Infor – Expense Management

Requests for a cash advance related to travel or other University expenses are reviewed by the Procurement Department and may be approved for amounts greater than $100. Advances for per diem may be authorized for travelers without a P-Card and only if the total amount is greater than $100.  Cash advances should only be used when all other resources have been exhausted. Instructions for reconciling cash advances can be found here. 

Expense Reports (ER) are used to reconcile P-Card transactions, request reimbursement for out-of-pocket expenses and request cash advances.  All transactions submitted on an Expense Report must be directly related to the employee or charged on the employee’s P-Card.

Expense Reports Basics:

• Reconcile P-Card Transactions
• Request Reimbursement for Out-of-Pocket Expenses
• Add FOAPAL Information to Line Item
• Infor Filters

Expense Reports will route through approvals based on the employee’s user profile and the FOAPAL’s used on each transaction within the document. It is the responsibility of the approver to verify that the Expense Report is accurate and complete. Approvers should be reviewing the document for the following information:

1. Transactions are an appropriate University expense

Expenses are allowable, reasonable and justified
Personal or Per Diem expenses are properly marked as such
2. Expense Report is accurate and complete

All receipts are included
Transactions are being charged to appropriate expense types and budget/FOAPAL
Expenses are properly itemized
3. Department is funded for the expenses

Funds are budgeted and available
Funding source is appropriate for the expenditure
Once an Expense Report is approved, it will route to Finance for review if there are any audit flags.

Any employee who has been granted a P-Card, has budget responsibility, travels, or is required to purchase goods/services on behalf of the university will have an Infor account.

• Basic Information – Getting Started with Infor
• Infor Training Information

Infor Training Courses

To register for Professional Development Finance Courses, please use Course Registration, accessible through MyLU. Instructions to register for courses is under Course Descriptions.

• Finance 220: Infor Expense Reports 
  This class reviews how to manage expenses using Infor Expense Reports, and is a requirement for obtaining a p-card. Expense Reports are used to reconcile P-Card transactions, request reimbursement for out-of-pocket expenses, and request Cash Advances.

• Mileage Reimbursement – Employees requesting mileage reimbursement must upload directions from an online web mapping service such as “MapQuest” which shows mileage from their work location to their trip destination.
• Per Diem
• Car Rentals
• Hotels

When the Expense Report is completed, any reimbursements will be paid to the employee and any overages due back to LU will be the responsibility of the employee.  At a minimum, Expense Reports must be submitted monthly.