Log

into Intacct using the information given to you from admin. Go to Time & Expenses > My
Expenses














In the top right corner, click Add.






Select the filing date, posting date (usually the same), the reason for the expense (November
Expenses), and a memo if needed.

Next to attachments, click the arrow, and hit +Add.

When you are in the attachment screen:

For ID you will select YY.MM.Initials of the employee. So I would use
16.02. SB Nov Exp (limit 20 char)
For the Name use something descriptive Like Nov Expenses
For the Folder you will pick MVCA-EMPLOYEE EXPENSES
For the Description use something descriptive like Nov expense report or
Kent ISD PD reimbursement

Select Browse to select your attachment. For adding attachments there are
a couple of ways to do it. You can tape your expenses to a piece of paper
like you did before, number them for the line number on the Intacct entry
area, and scan them as one PDF to attach. You can take a picture of your
receipts and paste them to a word document and upload them as an
attachment as well. Be sure to add a line number to each receipt. This
video will show you that process. It is attached here:
http://screencast.com/t/FeUDuo9tAY

Then, you can see your attachments when you look in the attachment drop
down menu from before now:


Next, go into the line items.

The numbers on the left should match the numbers you wrote on your receipts. Be sure to
fill in Expense Type (you can ask Admin what each type of expense should be coded as. There
is a general cheat sheet at the end of this), Amount, Paid To (who received the payment),
Paid For (what was the payment for), Date, Dept_Budget Line, Function, Transaction Code,
and Fund. The red items listed above will come from administration. Again, a cheat sheet of
codes already handed out appears at the end of this tutorial.

Press Submit J

If errors pop up (and they will), just read carefully and they usually tell you how to fix each
error.

Also at the top of the right hand of the screen there is a Draft button. This is a place where you
have a report in development. You can add to it during the month and edit it if you like to keep
track of your expenditures that way.

You can print a copy of your report. When viewing an expense report select Print at the top
right hand corner of the ribbon.
If you hover over one of the columns of the report like DEPT_Budget Line you will get a drop
down that says SHOW DETAILS. Clicking on that will give you an APPROVER HISTORY. There you
can see who has approved your report. Your report goes first to your supervisor for approval,
then to the HOS for approval, and last to an auditor at K12 Corporate. The K12 finance team
releases them for payment allowing MVCA to print a check.

Approvers History 3 steps for approval

Expense reports should be submitted each month. Submit your report no later than the 15th of
the month following the end of the reporting period. December expenses incurred between
Dec. 1 and Dec. 31 should be reported no later than the 15th of January. Submit only one

report per month. Complete a separate report for professional development if it is paid for with
a grant. Your supervisor or an MVCA Manager will let you know if the PD or expense is to be
paid for by a grant.

REMEMBER:

Submit one report per month unless you also have a grant funded PD to report
Submit your reports by the 15th of the month beginning in January 2016
Number your receipts to correspond to each line number on the Intacct expense report
Tape you receipts to paper and upload as one attachment. Then your supervisor does not have
to open as many attachments.
Compute your mileage and show your work on your google map attachment. Dont make your
supervisor and other auditor try to figure out how you came up the total mileage you are
reporting. So write (50 miles * 2) * .575 = $57.50.
For your cable bill show your calculation. Like total bill $162.50/3 services = $ 54.16
Remember your monthly limit of $100
Watch for emails to see if your supervisor approved your report
Correct any items declined before the end of the month
Print a copy of your report for your records and reference
Email subrown@k12.com for questions


Cheat Sheet Current known Codes

ISP (include a copy of your bill with the Internet amount circled)
Expense Code: TEACH-INTERNET
Budget Line: 702-32-32 Teacher-ISP
Function: 225
Transaction Code: Expenses
Fund: Will auto populate to MVCA-101-6MVCA-State Aid-Membership

Printer Ink (Include a receipt that shows the last 4 digits of the card number charged)
Expense Code: TEACH-SUPPLIES
Budget Line: 702-28-28 Teacher-Non-Instl Materials & Supply
Function: Will auto populate
Transaction Code: Expenses
Fund: Will auto populate to MVCA-101-6MVCA-State Aid-Membership

GVSU Professional Development Miles (include a map with total miles traveled)
Expense Code: Teacher PD TR NM
Budget Line: 702-29-29 Teacher-Conf, Training & Prof Dev
Function: 221
Transaction Code: Expenses
Fund: Will auto populate to MVCA-101-6MVCA-State Aid-Membership