Employee Reimbursements Tutorial

The level of access a user has for the Employee Reimbursement System determines which functions the user is able to perform.

Level 1 - All ISU Employees
All Iowa State University employees have Level 1 access to the Employee Reimbursement System, available in AccessPlus under the Employee tab. Level 1 access allows the employee to enter his/her own travel Reimbursements, Authorizations, or Air Ticket Requisitions. However, Level 1 access does not allow the user to enter these electronic documents on behalf of others or to view information already entered for other employees. Level 1 access also does not route the Reimbursements or Authorizations directly to the Approvers or send Air Ticket Requisitions to the contracted travel agency. When a Level 1 user enters a reimbursement an e-mail will be sent to an Originator (Verifier), who must log in to AccessPlus and route the Reimbursement or Authorization to the designated Approver or send the Air Ticket Requisition to the contracted travel agency.

Level 2 - Originators (Verifiers)
Users designated by their departments as Originators (Verifiers) are given Level 2 access, which allows users to enter travel and reimbursement documents on behalf of others. Level 2 users have the ability to send Air Ticket Requisitions directly to the contracted travel agency, unless their department has requested otherwise. Level 2 users enter the system through the uBusiness tab (not the Employee tab) in AccessPlus.

When departments completed their Employee Reimbursement System Routing Forms they indicated a list of Additional Departments for which they would need to enter travel documents. This list always includes the home department, plus graduate students and XH employees. A list of up to 40 additional department codes could have been added to the user’s permit. Level 2 users can create travel documents for only those employees whose department codes are listed on their permits.

Unless the employee reports to a department code listed on the Level 2 user’s permit (see the previous paragraph), the user will be restricted from viewing or updating certain screens. If access is restricted in the Employee Reimbursement System, no New Reimbursements can be created for employees from outside the department codes included in the user’s permit, and all screens will be restricted from view for Previous Reimbursements. If access is restricted, in E-Forms Approval the View Routing button can be used, but the Additional Information button linking to the Daily Expense Detail cannot.

Level 2A - Approvers and Proxies
Users designated by their departments as Approvers and Proxies have been upgraded to Level 2A access. Level 2A access has all the rights of Level 2 access, but fewer restrictions.

In the Employee Reimbursement System, Level 2A users can view the Daily Expense Detail browse for all employees, including those whose departments’ codes are not listed on their permit. (Access to the Previous Reimbursements and Traveler by Depart Date browses is restricted, but you can enter the Rmbrs # then click on Daily Expense Detail.) Level 2A users can only create New Trips or browse screens for Existing Trips if the employee’s department code is listed on their permit.

In E-Forms Approval, Level 2A users can also use the Additional Information button for all travelers, including those whose department codes are not listed on their permit. The Additional Information button provides the same information as the Daily Expense Detail browse in the Employee Reimbursement System.

Level 3 - System Administrators
Only a few users on campus (primarily in the Controller’s Department and Information Technology Services) have been given Level 3 access, which allows the user to create Authorizations, Reimbursements or Air Ticket Requisitions for employees from any department and to view all documents created by others. This increased level of access is necessary for monitoring the system.

This page was last updated on February 16, 2016.

Continue to Travel Advances