Travel and Expense Management (TEMS)
TEMS is the system that state agencies use to manage travel reimbursement requests. Once a user is authorized by their agency administrator, they can complete and submit a travel reimbursement request directly through the system for processing. TEMS automatically forwards the request to the supervisor responsible for approval, then on to the fiscal office for review and payment. TEMS can be accessed through the state intranet or the internet.
Yes, use the Print button within each reimbursement request. It will display a summary on the screen before it prints. This Reimbursement Request Report provides most of the trip and reimbursement request information needed to perform a review. The Reimbursement Request Report opens as a separate window, which allows it to be open at the same time as the reimbursement request. You can toggle between the two, or even view them at the same time if you have dual monitors.
The Refresh button is a function in the Review and Batch Tabs. The button provides a manual refresh (new view) of the Review and Batch screens. If any new reimbursement requests were received during your current session, the Refresh button updates the listings on the Review and Batch Screens.
Modifications to reimbursement request and attached trips can only be done in the Review tab. Once the reimbursement request is sent to batch, it is in read only format. If modifications need to be made to the reimbursement request when it is in the Batch tab, it must be sent back to the Review tab.
The query can only be used to search for reimbursement request with a "processed for payment" status.
Active "returned" reimbursement requests may be view via the Returned tab. The term "returned" refers to active reimbursement request that have either a processing action of "Deny" or "Returned for Changes" and in which Fiscal initiated the action. The returned reimbursement requests can be viewed in the format of a reimbursement request report. Reimbursement requests that have been inactivated, or been processed for payment cannot be viewed using this functionality.
You should "Save & Continue" throughout the process and especially when you are getting ready to send to batch.
Within the Review Tab section of the TEMS Reference Guide is a sub-section called "Suggested Review Steps" (pages 80-81) that details some of the items that you should look for as a minimum. The Reference Guide is available under the Help link.
No, the trips contained on a reimbursement request are treated as one. TEMS does not allow partial approval. The reimbursement request should be returned to the Requestor for correction and later submission. The requestor may remove the problem trips completely or correct them, and resubmit.
TEMS provides three processing options: Approve, Deny, or Return for Changes. Within the Approver section of the TEMS Reference Guide you will find the options listed on page 83. The Reference Guide is available under the Help link.
The Master Index (MI) allows agencies the flexibility to split expenditures among several coding lines without having to enter each line individually. When the MI is pushed to AFRS from TEMS it will explode the MI and the batch count could be different if the MI has a split. The AFRS system shows the new count based on the MI explosion and the agency will need to adjust their entered batch to match. For additional information on MI’s please go to System Document.
Once you're setup for access to TEMS and assigned the role of Fiscal, the Fiscal Suite link will be available to you in the Tasks section of your Home Screen.