Q: Are there any training documents available?
A: Yes, please refer to our website for all available training documents.
Q: Should all the receipts be combined into one PDF file?
A: The system only allows one receipt to be attached at a time, so we recommend combining all the receipts into one PDF for easier submission and review.
Q: Is there a way to allow employees to submit reimbursements on behalf of other employees?
A: Yes, in the new system this function is called “Authorize Delegates.” There is a link under the employee’s “Expenses WorkCenter” to add in “Delegates” to submit the transactions for the employee. Please refer to the “Authorize Delegates” training document on our website.
Q: If you are not an expense approver, can department personnel be able to still go into the system and look at the report?
A: Yes, we can set up who needs the access, even if they are not submitting or approving.
Q: Can an employee’s default chartstring be set as a Sponsored or Restricted chartstring?
A: Yes, we can set the fund, department, and program code to whatever you want it to be. For Sponsored funds we would leave the project ID, activity, and bud ref blank. Projects are temporary, so leaving these fields blank will ensure there are no errors when creating an expense report.
Q: Is there a 60-day limit for expense reports that have Sponsored chartstrings?
A: Yes, this will still stay in place.
Q: What is the PC Bus Unit?
A: SYRUN is for sponsored tails, and SYRCP is for Capital Projects.
Q: Why am I getting an invalid Chartstring for business meals when I have a OSA project?
A: Business meals can be unallowable with sponsored projects. Change the account code to travel to allow the charge to go through. If unsure or need more assistance with projects, please contact Sponsored Accounting. (contacct@syr.edu)
Q: Why is the SYRUN in the GL Unit field of the chartstring turning red?
A: There must be a combination error with the chartstring. Please look for a red flag icon next to the date of the transaction that has the SYRUN in red. Click on the flag and it will tell you what is wrong with the chartstring.
Q: Are the chartstrings visible on printable reports?
A: Yes, they are. Users can navigate to the “Expense Report Print” link under the “Expenses WorkCenter”.
Q: When using Expense Report – Print, do the printed reports show the receipts?
A: No, but you can go to the “Expense Report – View” link under the “Expenses WorkCenter” and look up the expense report in question to see the receipts.
Q: How can I look up expense reports that have been processed already, or current ones pending review?
A: Click on the “Expense Report View” link under the “Expenses WorkCenter”. Please refer to the last page of the “Entering an Expense Report…” submitters guide on our website for screenshots.
Q: If the supervisor reports to changes and an expense report goes to an old supervisor, can we re-route it?
A: Yes, please email disburse@syr.edu and we can re-route it for you. There is no need to send the report back to the submitter.
Q: What happens when a supervisor is on leave? Do we need to ask for a delegate or can we assign an alternate approver like we can in Epro?
A: Yes, Use the “alternate approver setup” link under the “Expense WorkCenter” and set an alternate approver like you do in Epro.
Q: If there is a unique department or program, how to get it to the proper approver?
A: We will try to set up separate approvals to route them properly and will work with the department personnel on what is best.
Q: If I am an approver, do I need to go to my worklist to approve?
A: No, you will first receive an email notification to approve an expense report. Click the “Travel & Expense Center” tile, then click the either the notification bell icon to find the expense report or by clicking the “Approve Transactions” link under the “Expenses Processing – Employee” column of links.
Q: If chartstrings get updated by the department approver, can they approve the report without sending it back to the submitter?
A: The only changes you can make to the chart string is to the account code. Any changes other need to be sent back to the submitter to be re-submitted to update the workflow.
Q: Will we have to fill out a location for every transaction?
A: Each expense type has specific information it may need but will not require a location for every expense. Also, if you use the “Default Location” to set a location for the expense report, the location will be filled in automatically.
Q: The location I tried to enter is not pulling up in the system, what can be done about this?
A: If a location is not listed, please enter “Other” and the state or country abbreviation depending on where the location is. For example, “Amherst, MA” is not listed, so “Other, MA” will be entered to satisfy the required location field. Then, enter the location in with the business purpose.
Q: If I have to input a location for a virtual conference, what do I enter?
A: Please enter the location of where you are physically located for the conference. If you are attending the virtual conference in Syracuse, NY for example, then that is what should be entered.
Q: For a round trip airline ticket while traveling, what do we enter for the location?
A: Please enter your destination location, and not the return from trip location.
Q: Currency – The T&E system defaults to USD, correct?
A: That is correct. All foreign currency must be converted prior to entering the amount into the expense report. Please also attach the currency conversion as a receipt under the “Attachments” link.
Q: Exchange rates – The T&E system doesn’t currently use this feature, correct?
A: That is correct, see above answer for the currency question.
Q: Are we required to use Office Lens to capture receipts?
A: No, we only recommend as it may be very beneficial for the user or department.