2 Agenda Frequent User versus Occasional User Public versus Private TemplesCreating Documents from TemplatesCreating Documents from Previous DocumentsGeneral Information Drop Down MenuAdd New Expenses – Multiple ExpensesBusiness Meal AttendeesHotel WizardMoving ColumnsAdding AttachmentsSubmit ElectronicallyWhere is the payment in process – view the payment
3 Frequent User versus Occasional User Occasional User – the view we use nowSelect the line, a new page opensAdditional drilling to chart stringFrequent User – a view that allows one to see fields in tabsNo longer need to click hyperlink and open a new pageEasier drill to chart string
9 Public versus Private Temples Two types of template available in PeoplesoftPublic – everyone can see and use
10 Public versus Private Temples Public templatesDomestic Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals.Exp Travel Mileage template has an expense type for automobile mileageForeign Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals.Private – only user can see themAdd any expense types you may frequently use
24 The expense report lines are added, based on the selection made.
25 Business Meal Attendees PeopleSoft contains functionality to easily add additional attendees at a business meal, which fulfills the requirements of the IRS Accountable Plan Rules. The following example illustrates the Add Additional Attendees functionality.
28 Hotel WizardPeopleSoft facilitates the itemization of a hotel bill: room, parking, room services, etc.Stepping through the Hotel Wizard will create the correct lines on the Expense Report, using the correct accounts.Works for domestic hotels only – due to restriction of account
29 1.) Enter each expense for this report by choosing it from the drop-down menu under Expense Type. 2.) Click on the Detail link to fill in the required fields for this expense.
30 Which fields must be completed for each transaction varies by expense type. (For example, Hotel expense must include the number of nights and Airfare must include the ticket number.)If you have a Hotel Bill that includes room charges, room service (meals), parking, or other services, you can easily sort these on your Expense Report by choosing the Itemize Hotel Bill link on your expense detail page.
31 The Itemize Hotel Bill link will open a listing to allow you to choose types of charges which were incurred on your hotel bill. Simply check the appropriate expense types from your bill, then click Continue.
32 PeopleSoft will ask for the amounts that make up each of the lines you have selected: Room ChargeRoom Service (meals)Parking
33 Once you’ve entered an amount for the Room Charge, click Continue Once you’ve entered an amount for the Room Charge, click Continue. This will bring you to the next item: Room Service.
34 Notice that the software keeps a running total of your hotel bill on the right hand side of the page.Under Room Service, enter a Date, Meal Type and Dollar Amount, then click Continue.
35 Continue entering detail in this way until you have accounted for all hotel expenses. When you are finished, the system will congratulate you.Your Hotel Bill is in balance and you can return to the Expense Report by clicking the Done button.
36 Once the Hotel Bill is itemized, the expense lines will be populated in your Expense Report for you. To add more expense lines, click on the + button on the right or the Add button under New Expense.
42 Submit Electronically Electronic submission of expense reports that are submitted and approved:A. Expense report entered by employee, no required receipts:Use the notify button on the expense report screen, to telling General Accounting that expense report xxxxxx is submitted and approved.B. Expense report entered by employee, required receipts:with a copy of the expense report ANDscanned images of the required receipts; ORAttach scanned images of the required receipts to the expense report in PeopleSoft.
43 Submit Electronically, continued C. Expense report entered by delegate, printed expense report signed by traveler, no required receipts:with a copy of the expense report, signed by the traveler.D. Expense report entered by delegate, printed expense report signed by traveler, required receipts:with a copy of the expense report, signed by the traveler, ANDscanned images of the required receipts; ORAttach scanned images of the required receipts to the expense report in PeopleSoft.E. Service provided by ABSC – follow their instruction.
44 Where is the expense report? Report status =Pending – never submitted, or sent backIn process – Approvals in Process – in prepay auditor worklistSubmitted – Submitted for Approval - in department approver worklistStaged – will be paid by Procurement Service, the next time checks are producedPaidDenied – by either department approver or prepay auditor (cannot be resubmitted)
45 Ways to find payment information T&E Employee Expense Payments – by checkT&E Employee Expense History – by expense reportAccounts Payable
46 T&E Employee Expense Payments – by check Navigation:- Employee Self Service, Travel and Expenses, Review PaymentsOR- T&E Administration, Travel and Expense Center, Review Payments, Review Payments