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Used car receipt for Supervision

hello everyone my name is Olivia jackart I am a QA and trainer for viest psychiatric and behavioral Solutions and today we are going to be going through the supervisor training for certifi in payor first off we will look at our objectives for today which are to review how to utilize certify for appropriate reimbursement to staff introduce how to submit a travel request understand the policies associated with reimbursement and PTO and learn how to approve PTO and find policies within payor you should already be Vaguely Familiar with certify um but certify is used to track reimbursement for all employee this includes mileage meals travel and other work rated expenses supervisors oversee approving all reimbursement reports of direct staff and the company reimburses for expenses for business purposes only so I'll be taking you through how to approve or disapprove a reimbursement request from your direct staff over the next few slides so supervisors will see all new expense reports that need approval after signing into to certify and approvals will be in red on the upper right side of the page so once you click on approval requests you will see a list of all of the outstanding reports you'll select pending to see that person's report of items that need approval you'll click on view to view each report and all items that need approved you'll want to go through and verify each line and review the details to make sure they match the employees calendar in smartcare or Outlook you'll also want to spot check that the mileage itself is correct you'll check that the receipt attached matches the expense and follows policy you you want to approve each line after verifying each entry and receipt is correct after approving or disapproving each line You'll click approve report for reimbursement you'll want to add any additional comments if need it and then you'll click submit the process for disapproving requests is pretty much the same so you will log in and see the approval request in the top right once again you will click on pending for each staff member in order to get more information about each report and then you can go through all the items that are being requested if you find that none of the items are meeting policy then you can just select the disapproved report option underneath the approv report instead you will want to add into the comments here why the report was disapproved and instead of there being a reimbursable total um it will be a non-reimbursable total so once you have added your comments as to why the report report could not be approved you will click submit and then we just have some tips for supervisors here so as always please follow policy um the policy here is going to be 1.03 which is the employee and Company expense reimbursement and then always check payor for the most updated policy the approver of the employees expense report is the employees supervisor though in some cases a second level supervisor will be required to approve based on the amount of the expense report the approver is responsible for ensuring all expenses are reasonable and necessary for business purposes and all expenses need supporting documentation I.E those receipts and details if the employees report is not going to the correct supervisor or supervision has changed please notify your local HR team to update pay court and certify respectively and Please be aware here any questionable expenses or missing receipts should not be approved until the approver has full explanation of the expense and has deemed it to be reasonable and for business purposes so some common reasons that reports may be denied first is just not knowing policy so please always review the most up-to-date policy in Paycor and then you submitting mileage from previous months you can't do submitting expenses with no receipt that is absolutely not allowed and then submitting expense reports late so as a reminder expense reports are to be submitted by the 5ifth of the month or the following Monday if the fifth falls on a weekend and then submitted reports are to be approved and all expenses are required to have an itemized receipt failure to submit a receipt for an expense within one month of the original report submission will result in the expense being withheld from your paycheck and then another reason reports may be denied is that you're not utilizing MapIt so MapIt is like a receipt for the mileage reimbursement it provides the most direct route and allows for consistency when using mappit the full in exact addresses should be listed to ensure accurate mileage so we want to make sure that one employee should not receive higher mileage reimbursement for choosing to take back roads rather than the highway of course there can be exceptions made for construction and detours um but these should be noted in the reason field of the report and this should not be default practice some other common reasons we have our details are just missing so the reason field should include why and what the purchase was and the details need to include all relevant information so the more detailed the better it could also be that the receipts are ilegible when taking a picture of a physical receipt please ensure the date all items purchased and the total amounts are visible fully if you are making a purchase online you can download and save the receipt to your computer to upload the file and if you have a multi-a receipt you can take a picture of each page and upload all photos with the expense using the certified website there is also that it is office supply so per policy office supplies are a non-reimbursable expense there is a designated staff member at each office and location Who develops a list of supplies needed if a request for an item is denied this does not mean