PantherSoft Financials Travel & Expense

Agenda Travel & Expense Terms Reimbursement for Students Reimbursement for Non-Employees Travel Authorization Cash Advance Expense Report

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.

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. Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s official headquarters. Foreign Travel: Travel to foreign countries and non U.S. possessions and territories. Official Headquarters: The University campus where the employee’s office is located.

Travel & Expense Terms Proxy – Delegating another employee authority to access and report expense information on your behalf. The TRAVELER wanting to make another their Proxy must follow this navigation: 3333333 Blue, Peter

Reimbursement for Student Travel & Expenses The form can be found in the Office of the Controller’s website and can be emailed to the Purchasing Services Department at vendors@fiu.edu. http://finance.fiu.edu/controller/Docs/StudentInformationForm_Travel_Expenses.pdf

Reimbursement for Travel and Expenses for Non-Employee A department may reimburse Travel and Expenses for Non-Employees such visitors, candidates and other Non-University Personnel. The form can be found in the Office of the Controller’s website and must include the supporting documentation of the expense report. http://finance.fiu.edu/controller/Docs/ReimTravExp4NonEmpl.pdf

Creating a Travel Authorization A few reminders before creating a TA: Proxy access must be delegated in order to create a TA for someone else Traveler’s Panther ID Trip dates & destination Total estimated expenses Correct Speedtype

Creating a Travel Authorization Traveler’s PID

Creating a Travel Authorization Training Training Florida, Orlando 01/05/2015 01/05/2015 9.Click the Accounting Defaults link. You will input the desired Accounting Defaults.

Creating a Travel Authorization The Benefit to FIU or Project Box is a required field used to give greater detail of the travel and it's purpose to the University. The estimated and/or actual expenses that are prepaid by the University (i.e. Dept. Travel Card and Purchase Order) should be indicated in the Benefit to FIU or Project section including the total expenses for the TA.

Creating a Travel Authorization Training Training Training for system upgrade… Florida, Orlando 01/05/2015 01/05/2015 9.Click the Accounting Defaults link. You will input the desired Accounting Defaults.

Creating a Travel Authorization The Accounting Defaults information is set to the employee’s default department. The following are optional fields to be filled in if applicable: Cost PID, Task or Budget Ref Total Chartfield lines MUST equal 100%

Creating a Travel Authorization 01/05/2015 Out of Pocket “Prepaid Expenditures” would be used for POs, Requisitions, invoices and any other prepayment not utilizing an University Credit Card, but is paid by FIU.

Creating a Travel Authorization 50

Creating a Travel Authorization

Creating a Travel Authorization

Creating a Travel Authorization

Creating 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. 7-3758.

View & Modify a Travel Authorization Only available if it’s in your queue Status Workflow

Deleting a Travel Authorization A TA can only be deleted when it is in Pending status If the TA has been fully approved and budget checked, it needs to be cancelled; not deleted. (In order to release the encumbrance)

Cancelling a Travel Authorization A TA can only be cancelled when it’s in Approved status and not associated to an Expense Report.

Travel Authorization Workflow

TA Approvals

In order to Send Back you must enter a comment TA Approvals In order to Send Back you must enter a comment

Creating a Cash Advance A few reminders before creating a Cash Advance: To request a Cash Advance an Approved TA is required. Cash Advances requests can be made up to 30 days prior to the trip, but it’s only given up to 10 days prior to the trip. A Cash Advance is limited to 80% of the out-of pocket expenses the traveler will incur.

Creating a Cash Advance

Creating a Cash Advance Explain how FIU/Project benefits by the traveler attending the conference, meeting, etc.  List all items prepaid by FIU (Purchase Order, ProCard) in this section. Training Required 123456 Training

Creating a Cash Advance Your Cash Advance 0000004749 has been submitted for approval. Training 123456 Training Accounts Payable System Upgrade Training 50.00

Creating a Cash Advance When you withdraw, status changes to Pending Workflow

Cash Advance Workflow

Creating an Expense Report A few reminders before creating an ER: Panther ID for Traveler Receipts Agendas for Conferences, Conventions, Workshops or Seminars Travel Authorization Number & Cash Advance Number (If applicable) Correct Speedtype Departmental and FIU Travel Card charges All information to avoid a supplemental Expense Report if at all possible Prepare Lost Receipt(s) Form for all missing and lost receipts. http://finance.fiu.edu/controller/Docs/TRAVEL_LOSTRECEIPT_FORM.pdf Additional Documents may be required by the Travel Department Any questions refer to the Travel Manual http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf

Creating an Expense Report Use marker to block or fold under any “Bar Codes” from vendors so it does not interfere with the Expense Report Bar code.

Creating an Expense Report You will be provided an option to link to an approved TA.

Creating an Expense Report Florida, Naples Training 11/24/2014 Out of Pocket From the Quick Start drop down menu you can select to create the Expense Report from a Template, a Travel Authorization, an Existing Report, or Entries from My Wallet.

Creating an 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”.

Creating an Expense Report Verify the Accounting Details. It can be edited, add multiple Activity Nbrs and/or Projects. The following optional fields can be used: Cost PID, Task or Budget Ref. If using a Project ID or Activity Nbr, fill out the appropriate Speedtype information.  

Creating Expense Report Florida, Naples Training 11/24/2014 Domestic Mileage Out of Pocket Please attach only grey scale documents.

Creating an 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 individual whose name the report is created in before it is submitted. Scan & upload in a PDF file or fax the documents to 305-348-1355. Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed/scanned documents. If missing some documents, take the ER and the pages missing in image now and redo the process. Repeat process until all pages appear in Image Now. Contact the Travel department at ext. 7-2543 if images do not appear. Contact Financial Systems & Support Services if assistance is needed in completing the process.

Creating an Expense Report

Creating an Expense Report

Creating an Expense Report

Creating an Expense Report Required

Creating an Expense Report Workflow

Expense Report Workflow

Travel Team Contacts Name Title Phone Inez Stokes Travel Manager 305-348-2543 Sandra Ocampo Ciak Travel (A, G, I, J, M, R)* 305-348-4041 Yaniz Gallimore Travel (B, D, K, N, S, V)* 305-348-2663 Alejandra Blanco Travel (C, F, L, P, U, W, Z)* 305-348-1141 Noel Urbina Travel (E, H, O, Q, T, X, Y)* 305-348-2438 *Represents the First letter of the Employee Last Name

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