ER Instructions

This page has been designed to help you create an ER. To watch a video, simply click on the links below. There are also written instructions for How to Create an ER and How to Enter Mileage. For more information, check out Q&A for ERs in the Navigation Portlet on your dashboard. If you need further assistance, please email us at financehelp@team.org for assistance.

Videos

Written Instructions for How to Create an ER

A. Getting Started

In the Navigation Portlet under Expense Reports, click on “Create an ER”.
Under Report Name, you need to enter a name for this ER that is relevant to you for reference purposes with a limit of 20 characters.
In the Employee box, select your name from the dropdown window.
You will then be taken to the place where you enter your expenses.

B. Claiming Expenses

Ref No auto-populates and is in numerical order.

Date is the date you need to enter as shown on the receipt for each specific expense.

Category explains the kind of expense you are claiming. You can use the drop-down menu to choose the appropriate category or begin typing the name of the expense type. If there’s more than one expense type on the same receipt (e.g. lodging and meals), the amounts need to be split into their own line. There are additional steps related to mileage (see instructions below).

Business Purpose needs to explain how and why the expense is related directly to ministry. Write it in a way that someone who is not familiar with your ministry can clearly see that this is a work-related expense. This section should also include the reason why only a percentage of an expense was claimed like, for example, phone charges. Your ER cannot be processed without a business purpose statement.

Currency allows you to select the appropriate currency from the drop-down menu and it should be the currency used on the receipt. If the Currency box is not appearing, ensure the Use Multi Currency box is checked.

Foreign Amount is to be entered from the receipt. The next two items (Exchange Rate and Amount) will automatically populate to calculate the amount to be reimbursed in the currency of your home country.

Tax Code appears only for Canadians. Enter a . in the box and Finance will take any further action necessary. The Tax Rate and PST boxes will automatically populate.

Amount is used if you enter an expense in the same currency shown at the top of the ER or you unchecked the Use Multi Currency box.

Taxable is to be checked if you know that your claim is a taxable benefit. Finance will also check this box as needed.

Attach Documentation is the place to attach receipts, mileage logs, and other documentation if an expense does not have a receipt. A file needs to be attached for each item in the ER unless the receipt is $50 or less in your home currency (i.e. USD or CAD). To attach a receipt or document recently uploaded to your device, click on the down arrow. If your file doesn’t appear in the list, click the + sign, and a new window will open. Click “Choose File” and select the file from your device. Once attached, click “Save” and the window will close and insert your file.

Additional Information is used when you need to alert Finance about any information relating to the claim. You can use this box to:

say that you are not sure what to select in the Category box
point out that you used a different mileage rate if your MA-approved rate is different from the set US/Canadian rate
request that the claim be charged to a fund different from your own (e.g. an MA project)

Designation is used to select the fund that will be charged for the expense. Click the down arrow to select the appropriate fund. You can use the guide under Designation/NSF Information above to help choose the proper option. If the appropriate fund is not listed, or the amount is to be charged to a project, select any designation on the dropdown list and let Finance know which fund is to be changed by making a note in the Additional Information box. After choosing the designation, the next five boxes populate automatically.

Click “Add” to finalize that line. You can then begin entering another claim on the next line repeating the above steps. You can also enter other parts of the previous receipt if there is more than one category type on the receipt.

C. Saving your ER

Click “Save” once you have finished entering your claims or need to leave this page. If you need to return to this ER later (e.g. need to add more expenses or need to find a receipt), go to the Navigation Portlet on your Dashboard and click “View your ERs”. Select the appropriate ER name from the list by clicking “Edit”.

D. Submitting your ER

When you have finished the ER, click “Submit” and it will be forwarded to the next approver. Once you have submitted the ER, you will not be able to make changes unless an approver rejects it.

Written Instructions for How to Enter Mileage

Claiming mileage for a personal vehicle (Click HERE for printable table of these instructions)

Claiming your home country mileage rate:
- For Date, enter the date of the trip (when using total miles/KM from a mileage log, use the earliest date on the log)
- For Category:
  - Click the down arrow
  - Type “mileage”
  - Choose the category for either miles or KM for the year of the claim (two additional boxes will appear)
- For Business Purpose, explain how and why the expense is related directly to your ministry (if you’ve included this explanation in the mileage log, type “refer to mileage log”)
- For Currency & Rate, leave as it is
- For Miles/KM, enter the number of miles or KM for the claim
- For Attach Documentation, attach your mileage log to show how you calculated the miles/KM entered if it was more than one trip and is over $50 in your home currency (i.e. USD or CAD)
- For Designation, choose 2-Available Work Funds UD P

The amount of your claim will automatically populate using the set amount shown in the Rate box.

Claiming your MA-approved mileage rate:

- For Date, enter the date of the trip (when using total miles/KM from a mileage log, use the earliest date on the log)
- For Category:
  - Click the down arrow
  - Type “mileage”
  - Choose the category for either miles or KM for the year of the claim (note that the category entitled “Mileage Rate Over the US/CAN Rate (5151)” is only used by Finance)
- For Business Purpose, explain how and why the expense is related directly to your work (if you’ve included this explanation in the mileage log, type “refer to mileage log”)
- For Currency, choose the currency that matches the approved rate
- For Rate, enter the MA-approved mileage rate
- For Miles/KM, enter the amount of miles/KM you wish to claim
- For Attach Documentation, attach your mileage log to show how you calculated the miles/KM entered if it was more than one trip and is over $50 in your home currency (i.e. USD or CAD)
- For Additional Information, add a note to say that you used your MA-approved rate (e.g. used France MA rate)
- For Designation, choose 2-Available Work Funds UD P

The amount of your claim will automatically populate using the amount shown in the Rate box.

Paying personal mileage for a work fund vehicle (Click HERE for a printable table of these instructions)

Using your home country mileage rate:
- For Date, enter the date of the trip (when using total miles/KM from a mileage log, use the earliest date on the log)
- For Category:
  - Click the down arrow
  - Type “mileage”
  - Choose the category for either miles or KM for the year you are paying for the mileage (note that the category entitled “Personal Car Usage (5151)” is used for another purpose)
- For Business Purpose, enter “personal use of ministry vehicle”
- For Currency, leave as it is
- For Rate, leave as it is
- For Miles/KM, enter a negative number of miles or KM of personal use (e.g. -100)
- For Attach Documentation, attach your mileage log or other documentation to show how you calculated the miles/KM entered if it was more than one trip and is over $50 in your home currency (i.e. USD or CAD)
- For Designation, choose 2-Available Work Funds UD P

The amount to be deducted from your work funds will automatically populate as a negative amount using the rate shown in the Rate box.

Using your MA-approved mileage rate:
- For Date, enter the date of the trip (when using total miles/KM from a mileage log, use the earliest date on the log)
- For Category:
  - Click the down arrow
  - Type “mileage”
  - Choose the category for either miles or KM for the year you are paying for the mileage (note that the category entitled “Personal Car Usage (5151)” is used for another purpose)
- For Business Purpose, enter “personal use of ministry vehicle”
- For Currency, choose the currency that matches the approved rate
- For Rate, enter the MA-approved mileage rate
- For Miles/KM, enter a negative number of miles or KM of personal use (e.g. -100)
- For Attach Documentation, attach your mileage log or other documentation to show how you calculated the miles/KM entered if it was more than one trip and is over $50 in your home currency (i.e. USD or CAD)
- For Additional Information, add a note to say that you used your MA-approved rate (e.g. used France MA rate)
- For Designation, choose 2-Available Work Funds UD P

The amount to be deducted from your work funds will automatically populate as a negative amount using the rate shown in the Rate box.