Using the Entertainment Reimbursement (ENT) eDoc

Contents

ZotPortal Travel and Event Management portlet showing the Transactions menu expanded with the Entertainment Reimbursement option
The Travel and Event Management portlet in ZotPortal, showing how to access the Entertainment Reimbursement e-Doc by expanding the Transactions menu and selecting Entertainment Reimbursement.

This page briefly explains how to complete a basic Entertainment Reimbursement (ENT) in KFS. Your department or school may have policies or procedures that pertain to processing these reimbursements and should be followed if applicable. We recommend filling out the Entertainment Overview tab first, and then filling out the rest. Remember to consistently save your work.

You can access the ENT in ZotPortal under the Travel and Event Management Portlet. Expand the Transactions menu by selecting the plus sign and selecting Entertainment Reimbursement.

Document Overview Tab

In the Document Overview tab do not edit the Description. After the document is saved with a Payee selected, the Description field will auto-populate with the payee's name.

KFS Document Overview tab with the Description field shown, which auto-populates with the payee's name after a payee is selected and the document is saved
The Document Overview tab in KFS. The Description field should not be manually edited; it will automatically populate with the payee's name once a payee is selected and the document is saved.

Reports Tab

The reports tab will only appear in the ENT e-Doc after all required information has been entered and the e-Doc has been saved.

KFS ENT e-Doc Reports tab, which only becomes visible after all required fields have been completed and the document has been saved
The Reports tab in the ENT e-Doc. This tab becomes visible only after all required fields have been completed and the document has been saved.

Entertainment Overview Tab

Every TEM document requires a payee. Entertainment Reimbursement eDocs require a payee and often times a Host. If the Host and payee are the same person, the Event Host Name must be completed and the Payee must be selected using the Payee Lookup magnifying glass icon.

KFS Entertainment Overview tab showing the Event Host Name field and the Payee Lookup magnifying glass icon for selecting a payee
The Entertainment Overview tab in KFS. When the Host and payee are the same person, the Event Host Name field must be completed and a payee must be selected using the Payee Lookup magnifying glass icon.

Entertainment Information Tab

  • The Purpose is the reason that the event is taking place. For details see the guide on What Events and Meetings are Reimbursable.
  • The Certification of Official Host for Entertainment Expense Attached check box should be checked if a Host is required. This lets Accounts Payable know that the Host has signed the TEM Host Certification that can be found in the reports tab.
KFS Entertainment Information tab displaying the Purpose field and the Certification of Official Host for Entertainment Expense Attached checkbox
The Entertainment Information tab in KFS, showing the Purpose field and the Certification of Official Host for Entertainment Expense Attached checkbox, which must be checked when a Host is required.

Image Scanning Tab

There are currently three options on uploading supporting documentation relating to the reimbursement. For more information on what supporting documents are required, see the Reference Guide.

The maximum allowable attachment size is 5MB. PDFs or simple Excel document types (.csv, .xls, .xlsx) are allowed.

Option 1: Upload Supporting Documentation Follow these steps to upload your supporting document images to FileNet:

  • Upload is not available until document has been saved, submitted, or blanket approved.
  • Before you upload any images, make sure that any sensitive or personal data is redacted. Files cannot be deleted after they are uploaded.
  • Scan or photograph your documents into one of the following file formats: .pdf, .jpg, .jpeg, .bmp, .png, .tiff, or .tif.
  • Go to the Image Scanning tab and click the Browse button to select the image from your computer.
  • Click the Add button to upload your image to FileNet. No coversheet is needed.
  • The Notes and Attachments Tab should never be used to upload supporting documentation items to a TEM or DV e-document.

Option 2: Link to Scanned Information on Another Document

  • If your supporting documents were scanned into a previously completed TEM e-document that was subsequently disapproved, link that disapproved eDoc to the new one you are creating. Enter the document number of the disapproved document into the Scanned Document Number field in this section.

Option 3: Central Scanning:

  • After the ENT document has been saved, select the link in this section to print an automatically generated coversheet. All supporting documents should be clipped to it. Send the cover sheet and supporting documents to Central Scanning. The e-document will be placed in a "scanning hold" until after documents are uploaded to FileNet by Central Scanning.

You can find more information on Image Scanning by clicking on the flowing link: Supporting Documentation Guide

Attendees

Users can either attach the Atendee List with the supporting documentation or input the event attendees in the "Add Atendee section." If the user decides to attach the Atendee List with the supporting documentation, be sure to indicate the number of Attendees and select the Reference Scanned Atendee List.

KFS Attendees section showing the Attendee Information area with the Number of Attendees field and the Reference Scanned Attendee List checkbox
The Attendees section in KFS showing the Attendee Information area. When attaching an attendee list with supporting documentation, users must enter the number of attendees and check the Reference Scanned Attendee List checkbox.

Either the Attendee Information OR the Add Attendee section should be completed. Do not complete both sections.

