PowerSchool ERP - Employee
PowerSchool ERP - Employee
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Employee Expense Reimbursement Forms

This page describes the Advanced Workflow feature to enter and approve employee expense reimbursements through the Employee Access Center (EAC). This functionality provides the following features:

  • Enter, edit, and submit expense reimbursement requests through EAC.

  • Complete the approval process in EAC.

Prerequisites

Create Expense Categories and Expense Types in the respective Fund Accounting reference tables.

Automatic Vendor ID Creation

With specific database settings, the system automatically creates a vendor record and assigns a Vendor ID to an employee who submits an expense request and does not have an existing record in the Vendor List.

Requirements

  • The database must be set up to use Advanced Workflows for Expense.

  • In the Fund Accounting profile, on the System Options tab, the User Assigned Vendor Numbers numbering option must not be selected. The database must assign the next available vendor number.

Processes

When an employee with no existing vendor record submits an expense request, a vendor record is created using information from the employee record and the next available vendor number from the Fund Accounting profile.

  • If the employee has an active net direct deposit deduction, the bank information is applied to the vendor record, and the payment uses that bank information for an ACH payment.

  • If there is no active net direct deposit deduction, a cashable check is generated.

  • A message informs the employee that the expense was submitted successfully and provides information on the type of payment, depending on whether the employee has an active net direct deposit deduction.

Manual Vendor ID Creation

If the database is not set up to automatically create vendor records, when an employee with no existing vendor record submits an expense request, a message informs them to save the expense request as a draft and contact Human Resources to create a vendor record to process the payment. After confirming that the vendor record exists, the employee can submit the expense.

Employee Expense Entry Form

The Employee Expense Entry Form allows employees with access to EAC to enter, edit, save a draft, and submit expense reimbursement requests. These requests, when approved, are converted to payable entries and checks are issued for the Vendor ID associated with the employee.

From the Employee Access Center Employee Tasks menu, select Expense, then Create Expense Report.

Create an Expense Request

  1. Choose the Create Expense Request page.

  2. Complete the necessary fields on the page.

  3. If the expense form requires multiple line items, click Add Row to add another.

  4. Choose one of the following options:

    • Click Save. This saves the expense form as a draft that can be reviewed and finished later, if necessary.

    • Click Submit to send the expense form for approval.

Save a Draft

You can select Save to save the expense request as a draft. This may apply for several reasons, and may be prompted by a system message.

  • You do not have all the information required to submit the request.

  • You do not have a linked vendor record, and your district is not set up to create the record automatically.

  • A technical issue prevents the submission from completing.

General Information Fields

Field

Description

Expense Type

Select the expense type.

Description

Enter a description of the expense.

Start Date

Enter the start date of the expense.

End Date

Enter the end date when the expense was incurred.

Destination City

For travel expenses, enter the destination city.

Destination State

For travel expenses, enter the destination state.

Line Item Fields

Field

Description

Expense Date

Enter the dates for line-item expenses.

Expense Category

Select the expense category.

Units

Enter the number of units.

Cost Per Unit

This field auto-populates based on the Units entered and the Expense Category selected.

Actual Cost

This field auto-populates based on calculated costs from Units and Cost Per Unit.

Budget

If known, select the appropriate Budget Unit associated with the expense.

Account

If known, select the appropriate Account associated with the selected Budget Unit for the expense.

Project

If applicable, select the appropriate Project associated with the selected Budget Unit for the expense.

Advances

Select Y or N to indicate if an advance is being requested or not.

Reimbursable

Select Y or N to indicate if the expense is reimbursable or not.

Attachments

Select any receipts or supporting documents to attach. This field may be required if the selected Expense Category reference table is configured to require attachments.

Comments

Enter any additional comments.

Total Estimated Cost

An auto-populated field based on a calculation from the total cost of all line items.

Total Advance Amount

An auto-populated field that displays the total of all expense line items where the Advances field is selected.

Total Reimbursable Amount

An auto-populated field that displays the total of all expense line items where the Reimbursable field is selected.

Total Non-Reimbursable Amount

An auto-populated field that displays the total of all expense line items where the Reimbursable field is not selected.

Expense List Page

This page displays the history of expense reimbursement requests made by an employee. The expense list gives the status of each expense reimbursement request. Employees can also display all attachments.

From the Employee Access Center Employee Tasks menu, select Expense.

View the Expense List

  1. Select the Expense List page.

  2. Review the status of the expense forms on the list page. Use the navigation bar at the bottom of the page to display additional expense forms if needed.

  3. Select the Expense Report ID to view the Expense Detail page. This page displays expense reimbursement requests with the following statuses:

    • Approved

    • In progress

    • Denied

    • Drafts

  4. Click Attachments to display receipts or supporting documentation.

  5. Hover over Status to display comments, if entered, by the approvers.

Fields and Descriptions

Field

Description

Status

Displays the status of the expense reimbursement form:

  • Approved

  • In Progress

  • Denied

  • Draft

Expense Report ID

The unique ID assigned to an expense reimbursement form when it is created.

Expense Type

The expense type for the reimbursement form.

Description

The description entered for the expense reimbursement form.

Creation Date

The date the expense reimbursement form was created.

Expense Amount

The total reimbursable amount.

Attachments

Receipts and supporting documents attached to the expense reimbursement form.

Expense Detail Page

This page displays all the information for a selected expense reimbursement form. It also displays the status of the approved and denied expense reimbursement forms.

From the Employee Access Center Employee Tasks menu, select Expense, then select an Expense Report ID.

This page includes the following three sections:

  • Status Bar: Displays the status as a banner for approved and denied expenses.

  • General Information:

    • Name of the requester

    • Start Date

    • Department

    • End Date

    • Expense Type

    • Description

    • Location

    • Destination

    • Fiscal Year

    • Advanced Check Number

    • Expense Check Number

    • Purchase Order Number

  • Expense Summary:

    • Expense Date

    • Expense Category

    • Units, Cost

    • Estimated Cost

    • Actual Cost

    • Budget Unit

    • Account

    • Project

    • Advance Flag

    • Reimbursement Flag

    • Attachments

    • Comments