that the item should be purchased with a company credit card and or submitted for reimbursement If an item was found to be cheaper somewhere else or Staples does not carry the item approval should be obtained and this should be included in the reason field when submitting the expense it could also be that there are multiple reports so only one expense report should be submitted per month if you have a company card you do not have to create a report you will just need to attach the receipt to each purchase if you do not you can either create a report in the beginning or the end of the month with those pertaining receipts and then all reports should be submitted by the fifth day of the month for the last month so again we just want to make sure that if we are doing expenses for January we have them submitted by the 5th of February and then late submission of the expense reports may result in either disapproved or delayed reimbursement and then all approved expense reports will be paid and included on the second paycheck of the following month in which expenses occurs so January expenses will be paid on that second paycheck in February and then approved mileage reimbursement is paid in ance with each company's established pay schedule and all reimbursement is paid in ance with each company's established pay schedule employees should incur the lowest reasonable expenses and exercise care to avoid impropriety or the appearance of impropriety supervisor should improve expenses in a timely manner no later than 48 Hours of submission so just thinking back to the questionable expenses you'll want to make sure that you get explanations from staff in a timely manner as well mileage reimbursement reimburses employees for miles driven during employment in the employees personable personal automobile typically mileage incurred to the employees first service s of the workday and their final service site for the workday to the employees home will not be reimbursed under this policy when an employee Begins the work day at a location other than their typical or assigned work location the employee is eligible to receive mileage reimbursement for Miles that are in excess of their customary commute so it is important to note that employe driving in a company vehicle is not eligible for a mileage reimbursement the company will reimburse for reasonable and necessary travel expenses incurred on behalf of the company travel must be approved by the supervisor in advance of any accommodations being secured in parking and tolls reimbursement for parking and tolls is permitted so then when travel exceeding 90 miles one way includes an overnight stay an employee can expense or request reimbursement for meals up to $55 per day so this meal must not be more than $15 a person for for breakfast or lunch and not more than $25 a person for dinner an itemized receipt is required to be submitted for all meals regardless of the dollar amount of the meal and this is important here so tips for meals are not permitted to be over 20% of the total bill and are to be counted towards the total approved amount so it is $15 for breakfast and lunch and $25 a person for dinner including that tip and then for reserving hotels so there are only certain circumstances in which you will need to reserve a hotel if you need to take a business trip for whatever reason please refer to your supervisor before reserving any hotels and this also will not apply for all positions and will need approval for this section to be active in your certified account please reach out to your supervisor or director and HR before reviewing any overnight travel so over the next few slides if you do have any overnight travel I will be taking you through the process so first you're signing into certify and then on the right side click on that grid next to your name and then click travel in the dropdown a new window will pop up and you will want to select hotel in the dropdown for search for hotels by you will select address you will then put in the city and state of the office location you will be at you will also put in the check-in date and the checkout date and then you will select search certifi will search for the approved Open Booking hotels near the address provided you'll click on show rate of the hotel you would like to stay in it will drop down options and options that have viquest are the only approved items to select you will pick the option you prefer and select the price per night blue button you will put in a reason for your visit in the trip name and you will click Reserve this will take you to another screen so you will fill in information for the employee and purpose and then click continue and that is it if you do need approval it will be sent to your supervisor for approval and Status will state approval pending you will receive two emails of it being sent to your supervisor and reservation once the supervisor approves you will get another email of the reservation being completed and we will go over real quick as well what to do if you also need to reserve any accommodations for others so it will be the same First Steps so first you're signing in certify and then clicking that grid and clicking travel but then you will select your name in the top right and then select another user and then more you will search the person you will like to book for and if the person is in the system they will come up on the bottom after clicking on their name you will continue normal booking procedures as seen in the previous slides if they are an employee and not populating please contact Nikki casmer at Nicole casmer viquest inc.com to have them added to the system you can also type in guest into the first name and select the guest traveler that will populate however if you do this option you will have to call the hotel to change the name on the reservation to