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PantherSoft Financials Travel & Expense

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Presentation on theme: "PantherSoft Financials Travel & Expense"— Presentation transcript:

1 PantherSoft Financials Travel & Expense
Office of the Controller

2 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

3 Travel Policy & Procedure
The Authority to incur travel expenses on behalf of Florida International University is governed by: The FIU Travel & Expense Policy Florida Statutes, Section You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing Office of the Controller

4 Travel Policy & Procedure
Please read the following University’s policy and procedure manuals prior to traveling: Travel Manual: Travel Policy: UPK Online Training Guide: Office of the Controller

5 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

6 Domestic Meal Rate Table
Meals are only $36 per day for “domestic travel” Domestic Meal Rate Table (Continental U.S., territories and possessions of the U.S.) The meal allowances are reimbursed based on the following criteria: Note - that the meal allowance should not be claimed when the meals are provided by the host location (i.e. seminar that provides lunch to participants). Meals Rate Travel Begins prior to: Extends beyond: Breakfast $ 6:00 a.m. 8:00 a.m. Lunch $ Noon 2:00 p.m. Dinner $ 6:00 p.m. 8:00 p.m. Total Rate per day: $ Office of the Controller

7 Travel Domestic Flat Per Diem Allowance
Each day is broken into 4 Quarters Travelers may receive $20 for each quarter in which they travel Maximum of $80 daily based on quarters traveled No meals and lodging allowed if claiming per diem Must involve an overnight stay Office of the Controller

8 Travel Per Diem General Services Administration(GSA) Per Diem Rates for the Continental U.S.: * Rates are set by fiscal year, effective October 1st Alaska, Hawaii, U.S. Territories and Possessions (Department of Defense): Foreign Per Diem (Department of State): When traveling to a foreign country travelers should read appropriate U.S. State Department advisories before beginning travel to a foreign destination and in general exercise prudence whenever traveling to a foreign location. Office of the Controller

9 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

10 Travel & Expense Terms Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger. Cash Advance (CA): Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. CA’s are treated as an Accounts Receivable in the General Ledger. Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee. Office of the Controller

11 Travel & Expense Terms Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business. Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters. Foreign Travel: Travel outside the United States. When traveling to a foreign country, and funded from a Project ID, air travel must be on a US carrier as per the “Fly America Act”, to the maximum extent possible. This applies when commercial air transportation is used between the United States and a foreign country or between foreign countries. Cost savings, convenience or personal preferences are not exceptions to using non U.S. flag carrier. For more information on exceptions, see the website at: Official Headquarters: The University campus where the employee’s office is located. Office of the Controller

12 Travel & Expense Terms Proxy – is when an employee has the access to create Travel Authorizations, Cash Advances and Expense Reports for another employee. In order to add or become a Proxy do one of the following: The TRAVELER wanting to make another their Proxy: Navigate to MyFIU > Financials Self Service > Employee Self Service >Travel & Expense Center > Profiles and Preferences > Delegate Entry  Authority > click the ‘+’ symbol – enter the Panther Id of the person you wish to give the delegation – tab to insure this is the correct person – click the yellow Save button – click the OK button Go to UPK training guide to practice and learn to perform action stated above Office of the Controller

13 Restricted Purchases (Travel)
The following list, which is not all-inclusive, represents some travel expenses that are not reimbursable through the University Travel : Alcoholic beverages Pay-for-view movies in hotel/motel room Cancellation charges (unless justified) Personal insurance on rental vehicles Non University business related cell phone expenses Personal phone calls, including calls home Childcare costs Pet care costs Expenses for non-business related activities such as sightseeing or entertainment Personal plane use Expenses incurred by spouse or family Repairs, towing service, etc. for personal vehicles Extra baggage charges for personal items, i.e. golf clubs or skis Room service Late checkout fees Fees for the use of a hotel safe, unless mandatory by the hotel Laundry, cleaning, pressing expenses for trips of six days or less SunPass transponder rental charges on rental vehicles in addition to cost of tolls Lodging within 50 miles of headquarters or home (unless justified) Supplies associated with the business activities of a trip costing more than $100 Lost or stolen cash or personal property Tips for maid services Meals included in the cost of registration Traffic citations, parking tickets, and other fines Mileage from home to headquarters or headquarters to home Travel insurance Mini Bar Charges Bank overdraft fees Parking expenses at assigned workplace Credit card late fees and/or interest charges * View entire list on the Travel Website Office of the Controller

