Emburse Enterprise
Welcome to Emburse!
We have completed the roll out of the travel system and the P-Card reconciliation process to the university community. We will be utilizing the Message of the Day (main page) in Emburse and this website to keep users updated with information regarding the system.
Emburse Enterprise profiles are automatically created for individuals with an employee record in Banner. Profiles must be requested for VT students and guests.
- Employee: Employees (with the exception of some student employees) can login to Emburse to process their own pre-approval and/or travel reimbursement. All employees may also have an assigned delegate process their pre-approval and/or travel reimbursements on the traveler’s profile/dashboard.
- VT Student: Students do not have profiles/dashboards or access to complete their own travel reimbursements in Emburse. An employee must complete the pre-approval and/or travel reimbursement on their behalf. If reimbursing a student, use the Emburse Payee Creation/Update Form to set-up a new payee or update the information for an existing payee.
- Guest: This includes speakers, interview candidates, and other individuals who are not affiliated with Virginia Tech. If reimbursing a guest, use the Emburse Payee Creation/Update Form to set-up a new payee or update the information for an existing payee.
- For questions related to P-Cards, please contact Debbie Cole at coledl65@exchange.vt.edu or (540) 231-8618.
For information related to travel and meal reimbursements, booking resources, system tools, and approvals, please reference the Travel Specialist Modules.
Travel Helpline at travel@vt.edu
No, you must submit a pre-approval for $1.00 or more. If no expenses are being reimbursed to the traveler, then use the International Travel/Risk MGMT Tracking expense line item. See the PreApproval – International Travel/Risk MGMT Tracking training document on the Controller's Office website under Online Systems -> Emburse -> Training -> Pre-Approvals
These expenses are submitted in the Header section of the preapproval. If a pre-approval is imported to an expense report, the university paid items will be imported at the Header level.
Insert Non-Reimbursable Personable Expense into the Allocation Field of the expense and select VTF-Reimbursable. Insert the Foundation Fund number into the description of the expense.
Emburse will go through the normal approval process that is in TEM depending on the configuration in Banner.
No, neither of these reports can be replicated to another individual.
No, the user would have to “Recall” the pre-approval or expense report and then delete it.
See the Assigning and Removing Delegates training document on the Controller's Office website under Online Systems -> Emburse -> Training -> Other
For expense reports, a user can choose an individual line item, select return, and it will go back to the original expense owner to edit. This functionality is unavailable for pre-approvals as the whole report must be returned to the original expense owner. The expense report will not post to Banner/be paid until all line items are approved.
After an employee is terminated in Banner HR, the user’s access will be automatically removed in Emburse.
These rates are updated automatically by Emburse.
No, it is not reserved to one individual. Any individual with that group role can approve an expense report or pre-approval.
If an expense report is returned to the expense report owner, the approval process will not restart when it is resubmitted. If the expense report is recalled by the expense report owner/delegate, the approval process will restart from the very beginning.
The line item goes back to the expense owner. After the user has made the changes, it will return to the original approver role who rejected the line item for approval.
The rest of the line items proceeds with the original routing process.
An additional line cannot be added to an expense report if it is returned to the expense report owner. The approver cannot add an additional line. If an additional line is needed after initial submission, the report must be recalled first and the approval routing process is restarted.
For an expense report, an approver can only change the amount, activity code, allocation, or upload a receipt. They must insert a comment to document any changes made. Any other changes to be made must be returned to the expense report owner. For a preapproval, the approver cannot change anything and must return the entire pre-approval to the pre-approval owner for edits to be made.
Yes, the department needs to keep the receipts for current plus one fiscal year. Ex. If your receipt is dated 06/25/2019 (FY19), that receipt cannot be destroyed until 07/01/2020 (FY21).
Yes, images of expense reports (not pre-approvals) will be interfaced to Banner when it posts.
It is mandatory that all international travel should be paid by wire transfer.
What is the majority of your travel. I.e. if the majority of your travel is a Conference travel, then select Conference travel on the Header.
Yes, you can add multiple email addresses to your profile. Note: that Emburse is initially associated with your vt.edu account and you must manually add your other email addresses to your profile. See the training document Adding Alternative Email Addresses on the Controller's Office website under Online Systems -> Emburse - > Training -> Other
No, supervisor approval will be turned off.
Yes, the organization approvals will be just as it is in TEM as specified by the organization’s rules that are in place.
No, there will be no email notifications for org approvers as this is a group approval process
Yes, every department will need to keep their paper documentation for 1 year.
No, the Emburse will automatically generate account codes based on the expense selected.
The PA will be detached from the ER if the individual who submitted the report recalls it. The PA remains attached if the report is returned by an org approver or travel analyst to the employee who originally submitted the report.
You should reattach the PA right before you Submit the report (after you have clicked the green Submit button and the blue PreApproval button appears before final submission) Note: do not click on the Add Pre-Approval Report at the Header Level as this will reattach all expenses that were originally on that Pre-Approval to the Expense Report. This will cause duplicate expenses to import on that ER and the submitter will have to delete those new expenses.
There is a functionality called “Memorized Transactions” which will save the specific expense to be used multiple times on multiple expense reports for a specific individual’s Dashboard? See the training document Expense Report - Memorize Expense on the Controller's Office website under Online Systems -> Emburse -> Training -> Other
No, Emburse will automatically generate account codes based on the expense selected.