the person staying in the room then the same process applies and you will proceed with booking as you would normally entering the person's traveling information next up we will begin to get into payor so payor is utilized to track payments trainings staff policies and PTO supervisors oversee direct PTO approval and denial and PTO is acred based on time wor over the next few slides we will go through how to approve or deny a time off request from a direct staff member in a couple of different ways the first way is just going through email so supervisor should get an email when a time off request is submitted by a direct report supervisors can then approve or deny the PTO requests just straight from that email after clicking approve or deny a message will automatically pop up and then the action will finalize once the email is sent so very important here do not change anything within that message if you do want to add anything then you will just make sure to add it in between the lines there and you can also go through the payor website directly so after signing into pay for pending time off request will show in the my team section on the homepage you will click on the pending request and the details will show you can hover over the line and click on the gear Circle icon and select approve deny or view details the box below will pop up add a message to the employee if desired and click no thanks or yes approve request there is a third option as well if you have the payor app on your phone then you will get a notification when a request is submitted so then you can approve or deny the time off request through there as well if preferred so just like with certify we want to make sure that we are following the policy as always and then the policy we're going off of here is 3 .31 PTO and holidays bpbs so always check P cor for most updated policy the approver of the employees time off is the employee supervisor and request to use PTO will be approved whenever practical and based on business needs PTO benefits are applicable to all full and part-time employees PTO is paid at the employees regularly hourly rate or benefit rate where designated and just like with certify again if the employees requests are not going to the correct supervisor or supervision has changed please notify your local HR team to update pay for and certify appropriately so some more tips here for you PTO requests for eight hours or less must be submitted at least 72 hours in advance PT will request more than eight hours should be made at least two weeks in advance employees cannot use PTO for an improper call off or a no call noow and employees cannot have a negative PTO balance so employees cannot have a negative PTO balance so if an employee submits to use more PTO than what is in their balance they will be paid only the PTO balance accured and the remainder of time will be unpaid so then just be aware failure to provide sufficient notice for PTO may result in denial of the request if the need for PTO is unforeseeable the employee must give notice as soon as practical so this is will be in situations such as an unanticipated illness a medical emergency anything like that in one week of scheduled PTO will be permitted at a time unless otherwise approved by the supervisor there may be times where the PTO request cannot be approved due to a business need or due to needs of an individual served in this case an employee who is not approved to use PTO and subsequently calls off work is not eligible to use PTO for that absence here we have holiday information so all employees are eligible to receive holiday benefits employees assigned to work Monday through Friday positions where the business operation is closed on a recognized holiday will receive pay for the holiday at their regular rate this is provided that the employee would normally be scheduled to work that day if staff want to work on holiday they need approval from the supervisor but vpbs employees are all off on designated holidays holidays that occur on the employees regularly scheduled day off are not compensated here we do have a list of all the holidays that viaquest recognizes so we have New Year's Day MLK Day Good Friday Easter Sunday Memorial Day Independence Day Labor Day Thanksgiving day as well as the day after Thanksgiving and Christmas day so holidays falling on Saturday will generally be recognized on the Friday before in those falling on Sunday will be recognized on the Monday after Easter Sunday will be recognized on the Sunday that it falls and then we have religious observances so employees May request time off to observe a holiday not recognized by the company for their own religious observances employees can choose to either use PTO or take unpaid time off for religious observances if taking PTO it must be requested per the PTO policy lastly I have mentioned to always check payor for the most updated policies so we will go through here how to find those policies and forms within payor so first you will want to sign into payor and you can click profile summary or on the right side click on your icon and then click my profile either of those will take you to this same place and then on the left side of your screen you should see position once you select position you'll then select document you can find policies in the resources tab by searching or scrolling you can also open the index and see the whole list of all policies that you may be looking for as always please give it a couple tries you may not know what exactly the name of the policy is and then if you continue to struggle in finding a policy or form please reach out to your supervisor and they should be able to assist you further if you do have any further questions or concerns do not hesitate to reach out to your supervisor and don't forget to review those policies thank you and have a great day