14 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

15 Travel Authorization A few reminders before creating a TA:
FIU is a budget conscious organization All Departmental Travel Card charges should be placed in the comment fields ONLY to prevent an additional encumbrance for a paid charge Airfare, Train, or bus maybe paid for using the Departmental Travel Card or the traveler’s personal credit card Coach/economy class is allowed for airfare only, unless approved by the CFO for a specific reason, such as medical necessity Travelers should rent compact cars or the most economical class available. With prior supervisory approval in writing, the following exceptions are available: Rental of a larger size car when shared with other travelers When circumstances would necessitate a larger size car, such as physical or medical condition or When the nature of the travel is such that it would damage the vehicle because of the terrain Office of the Controller

16 Travel Authorization Office of the Controller

17 Travel Authorization Office of the Controller

18 Travel Authorization Office of the Controller

19 Travel Authorization Office of the Controller

20 Travel Authorization Office of the Controller

21 Travel Authorization This is your DESTINATION Location Florida
Office of the Controller

22 Travel Authorization The Description field should be explanatory and give everyone an immediate sense of what or why document was created. Examples: – Golden Panther FIU01 – Golden Panther Shark Valley Recruiting trip City, State Office of the Controller

23 Travel Authorization The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University. Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA. Higher Education User Group conf Departmental Travel card paid for Hotel $600, Conference $950, Airfare $700 = $2500. List the estimated “Out of Pocket” expenses for traveler as actual Expense Types. Billing Type is always “FIU Expense”. Office of the Controller

24 Travel Authorization The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel. Office of the Controller

25 Travel Authorization Office of the Controller

26 Chartfield Combination Look-up Results
Activity Nbr Contract & Grant Projects Foundation Projects These fields are optional fields. For all Projects, please note that the Site field will be only one digit. *These are the Chartfield combinations that a SpeedType field will produce depending on the Activity Nbr/Project ID that you search for. These are the ONLY numbers that PeopleSoft will take for a given Activity Nbr/Project. Office of the Controller

27 Travel Authorization Office of the Controller

28 Travel Authorization - Expense Account & Cost PID
Cost PID is mandatory for all funds using 651 and 652 The “Expense Type” you choose will determine the Account and Alt Account to be charged. Never change the Account and Alt Account that it is systematically populated. Office of the Controller

29 Travel Authorization Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements. To make travel arrangements you must contact Foundation at ext Office of the Controller

30 Travel Authorization If an error flag appears, click the arrow and you will be taken to the error to make corrections. Office of the Controller

31 Travel Authorization Workflow
Departmental Expense Manager Approves HR Supervisor Approves Project Manager Approves (Only if paid by a Project) Prepare/Submit Travel Authorization Division Of Research (Fund Code ) Any amount Once T.A. is approved Make Travel arrangements Collect all receipts Funds are encumbered

32 Travel Authorization Approval Exception
Travel Authorization Approval Workflow Department Jane, PI/Dir John, Asst HR Supervisor Josh Departmental Expense Manager Joseph John Project Manager Jane Travel Authorization Approved delegates authority to James Jane is traveling and John creates TA John is traveling and John creates TA Pass Stop Not Approved Approved Pass Office of the Controller

33 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

34 Cash Advance A few reminders before creating a CA:
You can get up to 80% of expected out of pocket expenses Only one Cash Advance is allowed at any time You may request an advance of 30 calendar days prior to any travel You will receive the advance no more than 10 days in advance of your travel Office of the Controller

35 Travel Authorization Office of the Controller

36 Cash Advance Office of the Controller

37 Cash Advance Office of the Controller

38 Cash Advance Only one line is needed for all expenses in the cash advance. Office of the Controller

39 Cash Advance Workflow Prepare Cash Advance HR Supervisor Approval
Prepay Auditor Approval

40 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

41 Expense Report A few reminders before creating an ER:
Panther ID for Traveler Receipts Agendas for Conferences, Conventions, Workshops or Seminars Travel Authorization Number Correct Chartfield String(s) Cash Advance Number Departmental and FIU Travel Card charges All information to avoid a supplemental Expense Report if at all possible Additional Documents may be required by the Travel Department

