Certify Countersign Made Easy

Certify countersign

hi this is Courtney gone now the accountant with executive travel directors today I'm going to go over how to use certify our new expense reporting software now I'm going to go over things that are specific to executive travel directors and how to fill out your sense report I'm not going to go over how to use the software and upload receive and things like that that is something that you can learn on your own by clicking on the support tab going to certify training camp click service go to training camp and they have webinars videos all kinds of support to help you learn to use this software so we go back to our homepage this will be your home page and you're going to create a new expense report now under such report name you want to put your clients can be a merit program and the name of the program's is Toyota do not click billable to client just leave that and you want to put in the dates that you worked description you can leave blank and program number now if you click on this you're going to want to find your program number if you do not know your program number you need to log into your program wire account to locate that this is very important and your report will be rejected if you do not put the correct program number all right you're going to click Save and we're going to come to start our expense report so the first thing you're going to want to do is under department there are three different pets three different categories we want to click on travel director services then under category we're going to click travel director daily rates now this is going to be your pay this is you're going to put in your gross amount for all of the days that your concluding bonus lead bonus anything like that you're going to put in the gross amount for all days so my rate is 225 at 7 days so it's one thousand five hundred and seventy five dollars I don't have a bonus or anything like that as you can see the program number already populates the vendor would be me because I'm billing executive travel directors for my daily rates the location would be the location of the program and these things are pre-populating out cuz they are things that I had previously typed in so certified will start to learn things and once you've populate once you've typed things then they will populate the reason now under reason you need to type in how many days this is seven days times my rate 225 you're going to want to include your bonus or anything like that this is very important so that accounting can verify how many days you work the program and your rate in our system to ensure that everything is correct and that you're paid correctly ok on this you're going to Levi paces please reimburse me billable do not click that leave that blank we're going to type in our day and click Save you can see that populates up here so the next thing that you're going to add will also be listed under the Department travel director services under category workers compensation now this one is a little bit different it will calculate out the amount for you because it is a set amount so I will type in your start and end dates and the workers compensation is something that everyone is charged regardless of program is its foreign if it's international domestic anything like that you are charged this unless you have sent to send a valid workers compensation policy most of you do not have your own policy so you will always want to include this on every expense report so down here reason just type in 70 I paid for this please reimburse me do not click billable on this one either click Save and as you can tell that prepopulates out the amount that you will be deducted for workers compensation alright so the next thing that you will need to add to every sense report will be you'll change your department to per diem and under per diem there are different categories each client has a different category and different rates for different programs international domestic they all have different rates so under per diem I'm going to show you also for all all other clients we just have American Express VMs and merits listed so if you are working for one of the smaller clients that isn't listed click all other clients and you would want to type in the gross amount just like we did with the daily rate but this is a merits program and it's domestic so I'm going to click that and this one will calculate the amount just like the workers comp did so I worked the 1st through 7th and for some some programs there is the different back to back billing so you can account for that when you're in in putting your per diem or your or your daily rate you can just make a note that you were back to back and that is why your per diem days may differ from your daily rate days or your daily rate days may differ from your per diem days all right so this one is going to type in 7 days do not click billable and leave I paid for this please reimburse me save narrative ok so the next thing I'm going to do is I'm going to add my receipts this is my certified wallet these are receipts that I have previously uploaded either with the app via the computer different things like that so my first receipt is a receipt from Staples as you can see certify has already figured this out they pull the vendor name pull the amount some receipts they will pre-populate which is a great feature so we want to change the department to add a pocket expense and under category as you can see again separated by clients there are two generic ones luggage and mileage that you can use for any of the clients so this one is going to be an other expense and reason I have to buy markers for the program and I do want to click billable with this all out of pocket expenses need to be marked as syllable leave I paid for this please reimburse me leave that for all of your expenses but only the out-of-pocket needs to be clicked as billed and I'm going to click Save now since that was an odd expense if I needed to also include an expense authorization form you could do that by adding that as a receipt adding that form as a receipt in your wallet and your certified wallet and then you would just create an expense for it and add that at and put a zero amount just like you go for your hotel folio and I'll show you how to do the hotel folio so out-of-pocket expense my hotel folio I'm going to click merits your about hotel folio so you would type in a zero amount you would do the same thing if you were uploading an expense authorization if you're doing an expense authorization or a gratuity summary you know you would put it as gratuities or other if it's if it's an expense authorization so my hotel folio is the zero amount my program number is pre-populated it will always populate from the number that you typed in to your sense report in the very beginning I'm going to put this as a Sheraton this is a test program so location with Daytona Florida I don't need to put a reason for this see I can click no l-sit Hotel for ya and I click Save and it populates right there for you so the next thing I'm going to show you is mileage the mileage is another out-of-pocket expense look you know what I forgot to click I just noticed and you will be something that you should make a note of doing when you're doing your expense report is looking at the billable column I just noticed that I did not put my merit zero bound folio as a billable expense and that does need to be marked as that because the billable expenses are sent to the client and we need to make sure that we separate those out so click on the Edit and then I need to click billable announced billable alright so I'm going to show you mileage under out-of-pocket expenses there it is now this is pretty neat with the mileage you can type in where you were going where you are from and where you are going and you can click round-trip or you can add a segment if you had to go somewhere else or anything like that most of you will have round-trip from the airport or from the program so then what you do is you click map it and will automatically map the distance for you and include this map as a receipt all right then just click this was mileage to airport and home I'm going to click billable remember click the little for all out-of-pocket expenses and this is only for the out-of-pocket expenses not your per diem not your workers comp and not your daily rate want to click Save and there it is there is my mileage and that is billable those things are available and those are not billable all right I'm ready to submit my sense before so I'll go up here I'll click Submit for approval yeah and as you can tell this will be coming to Courtney down L that's me you can type in any kind of comments or notes if you need to note anything to me click Submit and it will be submitted for approval and then I'll process it you'll get a notification at this process if I have any questions on anything I can send you an email within the system about a certain expense or anything like that and remember if you have any questions on how to use the software not pertaining to anything specific with executive travel directors please click the support tab and do the training camp so the great software certify has amazing support teams that can help you and walk you through everything that you need to know and if you also have any other questions do not hesitate to contact your program manager thank you and have a nice day