The University has moved to an on-line expense reimbursement process. 

You are able to access and fill out the on-line form from any computer with internet access (this does not require access to Lotus notes).  Although this memo will walk you through the basics of filling out the on-line form, much of it is intuitive.  In addition, there is an on-line manual (in pdf format) that provides the necessary details (each office has a hard copy available).

OVERVIEW:

1. Sign onto the on-line expense form.
2. Fill the form out.
3. You can save the form as a draft and come back later to complete it, send it to a “reviewer,” or send it to be approved.  In most departments, faculty and staff will likely send the form to the department secretary for review (along with the original receipts) and after the reviewer approves the details the form will be sent for approval to the chairperson.
4. If the reviewer indicates that you need to make any changes, the form is still available on line for you (or the reviewer) to revise (until it is submitted to the approver).
5. You will receive e-mail notification of the form’s approval.

DETAILS:

USING THE ON-LINE EXPENSE REIMBURSEMENT FORMS SYSTEM:

1.       To file your expense report, use your browser to log onto https://notes.kent.edu/expense.

2.       Log in using your KSU Flashline (KSU e-mail) User id and password (the same id and password you use to input grades, if you are an instructor) and click “Login.”

·         WHAT IF I DON’T KNOW MY USER ID OR PASSWORD?—See the Appendix

3.       Once you log into the site, you can view the User's Guide if you want.  The User's Guide is accessible through the "Help" link.  Click on the help link and the “User's Guide” link is at the bottom left of the page.

·         Click on the “User's Guide - PDF File” line to see a PDF version of the manual (which can be printed, if you like).

·         NOTE:  The Help option opens another window.  Close that window to get back to the main login page.

4.       On the main login page, you have four choices:

·         Documents in Draft Status

·         Documents Waiting for My Review

·         Returned for Edit Requests

·         Status of Reimbursements

·         Completed Reimbursements, and

·         Create a New Reimbursement

5. To Start a New Reimbursement, click on that button (at the bottom).
6. The on-line form will open with you as the submitter and you as the person to be paid.  (You can choose a different department or different payee if necessary from the drop down boxes.)
7. The form has Department checked as the place to deliver the check.  This is the preferred address. Click Home Address if necessary.
8. Click on Add Travel Expense.
9. Complete the box to indicate the Purpose of the Travel.
10. Complete the boxes to indicate the travel dates (you can use the small calendar item to browse a month and put in the date automatically).  

·         Note:  If your trip has multiple legs, input the end travel date as the date you leave your 1^st destination city.  After entering expenses for the first destination city, you will accept that expense, and then return to the top of the form to input the 2^nd leg (new departure date, new end date, new departure city, new destination city).

11. The initial Departure City will most likely be Ohio-Kent, or Ohio-Other.  If you select FOREIGN, then the form resets with Alaska, Hawaii, and a variety of foreign countries and cities.  The Destination City will usually be the place to which you traveled (i.e., usually you won’t indicate that you “returned to Ohio-Kent” as your destination). 

·         If your trip has multiple “legs” to it, you can add additional dates and departure/destination cities (in this case, the last leg might have as its destination Ohio-Kent).

·         If you would like to do several expense reimbursements which have different dates associated with them, use this approach as well.

12. In the Expense TYPE box, select the type of expense you will now post.

·         Breakfast, Lunch, or Dinner (amount set by city and per diem)

·         Lodging

·         Personal Car

·         Airfare

·         Transportation (Cab, Bus, etc.)

·         Rental Car

·         Parking

·         Toll Road Fees

·         Entertainment

·         Other Travel Expenses

13.Enter the expense amount (or mileage) and then click on Accept Expense to add more expenses.  DO NOT CLICK ON “DONE” until you have Accepted the Expense (or that last one will not show up).

14.Click Accept Expense and wait for the screen to refresh with the new information about your expense.

15.As you add expenses, they show up at the bottom of the form.  You can click on each one to edit or delete it if you discover an error or a change.

16.When you are finished, click on Done.  You can now review the information and make any edits or deletions you need to.

17.If you had a Travel Advance, enter it on the line for “University Advance Received” and click on “Refresh Total.”

18.You can go on to add more travel expenses, add miscellaneous expenses, or to add the account number.

19.You (or the reviewer or approver) will need to add the account number.  If you click on that button, you can then either enter the account number or you can click on the binoculars and type in a name to search for.

20.After inputting the account number, click on Accept Account to continue.

21.Add any comments that might be needed, and click on Done.

22.Scroll to the bottom of the screen and you will see that you can now either SAVE AS DRAFT, SUBMIT TO REVIEWER, or SUBMIT TO APPROVER.

23.In most cases, you will Submit to Reviewer. Clicking on that button will bring you a pop up menu for your department.  Select your reviewer (most likely your department secretary) and take note of the statement: “I hereby certify that I am authorizing the person listed above to have full access to this expense reimbursement form and the ability to submit the form on my behalf.”  Click on “I agree” to submit for review.

24.The reviewer will receive an e-mail that your statement is ready for review.  You will need to provide the original receipts to that reviewer.

25.After review (and any changes/corrections) the form will be sent by the reviewer to the approver, and then on for payment (for amounts under $2500 directly to accounts payable; for amounts greater than $2500 to the Dean’s Office for approval).

26.You can either print the document now if you want a hard copy, or go back anytime to the login page and click on “Returned for Edit Requests,” “Status of Reimbursements,” or “Completed Reimbursements”, and click on the appropriate reference number to bring the filled out form up on the screen.

APPENDIX-- WHAT IF I DON’T KNOW MY PASSWORD?

• Passwords—Look up your USERID, at www.kent.edu in the phone directory.  The name before the @ is your USERID.

• Go to Flashline and attempt to login with your USERID and Flashline password. 

                                                                          i.      Go to www.kent.edu

                                                                        ii.      Click on Kent State’s Flashline

                                                                      iii.      Input your USERID in the User Name field

                                                                       iv.      Input the Flashline Password in Password field.

·         What is my Flashline Password?

·         Your Flashline Password is your middle initial, then the first three letters of the month you were born (in lower case letters), then the last two numbers of the year in which you were born, and finally the last 4 digits of your Social Security Number.

                                                                          i.      Use the letter X if your middle initial does not work or if you do not have one.

                                                                        ii.      You will need to reset to a new password which is at least 8 characters long and which has at least one number (it cannot be all numbers).

·         If you need help, call 2-HELP and press #1 for password help.