EXPR – Employee Expense Report Processing
Lake Michigan College has designed a workflow to accommodate the processing of mileage and expense reimbursements in an electronic format.
This document will provide user information on EXPR – the electronic Expense Report used to request reimbursement of an expense or mileage.
All workflows can be accessed through the College-wide myLMC dashboard. For the best user experience, it is highly recommended that you use Chrome as your web browser. The web address www.mylmc.org will prompt you for the following:
Log in with your current network credentials. Your browser will open to the following screen. Keep in mind that throughout all dashboard menus, only those options you have access to based on your user rights and responsibilities will be visible.
From the home page, first click on “Workflows” in the left column. Next, make sure you are on the tab for “Create Workflow.” Finally, select “EXPR” to create your request.
Once the Expense Report Workflow Request screen loads, you will see three Action Options are available when creating a new EXPR.
Submit – Option that sends your workflow through to the next step (approval or processing by Accounts Payable). Only accessible after all required fields are completed.
Save – Allows you to save a started workflow (draft) for future completion.
Route – Allows you to send expense report to any other employee in the College.
Expense report requests may be generated as a result of an approved TAF (Travel Authorization Form) or occur during the normal course of business. Please do not combine TAF and Non-TAF related requests in one workflow.
Non-TAF Related Requests
Miscellaneous Expenses - The initial “Workflow” tab will first prompt you to enter information for all of your miscellaneous reimbursement requests. Searchable drop-down menus for org and account are provided for your convenience. All fields are required in order to submit your request, including attachment(s). Attachments can be accessed through the paperclip icon to the right of your expense detail.
After selecting the paperclip, a window will open prompting you to select attachment(s). After choosing your file, a message will be displayed in the window indicating which expense item the file has been “attached” to. When finished, click on confirm in the bottom right corner to save selections.
Once attachments have been saved, the paperclip icon will turn blue. Prompt for adding additional Miscellaneous expense items can be found directly below each subsequent request.
Mileage Expenses – The initial “Workflow” tab contains a link (“I have mileage expenses to add”) that will open a block of fields required for submitting mileage expense reimbursement
Searchable drop-down menus for org and account are provided for your convenience. All fields are required in order to submit your request. No attachments are required for mileage reimbursement requests. Please include in your description enough information to determine the reasonableness of the request. The prompt for adding additional Mileage items can be found directly below each subsequent request.
Submitting Request – Once all fields have been completed and attachments added, be sure to hit “Submit”. If any items are missing you will receive an error notice in the upper right of the screen. A prompt will also appear to provide additional information on what may be missing. Once successfully submitted, your request will be processed according to budgetary approval structure.
TAF Related Request
Upon starting a EXPR workflow, approved TAF information can be retrieved either by selecting the link “I want to import an existing TAF” or by selecting the “Import TAF” tab.
You will be prompted to select from a list of your approved TAF requests.
After selecting your respective TAF, two new tabs of data will appear.
The “TAFXXXXXXXX” tab will contain information previously submitted as part of your TAF request. This is being provided for informational purposes only. Any attachments previously submitted with your TAF will also be imported for viewing.
No data, outside of travel dates, will be pulled from your TAF to auto-populate your expense reimbursement request. Instead, complete the “Travel expenses” tab for any per diem meal and incidental reimbursement requests. The “Travel expenses” tab will be populated with your TAF dates of travel. Select those items eligible for per diem reimbursement. Be sure to update the Departure Date and Return Date fields with the correct time of day.
After completing the “Travel expenses” tab, return to the “Workflow” tab to code your per diem request and validate the amount to be reimbursed. As well as completing the “Workflow” tab for any additional related Mileage or Miscellaneous expenses.
Submitting Request – Once all fields have been completed and attachments added, be sure to hit “Submit”. If any items are missing you will receive error notice in upper right of screen. A prompt will also appear to provide additional information on what may be missing. Once successfully submitted, your request will be processed according to budgetary approval structure.
MISCELLANEOUS EXPR NOTES
• Links to related Policies and Procedures can be found within the EXPR workflow
• If EXPR is rejected at any point, the workflow is reverted back to the initiator for completion
• EXPR can be completed by another employee and “ROUTED” to owner/initiator of request. Workflow will change “Expense Report for XXXXXX” depending on who opens workflow.