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MESSAGE 081710-02
DATE August 17, 2010
AUTHOR Accounts Payable
Subject SMART Travel and Expense Information

Message Text: Important Information about how Employee Data in SHARP is used by the SMART Travel and Expense module

The Travel and Expense Module in SMART is used to compensate employees for out of pocket expenses related to travel, postage and other authorized expense types. Employee data from SHARP is automatically sent over to the Travel and Expense Module in SMART to populate workflow information, funding data and to identify what agency (business unit) an employee works for.


Reports To:
•          The ‘ReportsTo’ field in SHARP located in the Position Management module is used to populate the position number of the supervisor that is assigned to each specific position in SHARP. The ‘Reports To’ field in SHARP is used to populate the “Supervisor ID” field on the Organizational Data tab of expense user (employee) profile in SMART. The process that sends data from SHARP to SMART looks to see if there is an incumbent assigned to the ‘Reports to’ (supervisor) position number entered on the employee’s position in SHARP. If the supervisory position is filled, the Employee ID of the Supervisor is sent from SHARP to SMART to populate as the default Supervisor ID associated with the specific expense user’s (employee) profile in SMART.
•          The ‘Reports To’ field in SHARP is not a required field so there may be cases where there is no default Supervisor ID to be sent to SMART.   In order for employee expense payments to process correctly there MUST be a value in the Supervisor ID field in SMART.  If the information doesn’t flow from SHARP because it doesn’t exist in SHARP, it must be maintained and entered directly in SMART.  If there is not a Supervisor ID in SMART, expense documents will not be routed for approval.
•          The employee’s expense document is routed to the employee that is associated with the Supervisor ID field on the Organizational Data tab in SMART as the first level of approval in the Travel and Expense workflow process. SMART automatically draws the email address it uses for notification from the Supervisor’s SHARP Employee Self-Service Profile.
•          Some agencies do not want the actual supervisor of the employee to be responsible for approving the workflow transaction in the Travel and Expense module. Each agency has the option to change the Supervisor ID field in SMART on the organizational data tab (Supervisor Information Section) to the Employee ID of the individual that your agency wants to use as the approver in this step of the workflow approver process.
•          IF THE AGENCY CHANGES THE SUPERVISOR ID FIELD ON THE ORGANIZATIONAL DATA PAGE IN SMART, IT CAN NEVER HAVE CHANGES TO THIS FIELD FLOW FROM SHARP AGAIN.  ANY CHANGES TO SUPERVISOR ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART AS LONG AS THE EMPLOYEE WORKS FOR YOUR AGENCY. If an employee changes agencies, the new supervisor id will flow from SHARP once again, unless and until the supervisor id is updated in SMART. 

Department ID:
•          The Default Department ID for Travel & Expense (T&E) transactions comes from the Department ID assigned to the employee's position in SHARP.  The Department ID displays on the Organizational Data tab of the expense user (employee) profile in SMART.   Some agencies do not want the Department ID from SHARP to be listed as the default Department ID in SMART. Each agency has the option to change the Department ID in SMART on the organizational data tab to the Department ID that your agency wants to use as the default Department ID chartfield for funding the expense report.
•          IF THE AGENCY CHANGES THE DEPARTMENT ID FIELD ON THE ORGANIZATIONAL DATA PAGE IN SMART, IT CAN NEVER HAVE CHANGES TO THIS FIELD FLOW FROM SHARP AGAIN. ANY CHANGES TO DEPARTMENT ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART AS LONG AS THE EMPLOYEE WORKS FOR YOUR AGENCY. If an employee changes agencies, the new Department ID will flow from SHARP once again, unless and until the Department ID is updated in SMART.

Travel and Expense Module Reminders:
New Employees that have joined your Agency since May 2010:
In order to be able to process expense payments for any new employees that have joined your agency since role mapping was finalized you need to assign proxies to the expense payee (the employee).   Individuals in your agency with the role of 'Agency T&E Workflow Maintainer' will be able to perform this function.  There is a knowledge base article available to provide you with these instructions. It is Solution ID 519 - How do I enter a proxy in Travel and Expense for an Employee?
https://dahelpdesk.ks.gov/sd/SolutionsHome.sd

You may also refer to Lesson 2 - Maintaining Travel and Expense Workflow in the Web Based Training Course - DAAP316 Accounts Payable Workflow Maintenance.  The course can be found on the SMART website at the following link:
http://www.da.ks.gov/smart/Training/CourseMaterials/WBT/WBTLaunchPages/DAAP316CoursePage.htm  
You will also need to check to see if the employee is "valid for expenses", have your agency's Travel and Expense Maintainer  perform the following steps:

1. Navigate to Travel and Expense>Manage Employee Information>Update Profile

2. Enter employee id and click search.

3. Click on the Organizational Data tab and view the "valid for expenses" field at the top of the page. This value must be ‘Yes’ in order to create expense documents.
For additional information you can also reference the job aid titled: Adding and Expense Payee located at: http://www.da.ks.gov/smart/Training/JobAid_AddingExpensePayee_20100720.doc
Employees with Multiple Employee Records in SHARP:
Many employees in SHARP have multiple employee records that either signifies the employee is currently working in multiple jobs or their work history is just spread over multiple employee records. Each individual employee record from SHARP is sent over to SMART and can be viewed on the Organizational Data tab of the expense user profile page.  If your employee has multiple employee records in SMART you will see this reflected in the upper right hand corner of the Organizational Data tab on expense user (employee) profile in SMART. If an employee has only one employee record in SHARP it will say ‘First 1 of 1.’ If the employee has multiple employee records in SHARP it will say ‘First 1 of (displays the number of records the employee has).   When processing the expense payment for your agency you need to be sure that the ‘Default Profile’ checkbox located on the Organizational Data page is clicked on next to the record that corresponds to your agency. 
When updating data on the Organizational Data page for your employee you may receive errors that state the Business Unit and/or Department ID is invalid. The error may not be related to the data you have entered for your agency.  Navigate through each of the records that are displayed for your employee and select the next valid department ID from the list of valid departments that are listed for the Business Unit/Department ID that was displayed as being in error.
Please note that Business Unit 15000 is not a valid Business Unit in SMART. If your employee has an employee record assigned to this Business Unit you will need to navigate to the record that is for Business Unit 15000, 33300 or 71300. Change the business unit to your agency’s business unit and choose a valid department for your agency. Please note this fix is only for these Business Units. Agencies should not change the Business Unit on records for any other agencies.

We have identified the issues surrounding these Business Units and are working towards a solution.
Travel and Expense Workflow Approvals:
You cannot enter an expense transaction (either for yourself or as a proxy) and approve at the supervisor level.  The travel and expense module will send these expense documents to the workflow administrator’s worklist, and the document will need to be rerouted by the workflow administrator. 

Billable vs. Nonbillable Billing Type:

Currently, the Travel & Expenses module is configured to default a Billing Type of “Billable” onto all transaction lines. If your agency uses the Project Costing module, the system uses the Billing Type to identify whether it needs to create a billable (BIL) row in Project Costing for the expense transaction. The Billing Type field only impacts processing if your agency uses Project Costing and has project chartfields on the transaction line; otherwise, this field does nothing. Please make sure you do not change the Billing Type to “Non Billable” unless the expense transaction is truly non-reimbursable.


 

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