2 Travel and Expense Module What:PeopleSoft delivered travel and expense moduleWhy:System delivered functionalitynotificationsElectronic approvalsWho:Traveler proxiesApproversWhen:July 2
3 Travel and Expense Advantages Quicker reimbursement for travelersProxies may enter on behalf of travelerElectronic approvalsnotification for approversNo need to remember travel expense accountsNo need to remember mileage ratesNo need to remember meal ratesCreate reimbursement from travel authorizationExpansion of users able to view receiptsHelps ensure procedures are followed (no backdated travel auths.)Ability to travelers and proxies to check status of reimbursement
4 What if I don’t have WebNow What is WebNow?Scanned document storageView documents related to transactionWhat if I don’t have WebNowAll persons will have accessUse a link within the T&E moduleHow do I login?Use KU online ID
5 Travel and Expense Module RolesTravelersEmployees who travelNeeds a valid employee profile in travel & expenseApproved vendor status in APEmployee ID needs to be present on vendorProxiesAuthorized department entry usersCan only see assigned travelersApproversDept. managers (pooled group-all receive notification, but only one will approve)Central audit staff
6 Travel Authorizations Travel and ExpenseTravel AuthorizationsCash AdvancesExpense ReportsAuthorizes out-of-state & international travelSpecifies destinationCreates encumbranceMust be approved before travel occursKURES onlyRequires approved travel authorizationMust be repaidItemized reimbursable expensesScanned receiptsShould be created from travel auth. for out-of-state and internationalApply pending cash advances (KURES only)One travel auth. per expense reportRelieves encumbranceAll three trigger notification for electronic approvals
7 Expense Report Process Barcode page printedBarcode FormBarcode & Receipts scanned with MFDScanScanned receipts viewed from PeopleSoft with ImageNowViewTwo Buttons in “Mode Memory”T&E KUREST&E UKANS
8 Travel Authorization Dept. Approver Approves Travel permission Funding Details (dates, description, exp. types)Send back (Returns to entry person)Incomplete or inaccurate information
9 Cash Advance (KURES Only) Dept. ApproverApprovesValid travelEligible for advanceReasonable amountVerify the travel auth. has been created and approvedSend back (Returns to entry person)Incomplete or inaccurate informationCentral ApproverApproves (Final approver for payment of advance)
10 Expense Reports Approves Appropriate expense Verify receipts Dept. ApproverApprovesAppropriate expenseVerify receiptsValidate fundingReview comments and adjustmentsSend back (Returns to entry person)Incomplete or inaccurate informationCentral ApproverApproves (Final approver for payment of reimbursement)
12 Frequently Asked Questions How to process travel authorizations created in the current system?Travel that begins in the old system will be finished in the old system using the current process.Will scanning work with PaperCut installed on my MFD?Yes.What is the process for non-employee travel (ex. students)?These persons will need to be added as vendors with classification of “Stu Travel.” Based on this classification a non-employee ID will be assigned.Is a travel authorization created if I am using the P-card?Yes, if the travel is out-of-state or international. However, the P-card expenses are not entered as expenses on the travel authorization. Only expenses to be reimbursed are entered.
13 Frequently Asked Questions If I use the P-card and do not know what expenses are going to be reimbursed, do I still create a travel authorization?Yes. Use the expense description “ST-NO REIMBURSABLE EXPENSE” or “RS-NO REIMBURSABLE EXPENSE.” A $1.00 encumbrance will be created with account This will be periodically relieved centrally for completed travel.How do I reduce the meal allowance if meals are provided?Identify the meals provided in the comments, and enter the applicable meals to be reimbursed on the expense report.Can I use one travel authorization for multiple expense reports?No. If an employee submits additional expenses after the travel has occurred, contact central accounting services for direction.What if my traveler did not complete a travel authorization?Instruct the traveler on proper procedures, and contact central accounting services for direction.