PA STATE SYSTEM OF HIGHER EDUCATION Shared Administrative System TM Travel Management Process for Prepaid Expenses

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1 What is considered a Prepaid Expense? 1. Any payment made directly to a third party prior to the actual trip 2. Any reimbursement to the traveler prior to the actual trip Some expense types that might typically need to be prepaid include: conference registration fees, transportation costs, and lodging. General Processing Steps: 1. Enter Travel Request (if required by university) a. Submit Travel Request to workflow (i.e. Save & Send for Approval) b. Approval via workflow c. Post trip to Financial Accounting (automated process) 2. Start Travel Expense Report for Travel Request created in Step 1 (prior to start of trip) a. Submit Travel Expense to workflow (i.e. Save & Send for Approval) b. Approval via workflow c. Post trip to Financial Accounting (automated process) d. Create invoice in Accounts Payable via FB60 i. This is only required for prepayments made to a third party e. Issue Payment via F110 f. Clear the prepaid account (automated process) i. This is only necessary for prepayments made to a third party 3. Complete Travel Expense Report that was started in Step 2 (upon return from trip) a. Submit Travel Expense to workflow (i.e. Save & Send for Approval) b. Approval via workflow c. Post trip to Financial Accounting (automated process) d. Issue Payment via F110 Page 1 of 11 Revised: 05/2014

2 EXAMPLE Employee creates a Travel Request (this is not required; a prepaid can be processed without a Travel Request) When the Request is Saved and Sent for Approval, the commitment in Funds Management is statistical. Page 2 of 11 Revised: 05/2014

3 When the Request is Approved, the commitment in Funds Management becomes real. EXAMPLE 1 Conference Registration ($300) will be prepaid to the employee To start a Travel Expense Report prior to the actual trip, go to the All My Travel Requests tab from the My Trips and Expenses overview screen and click on Create in the Expense Report column. This option will only be available once the Travel Request is approved and posted to FI. The Create Expense Report process will start as usual. Page 3 of 11 Revised: 05/2014

4 Typically, nothing will be changed on the General Data screen. Go to the Enter Receipts screen 1) Adjust the Estimated Cost amount This amount should be reduced by the amount being prepaid; otherwise, commitments will be overstated in Funds Management 2) Click on New Entry and select the appropriate Expense Type for the prepaid (Conference Registration in this example). Enter information as required for the Expense Type. When receipt entry is complete, go to Review & Send and submit the Expense Report to workflow (Save & Send for Approval). Page 4 of 11 Revised: 05/2014

5 When the Expense Report is Saved, the commitment in Funds Management remains real. When the Expense Report is Approved, the commitment in Funds Management continues to remain real. The Travel Expense Report will be posted to Financial Accounting (FI) after approval, creating the below entry. Page 5 of 11 Revised: 05/2014

6 This entry creates an open item in the vendor account which can then be paid via F110. When this posting occurs, the commitment in Funds Management is reduced to $476 and an actual for $300 is posted. Page 6 of 11 Revised: 05/2014

7 EXAMPLE 2 Hotel ($250) will be prepaid directly to a third party vendor Since an Expense Report was already started to pre-pay the Conference Registration, we will just Change that Expense Report. Go to the Enter Receipts screen 1) Again, adjust the Estimated Cost amount This amount should be reduced by the amount being prepaid; otherwise, commitments will be overstated in Funds Management 2) Do not make any changes to the receipt for Conference Registration as the Travel Expense Report is building upon itself 3) Click on New Entry and select the appropriate Expense Type (X: Pd direct to vendor - Hotel in this example). Enter information required for the Expense Type. The comment section can be used to let AP know where to send payment. Page 7 of 11 Revised: 05/2014

8 When receipt entry is complete, go to Review & Send and submit the Expense Report to workflow (Save & Send for Approval). When the Expense Report is Saved, the commitment in Funds Management remains real ($476). When the Expense Report is Approved, the commitment in Funds Management continues to remain real ($476). The Travel Expense Report will be posted to Financial Accounting (FI) after approval, creating the below entry. Notice the credit is to Prepaid Exp-TM Mod rather than to an AP Vendor account Prepaid Exp-TM Mod Page 8 of 11 Revised: 05/2014

9 When this posting occurs, the commitment in Funds Management is reduced to $226 and an actual for $250 is posted. In order to actually pay the third party vendor, an invoice must be manually entered in AP through FB60. AP can create this invoice either: 1) after they approve the Travel Expense Report requesting the Prepaid or 2) upon noticing a Prepaid item is outstanding by monitoring the Prepaid account on a daily basis In the Reference field of FB60, enter the trip number. This is very important as the Prepaid account will be cleared based on this field. The debit side of the entry will be account Page 9 of 11 Revised: 05/2014

10 Prepaid Exp- Once the invoice is created in AP, the Prepaid account will be cleared (automatically by the system, daily, at a scheduled time to be determined). Clearing will occur if the fields Reference, Business Area, and Fund subtotal to zero Prepaid Exp-TM Mod Page 10 of 11 Revised: 05/2014

11 Accounting entries for the above steps: PA STATE SYSTEM OF HIGHER EDUCATION Page 11 of 11 Revised: 05/2014

PA STATE SYSTEM OF HIGHER EDUCATION Shared Administrative System TM Travel Management Process for Prepaid Expenses

PA STATE SYSTEM OF HIGHER EDUCATION Shared Administrative System TM Travel Management Process for Prepaid Expenses What is considered a Prepaid Expense? 1. Any payment made directly to a third party prior to the actual trip; 2. Any reimbursement to the traveler prior to the actual trip; Some examples include: conference

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