PeopleSoft Travel and Expenses (aka T&E, TRIP)

Purpose of T&E Module 2 Used to reimburse employees for travel expenses  Expense Reports (ER) are created and approved online  Replaces the old method of  Preparing non-PO vouchers  Travel Trip Expense Detail forms  Routing paper forms for approval

Benefits to Employees 3 Expense Reports (ER) can be prepared and approved from any computer with internet access  Status of travel expense transactions can be tracked online by traveler Faster reimbursements

Who is Affected by T&E Module? 4 All University employees who travel  Non-employees, such as guest speakers, and student employees who travel for student organizations, will continue to use paper travel expense forms and non-PO vouchers for their travel reimbursements

Start Date 5 T&E Go-Live date was July 5, 2011 Six month phase-in period  All MU departments will be using the T&E module by December 31, 2011 New paper forms for employees and transitional forms will remain available until December 31, Non-employee forms will remain available

MU Roll-Out Six Month Plan T&E Presentation – Student Affairs – June JULYAUGUSTSEPTEMEROCTOBERNOVEMBERDECEMBER Admin Services Alumni & Development Arts & Science EducationCollege of Business Campus Budget Campus Facilities CAFNREnrollment Mgmt HESEngineeringChancellor ICA- Athletics ExtensionGraduate School School of Nursing Vet MedicineStudent Affairs Office of Research LibrariesOutreach & Extension Health Professions School of Medicine Journalism Law School Provost University Affairs

Approval Process 7 Expense Report (ER) are created in PS Travel & Expenses by the traveler or their delegate Workflow routes ER through approval process after traveler/delegate “submits”  To Principal Investigator (PI)/Program Manager (PM) if grant funded  To Fiscal Approver assigned by unit  To Accounting on exception basis

Approval Process (Cont.) 8 Create and submit ER online Routes to PI/PM if charged to grant Fiscal Approval Traveler paid Routes to Accounting if exceptions

Approval Process (Cont.) 9 HR Supervisors/Administrative Superiors are not required to approve ER in T&E  Administrative Superior/HR Supervisor approval is still required per policy; may be formal or informal/verbal.  HR supervisor/Administrative Superior will receive notification about direct report’s travel via monthly messages  Can view web report for more detail

Use of Delegates 10 An employee may delegate authority to prepare their electronic ER to another employee (may have one or multiple delegates) Fiscal approval for travel purposes may be delegated by assigning multiple employees on a particular DeptID or Department Node. Delegate for fiscal approval may also be assigned in T&E (one delegate and giving away your approval during that time)

Major Travel Policy Changes 11 New policies effective July 1, 2011  Only require fiscal approval unless travel is funded by a grant  Meal reimbursements based upon per diems, not actual expenditures  Campuses cannot impose more restrictive policies than BPM

Switch to Per Diems-DOMESTIC 12 Domestic meal allowances determined by hours in travel status  Less than 8 hours, $0  8 hours and less than 12 hours, $21  12 hours or more, $42 Requires an overnight stay

Switch to Per Diems (FOREIGN) 13 Foreign meal allowances according to U.S. Dept. of Defense guidelines  Foreign currency amounts that are entered in Expense Reports are converted automatically to U.S. dollars  No manual currency conversions required

Questions / Assistance 14 UM Tutorials and Guides  el_and_expenses.html el_and_expenses.html Rita Wells, Accounting Services  Voice: Laura Bradshaw-Straub, Accounting Services  Voice: