Processing Travel and Expense Reimbursements. Revised: 5/14/14

Transcription

1 Processing Travel and Expense Reimbursements Revised: 5/14/14

2 1 2 3 Agenda Overview What s New Travel Authorizations 4 Expense Reports 5 6 Printing Travel Forms Interim Business Process for Approvals 7 Managing Travel 8 9 Additional Resources Q&A 2

3 Overview In this session you will learn how to utilize the Travel and Expense Module to manage travel expenditures and reimbursements. Travel and Expense topics covered in this session include: Managing travel authorizations Submitting expense reports Printing travel forms for approval Interim business process for obtaining approval 3

4 What s New? Travel Authorizations must be created and approved BEFORE the first date of travel. System will not allow for creation of Travel Authorizations after the first date of travel. Travel Authorizations are populated from user defaults, such as cost center information. You can save Travel Authorizations to complete data entry at a later time (as long as the application has not been Submitted ). 4

5 Creating Travel Authorizations 5

6 Accessing the Travel and Expense Center Main Menu > Travel and Expenses > Travel and Expenses Center 6

7 1. Enter PeopleSoft Employee ID of the person traveling Creating a Travel Authorization Tip: If Employee ID is not known, use the Search feature to lookup an employee Select Description from the dropdown menu, enter the employee s last name and click Look Up 2. Click Add 7

8 3. Enter Description of travel 4. Select Business Purpose from drop down menu 5. Type or search for Default Location (traveler s destination) Tip: Search by Description and type the State abbreviation, a space, and the first few letters of the city name (e.g., TX San) 6. Enter Date From and Date To 7. Select Benefit from drop down menu Creating a Travel Authorization 8. Select Disposition of Duties from drop down menu Tip: Cost center information defaults to the cost center that the employee traveling is paid from. Click on Accounting Details to update cost center if different funding is to be used for travel. 8

9 Try it! Create a Travel Authorization Follow navigation steps to arrive at the Travel Authorization Entry screen Follow steps 1 to 8 in previous slides 9

10 Creating Travel Authorization 9. Select Expense Type 10. Enter Date (e.g., first date of travel) 11. Enter Amount 12. Select Payment Type (how the expense is anticipated to be initially paid) 13. Billing Type defaults to Expense 14. Select Detail to add more information about expense type 10

11 EXAMPLE 1 - Airfare 15. Select Preferred from dropdown list to choose a preferred airline 16. Select Check Expense for Errors to catch data entry errors 17. Select Return to Travel Authorization Entry to enter additional expenses Creating a Travel Authorization 11

12 18.Continue to enter additional Expense Types. Click the + or Add to add additional lines if necessary 19.Select Check for Errors and make necessary changes if a red flag appears next to an Expense Line 20.Select Update Totals Creating a Travel Authorization 21.Select Save for Later Tip: You should not click Submit until you have obtained approvals. Otherwise, you will not be able to modify the Travel Authorization. 12

13 Try it! Enter Expense Lines and Finalize Travel Authorization Follow steps 9 to 21 in previous slides 13

14 Submitting Expense Reports 14

15 Submitting Expense Reports Main Menu > Travel and Expenses > Travel and Expenses Center 15

16 Submitting Expense Reports 1. Click Add a New Value tab 2. Enter Employee ID of the person traveling 3. Click Add 16

17 Submitting Expense Reports 4. To create an Expense Report from a travel authorization previously submitted and approved, select A Travel Authorization under Quick Start 5. Click GO 6. Choose desired travel authorization and click Select 17

18 Try it! Create an Expense Report Follow the navigation steps to arrive at the Expense Report screen Follow steps 1 through 6 in the preceding slides to select an existing Travel Authorization 18

19 Creating Expense Reports 7. Click Detail on each Expense Type to review/ update reimbursement amount You will have to enter a ticket number for any airfare associated with this travel 19

20 8. Select Check Expense for Errors to catch data entry errors 9. Select Return to Expense Report Entry 10. Enter additional expense lines Creating Expense Report

21 11. Select Attachments to attach receipts 12. Click Add to add additional Expense Types, if necessary Creating Expense Report 13. Select Check for Errors 14. Select Update Totals if you have added new expenses 15. Select Accounting Detail to update cost center information, if necessary 16. Select Save for Later to edit later 17. Select Submit (after obtaining written approval)

22 Try it! Continue Creation of an Expense Report Follow steps 7 to 16 in preceding slides 22

23 Printing Travel Forms 23

24 Printing Expense Report/Travel Authorization Main Menu > Travel and Expenses > Travel and Expenses Center From the Travel Center, you can print Expense Reports and Travel Authorizations X 24

25 Printing Expense Report/Travel Authorization The first time you print, you will have to create a Run Control ID. This is a one time step. 1. Go to the Add a New Value Tab 2. Enter a name (no spaces) 3. Click Add Every time after that, you will go to the Find and Existing Value Tab and click Search 25

26 Printing Expense Report/Travel Authorization 1. Select the Travel Auth ID you want to print using the LOOKUP feature 2 2. Click Run 3. On the next screen, confirm that the settings look like the example 1 4. Click OK 3 26

27 Printing Expense Report/Travel Authorization 4. Click Process Monitor link 5. Click the Refresh button about every 15 seconds until the Run Status and Distribution Status say: Success and Posted 4 6. Click Details link

28 Printing Expense Report/Travel Authorization 7. Click View Log/Trace link 7 28

29 Printing Expense Report/Travel Authorization 8. Click on the file name with the PDF extension 8 29

30 Interim Business Process for Approvals 30

31 Interim Business Process for Approvals Print the Travel Authorization or Expense Report and obtain appropriate signatures After obtaining approval, scan and it to the Business Service Center at Return to Travel Expense Center, find appropriate form, and Submit 31

32 Try it! Print an Expense Report or Travel Authorization Follow navigation steps to go to the Travel Center screen Follow steps 1 to 3 to create a printable version of an Expense Report or Travel Authorization 32

33 Modifying Travel Authorization/Expense Report Main Menu > Travel and Expenses > Travel and Expense Center 33

34 Modifying Travel Authorization/Expense Report Only Travel Authorizations and/or Expense Reports that have not been submitted for approval can be modified 1. Click Find an Existing Value tab 2. Enter Report ID, or you can search by Name or Employee ID if you do not remember the Report ID 3. Click Search Once you find and open the Expense Report, you will be able to any necessary changes 34

35 Delete a Travel Authorization/Expense Report Main Menu > Travel and Expenses > Travel and Expenses Center Only Travel Authorizations and/or Expense Reports that have not been submitted for approval can be deleted. 1. Click on 3 More... to view more options and click on Delete 35

36 1. Search for Travel Authorization by Name or Employee ID 2. Click Search Delete a Travel Authorization

37 Delete a Travel Authorization 3. Select the appropriate Travel Authorization(s) 4. Click Delete Selected Authorization(s)

38 Try it! Modify an Expense Report Follow navigation steps to go to the Travel Center screen Follow steps in the preceding slides to modify an Expense Report 38

39 Additional Resources UPKs Travel Authorization - Create a Travel Authorization from a Blank Form Expense Reports Create a Expense Report from a Travel Authorization 39

40 Questions 40