1. People Soft Travel and Expense Advanced Topics

2. Agenda Frequent User versus Occasional User
Public versus Private Temples
Creating Documents from Templates
Creating Documents from Previous Documents
General Information Drop Down Menu
Add New Expenses – Multiple Expenses
Business Meal Attendees
Hotel Wizard
Moving Columns
Adding Attachments
Submit Electronically
Where is the payment in process – view the payment

3. Frequent User versus Occasional User
Occasional User – the view we use now
Select the line, a new page opens
Additional drilling to chart string
Frequent User – a view that allows one to see fields in tabs
No longer need to click hyperlink and open a new page
Easier drill to chart string

4. Occasional User Data Entry

5. To change user preferences:

6. Frequent User Data Entry

9. Public versus Private Temples
Two types of template available in Peoplesoft
Public – everyone can see and use

10. Public versus Private Temples
Public templates
Domestic 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 mileage
Foreign Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals.
Private – only user can see them
Add any expense types you may frequently use

11. Creating a Template

13. Add a description Add the expense types

14. Creating documents from templates

15. Enter the date range and select the expense types

16. The new expense report contains all the lines with dates

17. Change User Defaults – Default Creation Method - Expense Report: Copy From a Template

18. Creating documents from previous documents

19. Change the dates and dollars, delete any unnecessary lines

20. Expense Report General Information More Options drop down menu
Expense Report General Information More Options drop down menu - Attach a TA after the ER is started - Printable View

21. Add New Expenses – Multiple Expenses

22. Enter the date range

23. Select the expense types

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.

26. Business Meal Attendees

27. Business Meal Attendees

28. Hotel Wizard
PeopleSoft 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 Charge
Room 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.

37. Moving columns – Personalize link

38. Any time there is a Personalize link, the column order can be changed: travel and expenses, journals, requisitions….

39. Adding Attachments
There is an Attachments hyperlink on the expense report, General Information section:

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 AND
scanned images of the required receipts; OR
Attach 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, AND
scanned images of the required receipts; OR
Attach 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 back
In process – Approvals in Process – in prepay auditor worklist
Submitted – Submitted for Approval - in department approver worklist
Staged – will be paid by Procurement Service, the next time checks are produced
Paid
Denied – by either department approver or prepay auditor (cannot be resubmitted)

45. Ways to find payment information
T&E Employee Expense Payments – by check
T&E Employee Expense History – by expense report
Accounts Payable

46. T&E Employee Expense Payments – by check
Navigation:
- Employee Self Service, Travel and Expenses, Review Payments OR
- T&E Administration, Travel and Expense Center, Review Payments, Review Payments

47. Drill to detail

48. Employee Expense History – by report number
Navigation:
- Employee Self Service, Travel and Expenses, Review Expense History

49. View Payments through Accounts Payable

50. View Payments through Accounts Payable - select vendor – alpha by first name

51. View Payments through Accounts Payable
Source - EXPN = T&E module
Payment Reference ID = check number
Reconciliation Status =
- Unreconciled – not cashed
- Reconciled – cashed
Reconcile Date = date
UVM’s bank processed cashed check

52. Other Travel Resources
UVM Travel Policy
Travel Manual
Travel Web Site
Financial Operations Manual
Risk Management Web Site
Risk Management’s Travel Safety Guidelines
Travel Accident Insurance
PeopleSoft Online Instruction
Individual Learning Opportunities (Open Labs)
Monthly Business Processes
Business Meals & Amenity Policy

53. Procedures regarding electronic submission and receipt requirements:
Adding attachments to an expense report:
Frequently Asked Questions:
The Travel web site has been updated. Please visit:

54. Questions?