[Physstaff] FW: FMS UPDATE - MARCH 2016 - Info on Expenses

[Kirsten Munro]

Hi

I thought the section on expenses may be helpful as we are all finding this a bit challenging at times.

Kirsten

From: Finance Forum
Sent: 21 March 2016 16:03
To:
Subject: FMS UPDATE - MARCH 2016

Dear Finance Forum member

FMS UPDATE - MARCH 2016

EXPENSES ENHANCEMENTS

Summary

As communicated in last week's Weekly Digest, we are releasing changes tomorrow morning (Tuesday 22 March) to enhance the expenses process.

The most significant aspect of these changes is that users will no longer need to 'Itemise' any expense claim items.

In support of this change, a number of expense type descriptions will also be updated.

There should be no impact on claims that are in progress.

Updated user guidance will be made available on the FMS Expenses training page<https://moss.strath.ac.uk/developmentandtraining/FMS/Pages/Expenses.aspx> to coincide with the release of the functionality.

Training sessions are currently being scheduled, with initial sessions planned for the week commencing 28 March. Details will be available soon.

Detail

As originally delivered, the standard FMS Expenses functionality distinguished between 'single-level' expense types and 'multi-level' expense types:


-          Single-level types - such as an underground or taxi fare - had no further sub classifications and did not require to be 'itemised'.


-          Multi-level types had further sub classifications, and required to be 'itemised' - for example, Air Travel required to be 'itemised' between four expense types - Business, Economy, Airport Lounge and Excess Baggage - even if only one was relevant.

It is been clear from user feedback and helpdesk enquiries that the requirement to 'itemise' multi-level expenses is causing a number of difficulties.

In response to this feedback we have simplified the FMS Expenses functionality so that all expenses are now single-level types, and no 'itemisation' is required.

To support this functional change, we have amended a number of expense type descriptions.  Claims that are in progress using existing expense types should be able to proceed through the system unaffected by this change.

If users do experience any difficulties with these changes, they should contact the FMS Helpdesk team at help at strath.ac.uk<mailto:help at strath.ac.uk>.

PURCHASE CARDS

Purchase Card data is now being uploaded weekly to FMS.  A third PCard training session was held on 9 March, and around half of PCard holders and proxies have now attended across the three deliveries.  If there is demand for a further session we will arrange this in due course.

PCard statements have also been improved to include the transaction date - i.e. the date the cardholder bought the product or service - within the item description in the on-screen card statement.

FACULTY UPDATE SESSIONS

We have now delivered three FMS update sessions to Faculty admin and finance staff within Engineering, Science and Business.  A session is planned with HaSS on 26 April, and we are also scheduling sessions for Professional Services after the Easter break.  Following the delivery of these remaining sessions, we will discuss further training and update requirements with Faculties and Directorates and arrange additional sessions accordingly.

GOODS RECEIVING

We continue to work on additional and refreshed documentation around the goods receiving process, with a view to providing training sessions shortly, which will provide the opportunity for users to discuss any goods receiving queries.

I hope you find this update useful.

Please share this information with any other colleagues who might find this helpful.

Regards

Hugh Darby
Financial Controller



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