Travel and Expenses Expense Reports

Travel and Expenses Expense Reports

Agenda Expense Report Process (travel & non-travel) Interim Approval Process (travel & non-travel) Entering Expense Reports (travel & non-travel) Searching for Expense Reports Additional Resources

Terminology Interim Approval Process (IAP) Temporary approval process to approve documents prior to entering in PeopleSoft. Travel Authorization The initial travel request created by the processor or traveler before the travel. Travel Reimbursement Reimbursement initiated by the processor only after the travel has been completed. Expense Reports- Document in PeopleSoft used to process travel and non-travel expenses for employee reimbursement. 3

Expense Report Process (Travel) Travel Reimbursement IAP Via Email Travel Expense Report in PeopleSoft. Travel Reimbursement Form IAP a) Department Creator: Waits for an email automatically generated one day after the travel. The email includes the link to the Expense Reimbursement IAP. b) Department Traveler: Receives an email notification with link to certify the reimbursement. c) Department Approver: Approver receives email notification to review and approve. d) Department Creator: Receives email notification that IAP has been approved by Cost Center/Project approver and the travel authorization is ready to be entered in PeopleSoft.. Travel Expense Report (travel reimbursement) in PeopleSoft a) Department Creator: Creates Expense Report entry document in PeopleSoft. b) Department Creator: Submits Expense Report document in PeopleSoft. PeopleSoft Tip Once the IAP is created and submitted, PeopleSoft document will still need to be created and submitted. 4

Completing Travel Reimbursement IAP Pre-populated PeopleSoft Tips Do not create a new Employee Reimbursement IAP. Wait for the email confirmation after the travel has been completed. Travel Reimbursement IAP will pre-populate from the travel authorization IAP. Document Tracking Number (DTN) is located in the upper left side of IAP. 5

Completing Travel Reimbursement IAP. Click on Add Document to upload receipts.. Add any Additional Comments, if necessary. 3. Enter Actual Cost incurred. 4. Scroll down and click Ok to submit. 3 4 PeopleSoft Tips Attach ALL your travel receipts to the IAP. Accounts Payable will review travel receipts from this IAP. 6

Classroom Questions & Answers How do you get the travel reimbursement IAP? What happens after the department creates the travel reimbursement IAP? What is the difference in estimated costs vs actual costs in the IAP document? What is DTN? Where do you include all of your individual travel receipts? 7

Creating Expense Report (travel) Main Menu > Travel and Expenses > Travel and Expense Center PeopleSoft Tip Expense Reports are used for travel and nontravel employee reimbursements 8

Creating Expense Report (travel) Click Create under Expense Report. 9

Selecting Employee 3 4 5 PeopleSoft Tips If employees with a similar name appear, use Default User to confirm the employee. Further explanation in the following slides.. Click Add a New Value tab.. Enter the Empl ID or click on the magnifying glass to search for the employee. 3. Click on arrow to select Name from the drop down list and search for employee by name. 4. Click on the employee to select. 5. Click on Add. 0

Verifying Employee. Click on User Defaults to verify the employee.. Click on Organizational Data tab to verify employee information: a) By Department. b) By Supervisor Information. a b PeopleSoft Tips Clicking on User Defaults will open a new window with additional information about the employee selected.

Linking Travel Authorization PeopleSoft Tip Travel authorizations are only linked to corresponding travel Expense Report. To link the Travel Authorization to the Expense Report:. Select A Travel Authorization from the Quick Start drop down menu.. Click the Select button to choose the corresponding Travel Authorization for the Expense Report.

Entering General Information. General Information section is pre-populated from the linked Travel Authorization. Verify the following information: Description Business Purpose Default Location Comment. Add DTN from the Travel Reimbursement IAP in the Reference. PeopleSoft Tip DO NOT include travel receipts to the Expense Report in PeopleSoft, they should be included in the IAP. 3

Classroom Questions & Answers True/False: Expense Reports in PeopleSoft are only used for travel reimbursements. True/False: You always link a Travel Authorization to the Expense Report. Who enters the expense report document in PeopleSoft? Where is the DTN # included in the PeopleSoft Expense Report? 4

Unencumber Travel Funds. Check the box to select line.. Click on Delete Selected button. 3. Click Ok on the Confirmation Screen. PeopleSoft Tip Delete the TA-Travel-Auth-Encur line to disencumber funds. 5

Entering Travel Details Details Section:. Complete fields: a. Select appropriate Expense Type from the drop down menu. b. Enter the Expense Date when the expense was incurred. c. Enter the Amount Spent.. Click on the Detail link to enter description and validate accounting detail string. PeopleSoft Tips Payment Type is ALWAYS Paid by Employee. Billing Type is ALWAYS Expense. Click on + to add and itemize new expense lines. If the reimbursement is for a student or for a Foreign trip do not itemize. 6

Entering Travel Details. Select a Preferred Merchant from the drop down menu or manually enter merchant name for Non-preferred for lodging expenses.. Enter the description for the line item. 3. Click on Accounting Detail to review and update funding source information. 3 PeopleSoft Tip Click Accounting Detail hyperlink to validate and modify the funding source. 7

Review Accounting Detail (Cost Center). Verify General Ledger Chartfields with the conversion tool.. Click OK. PeopleSoft.utep.edu > Resources > PeopleSoft ChartField Conversion Tool PeopleSoft Tips Enter cost center and match to PeopleSoft. Enter complete ChartField string from the conversion tool into PeopleSoft. Leave N/A fields on conversion tool blank in PeopleSoft. 8

Review Accounting Detail (Projects). Verify the General Ledger Chartfields with the conversion tool.. Click OK button. PeopleSoft.utep.edu > Resources > PeopleSoft ChartField Conversion Tool PeopleSoft Tips For Grant - Project ID, Pc Bus Unit and Activity fields need to be populated. Use PeopleSoft Cost Center/Project ID field for new Project IDs. Leave the Cost Center field blank in PeopleSoft.

