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Athabasca University Expense Claim (AUEX)
User Manual

Purpose

This manual is to show users how to complete an online expense claim. The AUEX application is meant to replace the existing paper based process.

Definitions

Expense Claim- A detailed list of a claimant's expenses that require reimbursement.

AUEX- Athabasca University Expense Claim Application

Expense Claim Detail- An actual item that was purchased on an expense claim.

GL Code- An expense code that is assigned for every item in an expense claim.

Signing Authority- The individual who has the ability to approve or reject details of a claim within their authority.

AUEX Flow Chart of Tasks


Contents


Getting Started

In order to use the AUEX application, you will have to be authenticated using the same login name and password for other online applications such as online payroll or PD funds.


Logon screen displsys


Be sure that you have read the Travel and Expense Claim Policy in order to understand procedures and rules involved with reimbursements of expense claims.

Bookmark the AUEX online application for further reference and usage.

Starting New Expense Claims

AUEX Main Page

NOTE:  If you are just logging into AUEX application for the first time, there will be no expense claims listed on the main page.  Previous claims on paper in the past, cannot be viewed online. 
            
  1. Clicking on "New Claim" link from the main page, will forward  you to the Expense Claim form.
Creating a New Claim
  1. Select the start Date of the expense claim. 
  2. Select the Type of expense claim: General / Operational, Professional Development, and Training. 
  3. Enter a description or special instructions about the claim in the Comments box provided (e.g. IT conference or PD Microcomputer Purchase).

NOTE:  The more specific the comments, the easier it will be to process your claim. 



NOTE: The current online expense claims is not capable of doing Advance types.

  1. Click the Save button, the claim will then be created.  The Expense Claim Details page will display.

NOTE:  If you click  'Cancel' or the back button of your browser, the expense claim will not be created and any data entered will be ignored.

Adding New Details to a Claim

NOTE:  Details are separated into two groups: Kilometer Details and Regular Details.

  1. Click on Add New Kilometer Detail or Add New Detail to add details to this claim.



  1. Select the Date for the travel expense,  enter the Description , the Origin and Destination, the total kilometers are automatically completed along with the amount based on a flat rate.
NOTE:  If you need to use a different Origin or Destination, type it in the field labeled Other and fill in the number of kilometers manually. 


NOTE:  The GL code is automatically completed but this field can be overwritten if another code has to be used.  If you are unsure of the code, you may leave it blank so that it can be completed at a later time by the you or an administrator.

  1. Click on Save, the Expense Claim Detail screen will display with the kilometer detail.


  1. Click on Add New Detail to add regular expenses to this claim.
  2. Select the Date of the expense, enter the Description, the Expense Type and enter the expense dollar Amount.
NOTE:  If there is an expense that is not on the list, then one can be added to the field.  If there is a per diem allowance for that detail, it is filled in as the amount.  This can be overwritten if you have a receipt to provide.  Also a pop-up calender appears when clicking on the calendar icon that can be used to set the date easily.


NOTE:  The GL code is automatically completed but this field can be overwritten if another code has to be used.  If you are unsure of the code, you may leave it blank so that it can be completed at a later time by the you or an administrator.

  1.  Click on Save, the Expense Claim Detail screen will display with the kilometer and regular expenses listed.




Submitting your Claim

  1.  Review your Expense Claim Detail listing, if you need to make changes to a claim detail, click on the Blue Text in the Date column, edit the claim and then save the changes.
  2. Click on Select Approver button, the Submission Form will display.


  1. Select a Signing Authority from the drop down menu for each expensed item.  Alternatives are available in case the primary signing authority is on vacation.  
  2. Click on the Submit Claim button, this will make your claim viewable to the selected signing authorities.  If further details are added, then signing authorities must be assigned again and the claim resubmitted.
  3. Write down your name and the claim number (located in the form title) on the outside of the envelope containing your expense receipts and submit it to Accounts Payable.

Viewing and Editing Expense Claims

AUEX Main Page

At any given time you can may view expense claims status and edit past claims submitted.  The date field at the top of the page gives you the option to list claims past a given date.  The calender defaults to the month, six month prior.  You can select a date by manually typing it in or "point and click" on the calender icon, select a date and then click on the View button to return the results.

Columns Explained:
  1. Claim No. - each claim is assigned an unique number, this number is also a link that when clicked will display the claim details.
  2. Type - the type of  expense claim; i.e. General/Operational, Professional Development, and Training.
  3. Created - the date that expense claim was given when it was first saved.
  4. Comments - description of your claim such as a title or special instructions.
  5. No. of Details -  the number of individual expense details within that expense claim.
  6. Claim Total - the total of the expense details in that expense claim.
  7. Paid Total – the total of the claim paid.
  8. Claimant Completed – the date the claim was completed by the claimant.
  9. Submitted for Signing - the date that the claim was submitted.
  10. Receipts Received - the date the expense receipts where received in Payroll.
  11. Financed Processed - the date the expenses are approved and processed by Payroll. 
NOTE: If a claim has been voided, this would be stated in Finance Processed column by a date and the user that voided it.  Voided claims are ignored by Finance.

NOTE:  A blank field in the Finance Processed column  indicates that the claim has not yet been processed, the claim is pending.


Editing AUEX Detail List

NOTE:  By clicking on a claim number from the main page, will display the claim detail list.  The header of the Detail List shows the claim number along with the type and comments.  There is also a claim status stating the date it was created or the submission date.  Below this are administration names which are links to their email addresses if an inquiry is needed.
 
NOTE:  Existing details in a claim are displayed and the ones that have not yet been approved by a signing authority can be edited by clicking on the date created.







[AU Home Page]AUFinprog -- Last Modified on March 31, 2005 by Finprog