Year-end requirements for ePR Reimbursements

Travel & Reimbursement Services will process, with June 2017 dates, any ePR employee reimbursement request which meets ALL of the following requirements:

  • Receipts have an old year (fiscal year 2017) date
  • Request is complete and contains all required information and attachments
  • All approvals (excluding final Reimbursement Services approval) are complete by 5:00 PM on July 11, 2017
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Guideline Effective May 1: Approvals necessary for Sales Tax and Business Meal Reimbursement

ePR better allows us to monitor submissions related to:

  • Reimbursement of Business Meals – see Policy 3-031
  • Reimbursement of Utah Sales Tax in situations where a more preferred procurement method should have been used by the employee – see Rule 3-010A

Jeff West, Associate Vice President has published a memo meant to clarify the approvals necessary for these types of reimbursements, and beginning May 1, we will return ePR submissions to the Preparer to correct the approvals.

New: Departmental Deans may now delegate their authority related to approving Sales Tax reimbursement.

Clarification – Meal and food reimbursements:

  • Business Meals where employees host vendors, contractors, recruits, etc. require approval from VP, Dean, or Director.
  • Other food or meal reimbursements typically do not require additional approvals beyond GFA approvals.

Reminder: Expense and reimbursement reporting of meal and food purchases requires:

  • Clearly stated business purpose
  • List of those in attendance for 10 or fewer individuals, or a description of the group and approximate number of participants if over 10 individuals.

Please circulate this information to the necessary people within your area.

Memo: Guideline for approvals necessary for Business Meal and Sales Tax Reimbursements

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Quick ePR Tips & Paper PR Deadline

The deadline for paper Payment Requests for Non-Travel Employee Reimbursements is tomorrow, March 31. Beginning Monday, April 3, employees will be required to use the ePR system for non-travel reimbursements. NOTE: this deadline is for non-travel Employee Reimbursements ONLY.  Deadlines for other payment types will follow over the next few months.

If you need access to ePR, please complete the required training process.

This system has been developed specifically for the University of Utah, and will continue to grow as we continue to eliminate paper Payment Requests. User feedback is an important piece in the development, and we encourage users to continue to tell us how ePR is working. Below are some quick tips for using ePR based on user feedback:

•  The Payee is required to approve the request before it can move any further. The Payee is notified by email, which will contain a link to approve. Make sure your preferred email address is current in CIS to avoid any problems, as this is the email address ePR uses for notifications. For new users, these messages could end up in your Junk folder – so be sure to check and make the necessary changes to email settings.

•  You can choose which GFA approvers will receive the email notifications while it moves through workflow. This is done by adding an approver and selecting the “GFA Email Override” option from the Approval Type list. Once this is done, only the selected approvers will receive the notifications in their email.

•  In the Approval Sequence, A/P Pre-Approval happens in central administration. This step is where we audit the reimbursement to University policy and will notify the requestor of any errors or missing items.  A/P Final Review happens in central administration after everyone has approved the reimbursement.  After all workflow steps are complete, the request cannot be changed.

•  Clicking on Functions ->Validate, will show you what is missing and/or required before submission.

•  When entering information in the AD Shortcut, avoid using the tab button – the system is designed for key ahead look-up, and tabbing in and out of this field disables the look-up functionality.

•  Due to the University’s security policy, dual authentication is required to for logging into ePR. Some users have reported that their processes “freeze” or stop loading after having the window open for a certain amount of time. If this happens, please click Home and see if you need to re-login to complete the process.  ePR is saving your progress each time the “next” button is selected.

ePR Homepage.

 

 

 

 

 

 

 

 

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ePR Notification URL Errors

All approval notification emails currently being generated by ePR are resulting in the following error.  Approvers should select “My Worklist” to review all requests currently pending their approval.  We are working to correct this notification issue.

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Web Management Report Now Links Directly to ePR

All completed payments made using ePR are now linked directly in your Web Management Report!  

Simply click on the ePR image in your Management Report to access the full transaction record in ePR.

NOTE: Only those with the appropriate Web Management Report or Preparer access will be able to view the full ePR record.

This notice has been sent to all active ePR users. We will be posting helpful information to this blog as we expand the use of ePR.

REMINDER: Beginning April 3, 2017, we will require all non-Travel Employee Reimbursements to be submitted using ePR.

Coming Soon: More payment types to help eliminate the paper Payment Request form.

Ask UsPlease ASK US if you have any questions.

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