Travel 2: Travel and Expense Reimbursements

Terminology Travel Authorization (VE5) – The initial travel request created by the processor or admin before the travel. Expense Report (VP2/VP5) – Expense reimbursement process initiated by the processor only after the travel authorization has been approved and the travel has been completed. Workflow- approval routing process. 2

Travel Process 3 Initiator: Submit Travel Authorization Form for department approval Processor: Enter Travel Authorization into PeopleSoft Initiator: Submits Travel Reimbursement Form for department approval Processor: Enter travel reimbursement information into PeopleSoft Initiator: Select Cash Advance box (Optional) Green: PeopleSoft Process Yellow : Interim Approval Process Start Here

Interim Approval Process 4 The Initiator will receive an notification to process this form. Form will be linked to the . Traveler’s information is pre-populated from the travel authorization.

Interim Approval Process 5 1. Click Add Document to upload receipts. 2. Enter Additional Comments. (If needed) 3. Enter Actual Cost for travel. 4. Click Submit Receipts to send form to the traveler for certification

Creating a Travel Expense Report Main Menu > Travel and Expenses > Travel and Expense Center 6

Creating a Travel Expense Report Click Create under Expense Report. 7

1. Click on the Add a New Value tab. 2. Enter the Empl ID or click on the magnifying glass to look for the employee to create Travel Authorization. 3. Search by using either Empl ID or Name to look up the employee and select the employee. 4. Click on Add Creating a Travel Expense Report 8 3

1.Select Travel Authorization from the Quick Start drop down menu. 1 9

Creating a Travel Expense Report 1.Click the Select button to choose the Travel Authorization for the Expense Report. 1 10

Creating a Travel Expense Report Section A: General Information – Prepopulates from the Travel Authorization. Section B: Details – Enter the information for your Expense Report. Section C: Totals – Indicates the amount spent on the travel. Justification 11

1.Section A, under General Information, verify: a.Description b.Business Purpose c.Comment d.Default Location Creating a Travel Expense Report Section A 1 Justification 12

1.Section B, clear the TA-Travel-Auth- Encumbrance in the Expense Type field. 2.Click on the Select Option box. 3.Click on Delete Selected button. Creating a Travel Expense Report Section B 13

Creating a Travel Expense Report 1.Click the drop down menu for Expense Type to select the expenses and enter all the expenses. 2.Complete the rest of the fields under the Overview tab. 3.Click to complete the Accounting Details

Creating a Travel Expense Report 1.For Non-Grants travel, verify defaulted chartfield strings and modify if necessary. 2.Click OK to return to the main page. 1 2 Note: For Grants Travel, verify or enter information for PC Business Unit, Project, and Activity fields. DO NOT include Cost Center. 15

Creating a Travel Expense Report 1.Click the drop down menu for Expense Type to select the expenses and enter additional expenses. 2.Complete the rest of the fields under the Overview tab. 3.Click to complete the Accounting Details

Creating a Travel Expense Report 1.In Section B: Click Overview tab. 2.Click on Check For Errors

Creating a Travel Expense Report 1.Click Save For Later button to get report ID number. 1 18

Creating a Travel Expense Report 1.The Report ID is automatically populated. 2.Click Submit button to process. 1 2 Justification 19

Click the OK button to confirm. Creating a Travel Expense Report 20

Creating a Travel Expense Report Note: The Status changes to Approved for Payment. 21

Expense Report: Employee Reimbursements The expense report tool is also used for non travel employee reimbursements incurred on behalf of the university that are eligible to be reimbursed. 22

Interim Approval Process 23 Employee reimbursements. 1. Enter Cost Center/Project ID. 2. Enter Amount. 3. Enter User ID of Employee being Reimbursed. 4. Enter Type of expense. 5. Enter Amount. 6. Add Document to attach receipts. 7. Click OK to send for approval

Creating an Expense Report- Employee Reimbursements Main Menu > Travel and Expenses > Travel and Expense Center 24

Click Create under Expense Report. Creating an Expense Report- Employee Reimbursements 25

1. Click on the Add a New Value tab. 2. Enter the Empl ID or click on the magnifying glass to look for the employee Travel Authorization. 3. Search by Name to look up the employee and select the employee. 4. Click on Add Creating an Expense Report- Employee Reimbursements 26

1.Under Section A: Verify A Blank Report is selected from the Quick Start drop-down menu. 2.Enter a short description for Description. 3.For non-travel, select NT-Other from the drop- down Creating an Expense Report- Employee Reimbursements Section A 27

Creating an Expense Report- Employee Reimbursements 1.In Section B, under the Overview tab, complete: Expense Type, Expense Date, Amount Spent, Payment Type, Billing Type. 2.Click to complete the Accounting Details. Section B

Creating an Expense Report- Employee Reimbursements 1.Verify or modify the defaulted General Ledger Chartfields 2.Click OK to return to the details in Section B

Creating an Expense Report- Employee Reimbursements 1.In Section B: Click Detail tab. 2.Enter brief description in the Description Field. 3.Click on Check For Errors button

Creating an Expense Report- Employee Reimbursements 1.Click on Save For Later button. 2.The Report ID populates automatically. 3.Click on Submit button to process

Creating an Expense Report- Employee Reimbursements Click the OK button to confirm. 32

Creating an Expense Report- Employee Reimbursements Note: Status changes to Approved for Payment. 33

Let us take a break 34

Expense Report Examples 35 Travel expense reports interim approval process a)Initiator: Process travel reimbursement b)Traveler: Certify travel reimbursement c)Approver: Approve travel reimbursement Travel expense reports in PeopleSoft a) Multiple-Day travel (Short version) Employee Expense reports interim approval process a)Multiple Item purchase Employee Expense reports in PeopleSoft a) Multiple Item purchase

References 36 Additional information and resources can be found on the PeopleSoft website.  Job Aids  Power Point slides  Quick Guides  Crosswalk  UPKs

Classroom Summary Topic summary. Web page location. (Peoplesoft.utep.edu) Training materials and UPK’s available. Help Desk support available. Drop in sessions available May 5 th. FAQ’s will be posted on the web site. 37

Questions 38

Thank You! 39