Checking Travel Detail Line Errors. Click on Check Expense For Errors, to double check all fields.. Click on the Return to Expense Report link to return to the Expense Report Page. 0

Checking Travel Detail Errors. Click on Check For Errors.. Click on Update Totals. PeopleSoft Tips Click the + box to enter additional transactions. Enter expense Type, date, amount, and verify accounting detail string.

Creating a Travel Expense Report. Click Save For Later.. The Report ID is automatically populated. PeopleSoft Tips Please note, the Report ID number is an unique number assigned by PeopleSoft. You can use this number to track the status of your document.

Submitting Expense Report PeopleSoft Tips Print this page and send the copy of this page along with all the receipts not included on the reimbursement IAP to Accounts Payable. Include the DTN number in the Reference field above. Click Submit button. 3

Classroom Questions & Answers How do you dis-encumber a travel authorization? What is the purpose of the Expense Type dropdown? How do you add additional transaction lines? How do you validate the General Ledger chart fields? How do you get the Report ID number in PeopleSoft? What backup to you send to Accounts Payable? 4

Searching Expense Reports Main Menu > Travel and Expense > Travel and Expense Center Under Expense Report:. Click on View.. Enter the Report ID. 3. Click on Search. 3 PeopleSoft Tip You can also search by employee name. 5

Expense Report Status PeopleSoft Tips Pending Process saved by the department and not submitted or has been sent back for revision. Submitted for Approval Submitted to Accounts Payable for payment. Approved for Payment Budget checked and processed. Staged Ready for payment. Paid Employee has been reimbursed. 6

Expense Report: Employee Non-Travel Reimbursements The expense report functionality is also used for non-travel employee reimbursements incurred on behalf of the university that are eligible to be reimbursed. An Employee Reimbursement IAP document needs to be created to non-travel reimbursements. 7

Expense Report Process (non-travel) Employee Reimbursement Form IAP Expense Report (non-travel) in PeopleSoft. Employee Reimbursement Form IAP a) Department Creator: Completes PeopleSoft Employee Reimbursement IAP. b) Department Traveler: Receives an email notification with link to certify the reimbursement. c) Department Approver: Approver receives email notification to review and approve. d) Department Creator: Receives email notification that IAP has been approved by Cost Center/Project approver and the travel authorization is ready to be entered in PeopleSoft.. Expense Report (non-travel) reimbursement in PeopleSoft a) Department Creator: Creates Expense Report entry document in PeopleSoft. b) Department Creator: Submits Expense Report document in PeopleSoft. PeopleSoft Tip Once the IAP is created and submitted, a PeopleSoft document will still need to be created and submitted. 8

Completing Expense Report IAP (non-travel) Pre-populated ) Fill in the following areas: a) Enter Cost Center/Project ID s b) Enter Login of employee being reimbursed c) Select expense Type d) Add a item Description e) Add item Amount f) Click on Add Line Item to add more lines. ) Click Add Document button to attach receipts 3) Click OK to process. 3 PeopleSoft Tips Attach ALL your travel receipts to the IAP. Accounts Payable will review travel receipts from this IAP. 9

Creating Expense Report (non-travel) Main Menu > Travel and Expenses > Travel and Expense Center 3 30

Creating Expense Report (non-travel). Click the Add a New Value tab.. Enter the Empl ID or click on the magnifying glass to look up an employee. 3. Click on search by drop down to select Name from the drop down list and search for the employee by name. 4. Click on the name to select the employee. 5. Click on Add. 3 5 PeopleSoft Tips If employees with a similar name appear, use Default User to confirm the employee. Refer to Slides and 3 for explanation. 4 3

Creating Expense Report (non-travel). Select A Blank Report under Quick Start drop down menu.. Enter a brief Description. 3. Select NT-Other (Specify) for Business Purpose. 4. Enter any Comments or Justification needed. 5. Enter DTN from the IAP in Reference field. 3 4 5 PeopleSoft Tips Note: Non travel expense reimbursements do not need to be linked in Quick Start field. Remember to complete an IAP before creating the reimbursement in PeopleSoft. 3

Creating Expense Report (non-travel). Populate fields in the Details section. Select the appropriate Expense Type. Enter Date the expense was incurred. Enter Amount incurred.. Click on Detail link to enter description and validate accounting details. 3. All other steps are similar to the expense report for travel. See slides 7 to 3. PeopleSoft Tips Remember to select non travel expense types. These start with an NT. Payment Type is ALWAYS Paid by Employee. Billing Type is ALWAYS Expense. 33

Classroom Questions & Answers What IAP form do you use for non-travel employee reimbursements? Where is the IAP form located? What template do you use in the Quick Start dropdown for non-travel expense reports? What kind of Expense Types do you select for nontravel expense reports? 34

Help Desk Helpdesk helpdesk@utep.edu Call ext. - 747-557 Your email or call initiates the resolution process. Depending on the complexity will be escalated to the subject matter experts. You will receive a response within business day. By using helpdesk, we can ensure that:. Requests are tracked and monitored.. Common issues are identified. 3. Requests are assigned to the correct subject matter specialists. 4. Issues are resolved in a timely manner. 5. Solutions are consistent across departments. 35

Thank You! 36