42 Expense Report Other reminders before creating an ER:
You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing Get written explanation for Lost Receipt(s) Form for all missing and lost receipts. Use red marker to block or fold under any “Bar Codes” from vendors so as to not interfere with the Expense Report Bar code MapQuest link: Money Exchange Information link:

43 Travel Authorization Office of the Controller

44 Expense Report Choose the Panther ID of the traveler you wish to create the Expense Report for. Office of the Controller

45 Expense Report After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted. If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry.” Office of the Controller

46 Expense Report Reimbursement of Non-Employees:
If the Department Travel Card is being used, create an Expense Report under the name of the person with the card. Otherwise, any employee can create an ER using their name on behalf of the non- employee as a non-reimbursable expense. Check off the appropriate boxes as non-reimbursable Scan (preferred) or fax the Signed Expense Report to Scan (preferred) or fax all receipts with the Reimbursement of Travel Expenses for Non-Employee Form to

47 Expense Report

48 Office of the Controller
Expense Report Accounting Defaults: If Expense Report is populated from a Travel Authorization, the default is what was entered on the TA. If blank Expense Report (non travel or vicinity travel) – the default department is the employee’s department. It may or may not be the desired place where you wish to charge a transaction. Office of the Controller

49 Office of the Controller
Expense Report Other Accounting Icons: Accounting Details: The account is predetermined by your choice of Expense type and should not be changed. Receipt Split: This is where you are allowed to split a receipt. For example airfare bought on one charge; however, there were two airlines involved, a domestic and a foreign, and may require splitting purposes. Office of the Controller

50 Expense Report Office of the Controller

51 Expense Report Office of the Controller
Higher Education User Group conf Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $ = $ Office of the Controller

52 Expense Report

53 Expense Report Importing My wallet Transactions to an ER reminders:
To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”. Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card. You can import these charges directly to your expense report. These charges will come over to your ER as a “University Credit Card”.

54 Expense Report Office of the Controller
Higher Education User Group conf Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $ = $ Office of the Controller

55 Expense Report Office of the Controller

56 Expense Report Office of the Controller

57 Expense Report Office of the Controller

58 Expense Report Office of the Controller

59 Expense Report Office of the Controller

60 Expense Report Office of the Controller

61 Expense Report If an error flag appears, click the arrow and you will be taken to the error to make corrections. Office of the Controller

62 Expense Report Steps to faxing ER to Image Now:
When you have completed the ER and “Saved for Later” print the document to produce a page that includes the “Bar Code” for the ER. ER must be signed by the traveler before it is submitted. Scan (preferred) or fax the documents to Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed documents. If missing some documents, take the ER and the pages missing in image now and refax. Repeat process until all pages appear in Image Now. Contact the Travel department or Financial Systems and Support Helpdesk if images do not appear. Office of the Controller

63 Expense Report Office of the Controller

64 Expense Report Non-Reimbursable Expenses: If an ER is budget checked, then returned to the submitter for revision (mark expenses as Non-Reimbursable). Then make sure the ER is budget checked again a 2nd time after resubmission. Office of the Controller

65 Expense Report Workflow FIU 01
Prepare Expense Report Expense Manager Approves Prepay Auditor Approves Project Manager Approves (Only if paid by a Project) All receipts should be scanned & attached It can also be faxed Division Of Research (Fund Code ) If amount is greater than $10k Expense Report Approved Payment is issued

66 Expense Report Workflow FIU 02
Prepay Auditor Approves (if amount is less than $1000) Prepare Expense Report Expense Manager Approves Project Manager Approves (Only if paid by a Project) All receipts should be scanned & attached It can also be faxed Supplemental Approver (if amount is greater than $1001) Expense Report Approved Payment is issued

67 Agenda Travel Policy & Procedure Travel Per Diem
Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website Office of the Controller

68 Office of the Controller
Website & Links Office of the Controller

69 Office of the Controller
Tips & Tools User Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment. panthersoft.fiu.edu/financials/onlinetraining.htm Office of the Controller

70 Office of the Controller
Questions ? Office of the Controller


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