Expense Reimbursement Manager

The Expense Reimbursement Manager electronically streamlines workflow between the attorneys, legal assistants and the accounting group by eliminating the paper-based, manual tracking system typically used by many law firms. The interface is user friendly allowing for the submission and management of reimbursement requests. If you have purchased AP Imaging, you will be able to attach images (i.e. receipts) to the Reimbursement Request.

Expense Reimbursement Button

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To view a listing of Reimbursement Requests or to add a new Reimbursement Request, choose the REIMBURSEMENT MANAGER Button from the ORION Desktop Program Group Task Bar. The following screen will appear:

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The Expense Reimbursement Manager Screen consists of four sections: Requests, Request Detail, Reimbursement Monitor, and Employee Total Due. Together they form a grid view of Expense Reimbursement Manager.

Reimbursement Manager Button Bar                                                             

If you have completely unrestricted rights to all functions within Orion Accounts Payable, you see the following options on the Button Bar when you open Reimbursement Manager.

Options Description
New Adding a New request for reimbursement.
Edit

Ability to make changes to a request with a status of entered or submitted.

Delete Delete will give you access to deleting a request with a status of entered or submitted.
Reports This button will display the Reports Menu.
Action Clicking on this button provides the ability to email the status of a Reimbursement request to the requestor (i.e. Approved, Denied, Entered, Needs Info, Paid, Submitted).
Tools Provides access to Reimbursement Type (takes you to File Maintenance Code Set-up) and Email templates.
Filter Select criteria to narrow down requests that are displayed.
Refresh Redisplay active screen.

Adding Reimbursement Requests                                                             

 To add a Reimbursement Request, choose the NEW Button from the Toolbar. The following screen will appear:

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The value for the request field is New. This will change automatically once the Request is saved. Fill in the fields as required.  Following are details on each of the fields to be completed on this screen:

Fields Description
Request

The initial value of this field is New. The system will automatically change this value to the next available reimbursement number upon saving the reimbursement. 

Employee

Person requesting the reimbursement. You can enter the User ID or use the drop-down to select.
Vendor

Payee – usually same as Employee.

Matter

If the reimbursement is to be charged to a client, enter the Client-Matter code.

Attach Image Used if you are using AP Imaging for attaching backup to expenses.
Description Enter a description for the reimbursement request (i.e. Travel Costs, etc.). Information entered here will also populate the Description box found under add detail.
Add Detail Click on this to add Type and Amount.

Attaching an Image                                                             

To attach an image (i.e. receipt; invoice; etc.) to an expense request, from within the reimbursement entry screen click on Attach Image. The following screen will appear:

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If your receipts are saved as a PDF File, you will click on Add PDF File. Locate and upload the PDF you want. If your receipts are saved as “jpeg; png; or bitmap” images, you will need to first click on Add Blank Page (this will make Add Image accessible in the Button Bar.

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  1. Fill-in the detail fields as
  2. After completing a detail, click OK. You will automatically be taken back to the main reimbursement If you have more detail lines to add for the reimbursement, click Add Detail.  Note: The system will not allow you to enter a negative amount.
  3. If you have Orion’s AP Imaging module, you can attach PDF’s of your receipts to the request (either as one on the main reimbursement screen or to each individual line - adding them to the individual detail line will be best if you have multiple Client-Matters you are adding to the reimbursement request).
  4. After all detail has been added, you are ready to save the request.
  5. Click on Submit to submit the request (indicating that you have entered all information and the request is ready to be approved for processing).

Following are details on each of the fields to be completed on this screen.

Fields Description
Date

Defaults to Request Date. If Client Advance and you want the date to be different from Request Date, enter it here.

Matter

If the reimbursement is to be charged to a client, enter the Client-Matter code (If you enter Client-Matter on main screen, each detail line will default to that Client-Matter).

Type Description for the charge.
Amount Amount of the Request.
Description

Defaults to the description from the Type. However, the information displayed here can be changed.

Approve At which time a voucher will be created in AP Manager.
Deny At which time the requestor will be notified that the request has been denied.
Needs Info At which time the requestor will be notified that the accounting department needs additional information before the request can be processed.

Approving/Denying Reimbursement Request                                                             

 Once the Reimbursement Request has been submitted, accounting personnel will perform one of the following.

Action Description
Approve At which time a voucher will be created in AP Manager.
Deny At which time the requestor will be notified that the request has been denied.
Needs Info

At which time the requestor will be notified that the accounting department needs additional information before the request can be processed.

Integration with iOrion®                                                             

Orion’s Expense Reimbursement Manager integrates with iOrion®, Orion’s Mobile Application, allowing attorneys and legal staff to access Financial and Practice Management information from any recent model iOS devise.  Integration with iOrion allows for the submission and management of reimbursement requests while on-the-go.

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Setting-Up Reimbursement Manager – Employee Set-Up                                                             

 Before you can enter reimbursements for an employee, they must be set up to access Vendor codes under their User Id (Reimbursement Tab). The Requestor must also be set up as a Vendor in AP Manager.

  1. In File Maintenance Manager, click on Tools then Manage Users
  2. Double click on the User Id to open
  3. Click on the Reimbursement tab and Add Vendor Codes to the
  4. If the Vendor Code should be used as the default vendor when entering reimbursements for the Employee, select Set as Default. Save

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Reimbursement Types                                                             

Reimbursement Types are set up either through File Maintenance Manager and Manage Codes and Reimbursement Type or by clicking on Tools then Reimbursement Types from within Reimbursement Manager.  To add a Reimbursement Type, click on New. The following screen appears:

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Enter the required information and click Save or New to save and open another box to continue adding Reimbursement Types. When you have added all of your codes, close the File Maintenance Codes box by clicking the X in the upper right-hand corner.

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Following are details on each of the fields to be completed on this screen.

Fields Description
Code

The Reimbursement Code is a six character field used to identify the type of reimbursement (e.g. meals, mileage, airfare, hotel, etc.)

Description

The Reimbursement Type Description is used to better clarify the type of reimbursement. In addition, this is inserted into the Reimbursement Detail Description field.

GL Account

If the Reimbursement is identified by the User as “Non- Billable” to the Client, this is the default GL Account that will be used to expense the charge to the firm.

Accounting Code When identified by the User as “Billable”, this is the default Client Advance Code that will be used when billing the Client.
Phase-Task

If the Client is being billed and requires a pre-approved Expense Code (for Task Based Billing), this is the default code that will be used.

Require Invoice Backup/Receipt Image When selected, this will require the User making the reimbursement request to provide a copy of a receipt or invoice.
Only if Invoice/Receipt Value is Above

This is used in conjunction with the Require Invoice Backup/Receipt Image option above. When both are selected, the User making the reimbursement request only has to provide a copy of a receipt or invoice when the amount of the detail item is above this stated amount.

Reimbursement Email Templates                                                             

There are six (6) different email templates available. Based on the status of the Reimbursement Request, an email letting the requestor know what is occurring with regard to the request can be sent to the Requestor.

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The templates can be edited by highlighting the template and clicking on Edit. The following screen will appear:

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To add additional data fields to your template, click on the item in the list and drag and drop to the location you want it to print on the template.  Now that Reimbursement Manager has been set-up, you are now ready to begin entering Expense Reimbursement Requests.  Enter the required information and click Save or New to save and open another box to continue adding Reimbursement Types. When you have added all of your codes, close the File Maintenance Codes box by clicking the X in the upper right-hand corner.

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