Expense Report Training

©2013 JPMorgan Chase & Co.Proprietary and Confidential

smartdata.gen2

Expense Report Training


Expense Reporting Overview User login User roles Viewing and approving Expense Reports

Agenda

Page 2January 2014


The expense reporting feature allows Smith College to do workflow-based expense management. The expense report workflow and approval steps are defined by the College to help meet their expense approval business needs.

Expense Report Management Introduction

Create Expense Report & Select

Transactions

Split & Allocate Transactions

Add Mileage & Cash Expenses

Submit for Approval

Approving Manager can

reject or approve

Closing Finance Group can reject

or close the report

Expense Report Features and Work Flow Process

Page 3January 2014


Application Access: Click, type or copy and paste the link below into your browser (save as a favorite for easy access)

https://smartdata.jpmorgan.com/

You will receive two emails from MasterCard Worldwide. One containing your User ID and the other one containing a temporary Password.

User IDs and Passwords are case-sensitive.

Use these credentials to login for the first time. You will be prompted to change your password and enter additional data.

User Login

HINT: Copy and paste the temporary password from the

email into the application.

Page 4January 2014

https://smartdata.jpmorgan.com/


Enter the temporary password (copy and paste)

Create a new password – must be 8 digits and contain

at least 2 numbers

Choose a password reset Security Question from the

list and enter your answer

Click Submit

You will now be prompted to setup 3 Challenge

Questions and Answers

You will be required to answer one randomly selected

Challenge Question each time you login

User Login: New Password and Security Questions

NOTE: User IDs and Passwords are case sensitive.

Page 5January 2014


Approvers will likely have multiple ‘User Roles’ in smartdata.– Level Manager with your department name – Allows you to approve expense reports for your direct reports

as well as monitor transaction activity for same– Level Manager with only your name – Allows you to approve your own expense reports created by a

reconciler as well as view your own transactions– Cardholder – Allows you to create your own expense reports

– NOTE: if someone is creating expense reports on your behalf you will not have a cardholder role and will only have the level manger role(s)

Click on the drop down link on the home page to toggle between the different user types and the screen will refresh to display that role– Future logins will default to the role you were using when you last logged out.

Approver Login: Home Screen – User Role

Page 6January 2014


From the Program Activity Section on the Home Page you will see a list of Expense Reports Pending Approval

Up to five expense reports are displayed on this screen. If you have more click the View All > hyperlink to go to the Expense Report List screen to view all reports pending your approval

Click on the blue hyperlink to view the expense report you want to approve

You will receive an email notification when a cardholder submits an expense report requiring approval

Approving Expense Reports: Selecting and Viewing

Page 7January 2014


You will see a summary view of the Expense Report

Use the Progress Panel to navigate to the Split and Cost Allocate screens so that you can view details for each transaction

You can also use the progress panel to navigate to the Mileage and Cash screens to review that detail if applicable.

Approving Expense Reports: Reviewing

Page 8January 2014


Clicking on the Expand All link opens all of the transactions at once for reviewing

Approving Expense Reports: Reviewing Cost Allocation

Page 9January 2014

Clicking on the Collapse All link closes the allocation screens

You can also click on the allocation icon to view one transaction at a time

Once opened, review the FOAPAL coding and description detail entered by the cardholder in the account allocation screens.

If the coding needs to be updated you can reject the Expense Report on the Review Tab which sends the Expense Report back to the cardholder so they can make changes.


View receipt images that may be attached to the expense report by clicking on the View Receipt Icon.

Approving Expense Reports: Viewing Receipts

Page 10January 2014

While viewing the receipt image you can Print or Download the receipt


Once you have reviewed the Expense Report details navigate to the Review screen

Here you have the option to Approve or Reject the Expense Report.

Click Approve to approve the Expense Report. The Expense Report will be routed to the Finance Department for closing.

Reject the Expense Report by entering information for the rejection in the comments box and then clicking the Reject button. This sends the Expense Report back to the cardholder for further editing.

Approving Expense Reports: Approving, Rejecting, Printing

Page 11January 2014


Once you Approve or Reject an Expense Report you will be taken to the Expense Report List Screen shown below. It will be filtered by Expense Reports that are currently assigned to you for approval. If you have none pending, there

will be nothing listed. If you have additional reports to review and approve, click on the blue link for each one to view and continue the approval process

Uncheck the Assigned box and click Search to view a list of all Expense Reports and their status. Expense Reports you just approved will show the pending Approver as the Closing Group. This screen may be accessed at any time by choosing Manage Expense Reports from the Financial Tab on the

Home Page.

Approving Expense Reports: Expense Report List Screen

Page 12January 2014


You can view all transactions for cardholders in your hierarchy at any time by navigating to the Account Summary menu option on the Financial Tab

Filter the view by date range and transaction status as needed and click Search

Viewing all transactions and Expense Report Summary report

Page 13January 2014

There are reports that will provide information regarding the status of Expense Reports:

— Account Status — Approver Summary

Expense Report From the Reports Tab choose

Schedule Report to run these reports. They will be delivered to your smartdata inbox.

Expense Report Training

Documents