self
explanatory
n  Account Number: Enter funding account info.
n  Reimbursement Type: Choose from drop
down: Domestic travel, foreign travel,
employee mileage. If you anticipate any
mileage to be reimbursed, enter an amount
for employee mileage.
n  Amount & Fiscal Year: Enter amount to be
encumbered & fiscal year to encumber from.
Itemized estimate of costs
n  Enter estimates for each line. Total of estimates
must equal amount to be encumbered in account
section.
n  Mode of Travel: Select from dropdown: Rental
vehicle, personal vehicle, university vehicle, plane,
other. If you select plane, a box will appear for you to
indicate if the airfare will be direct charged to UGA.
You must select yes or no from the drop down option.
If you select yes, another drop down will appear for
you to select the approved travel agency from.
Creating a travel authorization
n  Nature of Official Business: Brief explanation of what business
n 
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n 
n 
n 
purpose for trip is.
Dates absent from campus, location while absent, and who will
handle classes/business while absent should be provided.
Detailed justification: Provide as much detail as possible as to
why it is important that this trip be approved. The more
information you can provide, the better.
Department contact information: Person we should contact if a
problem arises with the TA approval process.
Save & Continue
Scroll back to the bottom of the screen to select approval
options.
Approving travel authorizations
n  Approver will receive email notification of a travel
n 
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n 
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authorization awaiting their approval. (Nightly email,
not real time)
User will log into eCheck system, click on eTravel tab
and look under My Travel Authorizations.
User will click on Awaiting My Approval (1)
Authorization number will display. Approver clicks on
number to display authorization details. Scrolls to the
bottom after reviewing and approves/rejects
accordingly.
Rejections must include an explanation.
Creating Travel Check Requests
n  Travel reimbursement check requests are
created under the eTravel tab. However,
once the request is submitted on for approval
by the initiator, the request will become part
of the eCheck system (since it is a check
request.)
n  Users will check the status of travel
reimbursements under the eCheck tab.
Instate Travel Reimbursements
n  Under eTravel tab, click on In State Travel
under the group named Create Travel Check
Requests.
Instate Reimbursement Request
n  Click Emergency/Expedite if needed. Give
Emergency/Expedite reason if selected.
n  Remit to Individual/Company: Operates same
as remit to section for E Check Request.
n  Direct departmental inquiries to: Who needs
to be contacted if a problem arises with
request.
n  Save & Continue
Description Screen
n  Description: Give info on what the trip was
for.
Account Screen
n  Enter account number.
n  Object codes are as follows:
n  64100-domestic travel
n  64150-Mileage.
Mileage must be split into a
separate object code.
Summary Page
n  Summary page will display. Go under digital
attachments to load an attachment. Click on
Print Request (Top left beside request
number) to print a copy of the request for your
files. To print fax cover page (if not scanning
and attaching the document) scroll down to
Print Fax Cover Sheet (right above red bar for
Select Action.
n  Review to verify info is correct, scroll to the
bottom of the page and approve.
Out of State Travel Reimbursement
n  Everything is exactly the same as the instate request
with the exception of two things in the request
information section.
n  Type of Request: Drop down for individual or Studies
Abroad.
n  Travel Authorization number. Enter the TA number in
this section. If the TA number starts with a 2, click on
Retrieve Authorization. If it does not start with a 2,
DO NOT click retrieve authorization.
n  TA’s starting with 2 were completed as an electronic
TA and therefore the system has information to
retrieve.
Additional Routing
n  Approval routing for Contracts & Grants is
already programmed into both system. When
establishing your approval paths, you do not
need to include Contracts & Grants.
n  Approval routing through the Office of
International Education for foreign travel is
already programmed in.
Questions?
n  Accounts Payable: (706) 542-2786
n  http://www.busfin.uga.edu/accounts_payable/