KFS Attendees tab displaying both the Attendee Information section and the Add Attendee section side by side, illustrating that only one should be completed
The KFS Attendees tab showing both available sections for attendee entry. Only one section should be completed — either the Attendee Information section or the Add Attendee section, but not both.

If users choose to use the “Add Attendee” section to manually add Attendees, they do not have to fill out the Number of Attendees or select the Reference Scanned Attendee List checkbox.

If using the Add Attendee section, Attendee Type, Name, Company, and Title are all required.

KFS Add Attendee section showing the four required fields: Attendee Type dropdown, Name, Company, and Title
The Add Attendee section in KFS showing the four required fields: Attendee Type, Name, Company, and Title, which must all be completed when manually adding attendees.

Actual Expenses Tab

The Actual Expenses tab is where users can provide detail on the expenses relating to the event that need to be reimbursed. Once an expense has been added, a new blank line appears. Users can further break down receipts, if desired, underneath the Expense Type/Date.

  • Step 1: Enter the Expense Date, Expense Type, and the total amount of all three receipts. Then select the Add button.
KFS Actual Expenses tab showing the Expense Date, Expense Type, and total combined amount fields completed for Step 1, with the Add button
Step 1 of breaking down multiple receipts in the Actual Expenses tab: enter the Expense Date, Expense Type, and the combined total amount of all receipts, then select the Add button.
  • Step 2: Select the "show" button under the notes field.
KFS Actual Expenses tab with the show button highlighted beneath the notes field, used to expand the individual receipt breakdown area
Step 2: Select the "show" button beneath the notes field to expand the receipt detail area where individual receipt amounts can be entered.
  • Step 3: Enter the amount of the first receipt, then select the Add button.
KFS Actual Expenses expanded receipt detail area showing the amount field for the first receipt populated and the Add button
Step 3: Enter the amount of the first receipt in the expanded detail area, then select the Add button to save the line.
  • Step 4: Once the first line is added a new line will appear above it with the balance of the total amount. Change the amount to the amount of the second receipt and select the Add button.
KFS Actual Expenses showing a new line above the first receipt entry displaying the remaining balance, with the amount field ready for the second receipt amount
Step 4: After adding the first receipt, a new line appears showing the remaining balance. Update the amount to match the second receipt and select the Add button.
  • Step 5: Add the third expense and select the Add button.
KFS Actual Expenses showing all three receipt lines entered, with the third expense amount filled in and the Add button available
Step 5: Enter the third receipt amount and select the Add button to complete the expense breakdown across all three receipts.

Importing Corporate Card Charges

Corporate Card charges can be imported and reconciled by selecting the Look Up/Add Multiple Imported Expense Lines icon.

KFS Actual Expenses tab showing the Look Up/Add Multiple Imported Expense Lines icon used to import and reconcile corporate card charges
The Look Up/Add Multiple Imported Expense Lines icon in the Actual Expenses tab, used to import and reconcile corporate card charges into the ENT e-Doc.

Special Circumstances Tab

The Special Circumstances tab includes key questions that may be asked by Accounts Payable reviewers. The question(s) should be answered ONLY if it pertains to the Entertainment Reimbursement. If not applicable, leave the section blank.

If alcohol was served at an event, even if alcohol is not being reimbursed on the e-Doc, please be sure to check the box to indicate alcohol was served.

If you are hosting an event that requires catering set up and service on-site, please review Regents Policy 5402, and Article 5 of the AFSCME SX and EX collective bargaining agreements.

Instructions for compliant contracting for food services, along with all documentation required before any contracting for food services can take place, contact Enterprise Workforce Relations (EWR) directly at ewr@uci.edu.

KFS Special Circumstances tab showing checkboxes for indicating whether alcohol was served at the event and whether on-site catering setup and service was required
The Special Circumstances tab in KFS, displaying questions about alcohol service and on-site catering. These fields should only be completed if they apply to the Entertainment Reimbursement being submitted.

Accounting Lines

Account Number, Object Code, Expense or Encumbrance, and Amount are required fields. Check the Account Distribution by Object Code section to see how the Object Code and Expense or Encumbrance fields should be completed. The add button must be selected for an accounting line to be added.

Each accounting line has a Line Description field. Information entered into the Line Description field will show as the document description on the General Ledger. If the Line Description is left blank, the General Ledger will show the description that appears in the document overview tab.

The Account Distribution by Object Code section of the “Accounting Lines” tab lists the acceptable KFS Object Codes to be used for this reimbursement. These object codes were determined by the expense types identified in the Actual Expenses tab. No other Object Codes may be used on this eDoc, and users will get a warning/error if they try to input a different object code in the Accounting Lines.

KFS Accounting Lines tab showing the required Account Number, Object Code, Expense or Encumbrance, and Amount fields, along with the Account Distribution by Object Code section listing acceptable KFS Object Codes
The Accounting Lines tab in KFS, displaying required fields including Account Number, Object Code, Expense or Encumbrance, and Amount, as well as the Account Distribution by Object Code section that lists the acceptable KFS Object Codes for the reimbursement.

