Infor – Expense Management
Infor is a program that is used to manage expenses for employees who have used a university P-Card, out-of-pocket cash transactions, or cash advances.
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.
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:
Expense Report Approvals
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.
Infor Training Courses
- 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.
Receipts through Infor
Attaching electronic copies of receipts to documents within Infor meets the IRS guidelines for receipt retention, so paper copies of receipts will no longer need to be kept in paper files. However, before discarding paper receipts, users must verify the receipts are legible when attaching to a document in Infor. Email receipts to: firstname.lastname@example.org
- 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
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.