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User Guide

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Dylan Barkowsky edited this page Jul 17, 2023 · 5 revisions

User Assumptions

The instructions below rely on the following assumptions:

  1. Users are employed within CITZ: IMB and are able to authenticate themselves using the IDIR system.

    a. Instructions begin with the assumption that the user has already logged in to the application.

  2. Users have a basic understanding of how to operate a computer and a web browser, such as Edge, Chrome, or Firefox.

Reference Diagrams

Diagram 1 - CHEFS Form

Diagram 2 - Home Page

Diagram 3 - Individual Request Page

General Use

Submit a Request

Description

Submitting requests uses the Common Hosted Forms Service (CHEFS). Request submission is a multi-stage process and only addresses the initial request submission, not the following actions carried out by administration staff.

Steps

  1. From the Home page, select the +New Request button (Diagram 2).

    a. This redirects to the CHEFS Form (Diagram 1), which may require authentication.

  2. Confirm that your first and last name have been populated correctly.

  3. Enter your employee ID under the Employee ID field.

  4. For each purchase in the reimbursement request, fill in the Vendor, Purchase Date, and Cost fields.

    a. Add additional rows by selecting +Add Another.

  5. Optional: Add comments in the Additional Comments field.

  6. Select Submit to submit this info to SPR.

    a. If successful, you will be redirected to the newly submitted request.

    b. If the Submit button is disabled, a necessary part of the form has not been filled out to the specifications. Review the fields and address any field warnings that appear.

At this point, a request has been submitted, but additional actions are required before the request can be sent for reimbursement. See the sections on File Management and Adding Approvals for more information.

Adding Approvals

Description

Every reimbursement request requires approval from an expense authority. Without attaching this approval, your request cannot be completed.

Depending on the status of the record and your permissions, some options may not be visible.

Steps

  1. When viewing an individual record (Diagram 3), select the Add Approval option.

  2. Use the date picker to select the date when approval was obtained.

  3. Select the Add File button and choose a file from your computer.

    a. For more information on managing files, see the File Management section.

  4. Optional: To remove an approval record, select the Remove option and confirm the removal in the prompt. Removing an approval like this and then updating the record is a non-recoverable action. Remove approvals with care.

  5. To save your changes, select Update. You will be redirected back to the Home page.

    a. Not doing this and leaving the page will not save your updated approvals.

File Management

Description

Files are uploaded in two cases: adding receipts from purchases and adding proof of approval.

All file interactions occur on an Individual Request page (Diagram 3).

All files must be in PDF format and cannot exceed 10MB in size.

These files are stored with the application temporarily and are deleted 30 days after the request process has been completed. Copies are manually stored on the network drive by staff for submission to the Finance Department.

When a file has been automatically deleted from a completed request, the page will display a notification in place of the file link.

A green downloaded symbol will appear beside file links (for admin users) if any admin has previously downloaded that file. This can be used to notify users that the file has not been stored elsewhere and is only retained within this application.

Steps

Uploading

  1. Select the Add File button. You will be shown a file selection window.

  2. Select the file you wish to add and then select Open.

  3. The file link should now be visible in the place where the Add File button was previously.

  4. Select the Update button to save your request record.

    a. Leaving the page without updating will not save your files to the request.

Removing

  1. Select the red X to the right of the file link.

  2. A dialog will ask you to confirm the removal of the file. Confirm the removal.

    a. The file link should have now become the Add File button once more.

  3. Select the Update button to save your request record. a. Leaving the page without updating will not remove the file from the application.

Downloading

  1. Select the file link. The file will be downloaded to your default download location.

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