Payment Information Tab

Payment Method

The Payment Method drop down allows you to choose how the payee receives payment. In almost all cases, you should select P- Check/ACH (EFT). With this option selected, the payee will either:

Receive a check sent to the address in the Traveler Section of the Trip Overview tab or

Receive a direct deposit (ACH and EFT stand for direct deposit).

The Wire Transfer (Foreign BANK Only) option can be selected if the payee does not have a bank account in the U.S. Reimbursement payments may be sent via foreign banks in U.S. dollars or in foreign country currency to individuals or to vendors.

Individuals must submit the completed and typed, Wire Transfer Request form. The completed form is required documentation and must be uploaded to the image scanning tab of the reimbursement.

Check Stub Text

The Check Stub Text will be printed on the payee's check. When paying a vendor, it is very important to type in details in the Check Stub Text field:

  • Invoice number and invoice date – department will receive the vendor invoice
  • Name of the event as listed on the vendor invoice or contract
  • Date of the event
  • Amount due
  • Include vendor contact name if listed on the contract: Sales Manager, Event Coordinator, etc.

Special Handling

When creating a Travel Reimbursement e-document in KFS, users can select three special check handling options. You can enclose additional documents with a check, print a check for pick up at Financial Services in Aldrich Hall, or force a check to be printed when the payee has ACH direct deposit set up.

  • Enclose additional documents with a check (i.e., invoice, letter).
  • Print a check for pick up at Financial Services in Aldrich Hall.
  • Force a check to be printed when the payee has ACH direct deposit set up.

Please see Accounts Payable's Check Enclosures and Special Handling Guide for details.

KFS Payment Information tab showing the Payment Method dropdown, the Check Stub Text field, and the Special Handling options for check delivery
The Payment Information tab in KFS, displaying the Payment Method dropdown, the Check Stub Text field for vendor payment details, and Special Handling options for check delivery preferences.

Pre-Disbursement Processor Status Tab

Users can open the Pre-Disbursement Processor Status tab in the ENT eDoc to see if the check has been extracted, cleared, or the deposit has been sent. 

KFS Pre-Disbursement Processor Status tab showing the check extraction status, clearance status, and direct deposit information for the reimbursement
The Pre-Disbursement Processor Status tab in the ENT eDoc, where users can track whether the reimbursement check has been extracted, cleared, or if a direct deposit has been sent.

Tying Multiple TEM Documents to an Event

In the cases where there are multiple reimbursements for the same Event, TEM Doc Numbers can be used to link two or more reimbursements. This helps with tracking and can ensure an efficient audit process. Once the document is final a new TEM Document can be created with the same TEM Doc Number. 

KFS ENT document header showing the TEM Doc Number field used to link multiple reimbursements to the same event
The KFS ENT document header showing the TEM Doc Number field. Using the same TEM Doc Number across multiple ENT documents links them to the same event for tracking and audit purposes.

An ENT can be processed to pay a facility rental deposit before the event. After the event a second ENT can be processed with the same TEM document number to pay the balance of the facility rental and the cost of light refreshments. 

  • Step 1: Select the Entertainment Reimbursement Custom Document Search link in the Travel and Event Management portlet.
ZotPortal Travel and Event Management portlet with the Entertainment Reimbursement Custom Document Search link highlighted
Step 1: The Travel and Event Management portlet in ZotPortal, showing the Entertainment Reimbursement Custom Document Search link used to locate a previously submitted ENT document.
  • Step 2: Enter the TEM Doc Number of the first reimbursement.
KFS Entertainment Reimbursement Custom Document Search form with the TEM Doc Number field for entering the first reimbursement's document number
Step 2: The Entertainment Reimbursement Custom Document Search form in KFS, where the TEM Doc Number from the first reimbursement is entered to retrieve the associated ENT document.
  • Step 3: Open the Final ENT eDoc.
KFS document search results listing a Final ENT eDoc with its document number as a clickable link
Step 3: The document search results in KFS displaying the Final ENT eDoc. Select the document number link to open it.
  • Step 4: Select the New Reimbursement button.
KFS Final ENT eDoc with the New Reimbursement button highlighted, used to create a follow-up reimbursement linked by the same TEM Doc Number
Step 4: The Final ENT eDoc in KFS showing the New Reimbursement button, which creates a new linked ENT document sharing the same TEM Doc Number as the original.

A new document will open with the same TEM Doc Number as the first ENT. Remove any expenses that were paid on the previous ENT and add the remaining expenses. Once all required information has been entered, save and submit the document.

New KFS ENT eDoc pre-populated with the same TEM Doc Number as the original reimbursement, ready for updated expense entries
The new ENT eDoc in KFS, pre-populated with the same TEM Doc Number as the first reimbursement. Remove previously paid expenses, add the remaining ones, then save and submit the document.