Direct Reimbursement Request

The Direct Reimbursement Request form will create a record in the Accounts Payable (AP) subsystem. Within AP, the user has the option to create the request as a Batch (Set) or an Invoice. Choosing the batch option will insert the payable into the AP Create/Update OH Set (APOHBTUB) page. The alternative is to create an Invoice in the AP Invoice Entry (APOHININ) page.

On the Direct Reimbursement Request form, complete the required fields and the desired level of details and submit the record. After the form is submitted, Workflow will manage record details until the record is approved and inserted into the AP subsystem, or rejected. From the editing of form details to the insertion of the record into the database, all efforts are streamlined into a direct line of communication so that the reoccurring administrative functions can be promptly directed to the right person(s). Workflow can also be customized. As a result, the Direct Reimbursement Request form standardizes efforts allowing employees to request reimbursements efficiently.

Excel Output is available for approved AP records within either the AP Create/Update OH Set page or the AP Invoice Entry page.

Note: Browser support for the form is Internet Explorer 10 or higher.

The form has three sections:

1. Header — The header includes system-generated data that states who created the Direct Reimbursement Request and which system or "Connection" was used to create the request.
2. User Section — The user section displays batch information that helps identify and distinguish multiple requests from other requests and transactions, followed by the payee information and Items Details section. Required fields are denoted with an asterisk.
3. Footer — The footer is where the user will be prompted to take action or will be informed of the outcome of action. The Request Status area is a system-generated field that indicates what is happening with the present record. The status area will not communicate the approval or rejection of a reimbursement request. The Footer also contains buttons to reset the form, submit the request, or attach documents to the request.

The exact handling of a Direct Reimbursement Request will be unique to each district or office. The Workflow engine's base model (no customizations) will email the creator when a request is approved or rejected. Optional comments from the approver may be included in the content of the Workflow email.

All approvers have access to the form in the Update mode. Initiate Update mode through the LINK within the Workflow Task List. While in Update mode, information may be added or edited. Clicking Submit will save the changes and return the form to Workflow to continue its approval (or rejection).

Batch Information

Batch Type: Choose the Batch Type from the drop-down list. The options are static; select either "OH – Set Processing" or "IN – Invoice Processing". Option "OH" will feed into the AP Create/Update OH Set (APOHBTUB) page, while "IN" will feed into the AP Invoice Entry (APOHININ) page. This field can be set to a default value by the system administrator.
Invoice Date: A date field that represents an Employee's or Vendor's Invoice Date.
Due Date: The date the reimbursement is due.

Vendor Details

Payee Source: Select the radio button of either "HR System" to find an employee record, or "PE System" to find Vendor records defined within the Person/Entity (PE) subsystem. This field can be set to a default value by the system administrator. The Payee ID field will not be available until the user selects either the HR or the PE System.
Payee ID: A code that represents a defined record that is already present within BusinessPlus. Use the Lookup function to locate the Employee or Vendor ID. This field contains up to 12 characters that identify the Payee to which this transaction relates. In general, the vendors or employees that display in the Lookup list are "active" or have a status other than Inactive. The Payee ID field requires that a Payee Source be selected before proceeding. If a Payee Source is not selected, the following message will display, "The source of the Payee ID must be defined as PE or HR before defining the Payee ID."
Address Code: Select the appropriate address from the drop-down list. The options are derived from either the HR Employee Master or the PE Information pages.
Comments: A text field that holds up to 300 characters and will be visible for the approver in Workflow. Comments remain with the request and insert into the APOH record on the Invoice Text tab.

Items Details

The level of detail required for expense reporting is a topic defined by the district. Each entity will have its preferred procedure for documentation, per diems, preferred providers, and more. Complete at least one row within the Items Details section describing the Reimbursement Request.

Description: Five rows are available to describe five different expenses or fees for the reimbursement request. The Description may be up to 30 characters.
Qty: A numeric value representing the quantity of items purchased. Quantity is used to calculate the total spent for obtaining the item described within the row.
Unit Price: The numeric value representing the actual price paid for one item. Price is used to calculate the total spent to obtain the item described within the row. The form allows Items Details with a negative Unit Price to offset the Set Total to disclose advances, prepayments, credits, or other adjustments. However, the Set Total must be greater than zero and may require additional entries elsewhere per the District accounting structure.
Account: Enter the defined and approved account that the proposed reimbursement will be drawn from. Accounts are defined by the district. The Direct Reimbursement form allows negative numbers to account for advances and prepayments. Accounting for reimbursements (or cash receivables) that follow an advance may require additional considerations that should be determined by accounting personnel.
A message about an Invalid GL or Account Error generally means that the key or object added to an account field(s) is incorrect. Review the account information and confirm it is correct or return to account lookup. The ledger that is displayed is based on user's preferred ledger setting in the Administrative Console Manage Users page. The account number may be typed or looked up using the Account Controller. Selecting "GL XX Lookup," where XX is your ledger code, will display a list of account numbers that have already been created in the selected fiscal year. Look up the Object on a separate lookup.
Total: The number displayed in the Total column is a system-generated number (decimal format). The Total is the product of the row's Qty and Unit Price fields. Enter at least a quantity of 1 and the unit price in the respective fields. Avoid manually entering a number into the Total column; the system will not recognize the number.
Set Total: The Total column's sum. The Set Total will be equal to the Set Total and System Invoice Total on whichever APOH page the Direct Reimbursement Request inserts into. The subtotal and totals must be a value greater than zero.

Insertion of Request into AP Subsystem

Depending on the selected Batch Type (OH or IN), the request will insert into either the AP Create/Update OH Set (APOHBTUB) page or the AP Invoice Entry (APOHININ) page. The Set ID will be system-generated based on the setup of common code SYNO/BTCHIDOH. The Invoice Number is system-generated based on common code SYNO/OHREFNO. Workflow emails can be customized to send emails stating the Set ID or various elements of batch information.

Web Form Attachments

The footer contains the option to add attachments. The attachment will be accessible in Documents Online through the Administrative Console to advanced users, and viewable on the new APOHBTUB record.