Previous information - "Auditing Travel & Expense"

Completing the TE Audit

The OSS Service Management team populates the TE QA Operational Accuracy DATE v3.0  workbook with the completed items for the previous business day and the workbook generates a random sample of travel and expense transactions to be reviewed by the QA Auditors. The data from the TE QA Operational Accuracy DATE v3.0  tool is copied into the QA Quality Performance Tracking Worklist on SharePoint.

The audit is conducted by the QA Reviewer comparing data in OAKS FIN to data on the expense report and on receipts and tracking the results on the SharePoint My Worklist Access Datasheet.

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Updating the "New Worklist"

• OBM@Work > Shared Services > Service Management > QA Quality Performance Tracking

1. Click the QA Area: Travel & Expense link in the QA Associate Quick Links.  

   

2. Click the New Worklist link beneath QA Area: Travel & Expense.

   

• The New Worklist data sheet displays with the information that was loaded by the OSS Service Management team.

3. Change the QA Associate Status to Assigned.

   

    

4. Enter the name of the associate reviewing in the QA Associate Assigned field.

   

    

5. Repeat these steps for each item listed on the New Worklist.

Accessing "My Worklist"

The QA Associate audits each transaction assigned to them by working from the My Worklist data sheet in SharePoint.

• OBM@Work > Shared Services > Service Management > QA Quality Performance Tracking

1. Click the QA Area: Travel & Expense link in the QA Associate Quick Links.

   

    

2. Click the My Worklist link beneath QA Area: Travel & Expense.

   

    

• The My Worklist Access Datasheet displays with the assigned items.

• Minimize the window with the My Worklist screen (or place on 2nd monitor).

  

   

   

Auditing the Expense Report

• https://myohio.oaks.ohio.gov > OAKS FIN > Travel and Expense > Expense Report > View

• For instructions on logging in to MyOhio and OAKS Financials, click here.

• The Expense Report page displays.

1. Return to My Worklist screen.

   

    

2. Copy an expense report number from My Worklist.

   

    

    

3. Minimize the window with the My Worklist screen or move it to the 2nd monitor.

   

    

4. In OAKS FIN, paste the expense report number into the begins with field.

   

    

5. Click Search.

   

    

• The View Expense Report Detail page appears.

10. Click the Expense Date header to sort by the expense date.

    

     

11. Click the Authorization  ID and verify the date range matches the date range on the expense reports.

    

     

12. Click the Expense Type header to sort by expense type.

    
    

13. Click the Attachments  link to open all attached receipts to verify against each expense line (if applicable).

    

     

14. Review each Expense line as applicable following the travel and expense standards listed in "The Source OSS> Travel & Expense> Working Expense Reports> Auditing Expense Reports> Review Receipts and Expenses" topic.

    

     

Updating "My Worklist"

To complete the audit transaction, the QA Auditor records the audit results on My Worklist and closes the item. QA errors are assigned to the appropriate processor via SharePoint as they are discovered, until all the samples for the day have been audited. The assigned processor receives tan e-mail notification via SharePoint workflow when an error has been identified by the QA Auditor.

• Return to the My Worklist screen (previously opened in the "Accessing My Worklist" section).
  
  

If an error was not identified:

1. Enter the current date in the QA Completion Date field.

   

    

    

2. Change the Error Status to "Closed."

   

    

    

3. Change the QA Associate Status to "Complete."

   

    

    

If an error was identified:  

1. Check the box of the category of error.

   

    

    

2. Add comments into the QA Associate Comments field to support the error identified.

   

    

    

   • Use "The Source" language if applicable.
3. Enter the current date in the QA Completion Date field.

   

    

4. Enter the associate's name that completed the transaction in the Notification of Error field.

   

    

    

5. Change the QA Associate Status to "Complete."

   

    

12. • Once items have been marked as "complete" or "completed," edits or updates that do not pertain to error assignment (completion date, QA Associate assigned, etc.) must be approved in writing by supervisor. Edits or updates that pertain to error assignment (specific error fields, comments, etc.) will not be allowed, as QA items will be considered final once QA status is marked as "complete" or "completed.

1. • Send an e-mail if there is an overpayment or possible overpayment identified on the expense report (titled "Overpayment with <expense report number>") through Outlook to the associate who received the error, the team coach, and the QA team supervisor. In the e-mail list the status of the expense report, the travelers name, and the expense report number.

6. Press   on the keyboard to refresh the data sheet.

1. • Repeat all steps in this topic for each item listed in My Worklist.