Sent on March 27, 2020 to the EFS Cluster Directors Google Group.
Refunding the University for Out-of-Pocket Reimbursements
Please share the more detailed instructions with your billing specialist(s) and others who might need the information to assist in this process. A note was also sent to the Chrome River Navigators alerting them to the potential need for their help in this activity.
Situation: An employee planned to travel, made arrangements, spent money out-of-pocket, and was reimbursed. That trip was subsequently cancelled, and the employee now needs to return funds to the University.
Action for department to take: The cluster billing specialist should enter a manual bill in EFS (to the employee) for the amount owed to the University.
To perform these steps, information needs to be gathered from EFS Accounts Payable and Chrome River (a Navigator can find the details), and action needs to be taken in the EFS Billing module.
Navigate to Chrome River and find the expense report ID number(s) for the expense report(s) that need to be fully or partially returned to the University. (All navigators have Reporting access in Chrome River and should be able to run a report to get information using the Expense Analysis report. Details are here: https://z.umn.edu/CRReporting).
Determine the amount that needs to be returned to the University, paying attention to the pay me amount in Chrome River.
Look up the voucher by navigating to EFS > Accounts Payable > Vouchers > Regular Entry > Find Existing Value. This can be done in the reporting instance of EFS, if you don’t have production AP access.
Use the invoice ID from the voucher in EFS as the search criteria on the Find Existing Value screen in Chrome River.
If using the Chrome River expense report ID, enter in the 12 digit number and search (repeat for each individual report ID number).
If using the EmplID of the payee, change the drop down option from Begins with to Contains before searching.
Fill out form UM 1696: Invoice Request (xlsx) and specify the amount(s) and chartstring(s) where the returned funds should be deposited. Include the Chrome River expense report ID(s) or the voucher ID(s) in the Additional Information to be included on invoice section of the form.
Send the completed form UM 1696 to your cluster billing specialist.
The billing specialist will determine if the employee is already set up as a customer in EFS by navigating in EFS to Customers > Customer Information > UM Maintain Customer Request.
If a customer record for the employee does not exist, the UM Maintain Customer Request page should be completed.
The billing specialist enters a bill for the employee to repay the University.
The employee will receive a bill and can pay online at pay.umn.edu or send a check to the lockbox, referencing the invoice number on the bill.