1. Travel and Expense Module

2. Travel and Expense Module
What:
PeopleSoft delivered travel and expense module
Why:
System delivered functionality
notifications
Electronic approvals
Who:
Traveler proxies
Approvers
When:
July 2

3. Travel and Expense Advantages
Quicker reimbursement for travelers
Proxies may enter on behalf of traveler
Electronic approvals
notification for approvers
No need to remember travel expense accounts
No need to remember mileage rates
No need to remember meal rates
Create reimbursement from travel authorization
Expansion of users able to view receipts
Helps 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 storage
View documents related to transaction
What if I don’t have WebNow
All persons will have access
Use a link within the T&E module
How do I login?
Use KU online ID

5. Travel and Expense Module
Roles
Travelers
Employees who travel
Needs a valid employee profile in travel & expense
Approved vendor status in AP
Employee ID needs to be present on vendor
Proxies
Authorized department entry users
Can only see assigned travelers
Approvers
Dept. managers (pooled group-all receive notification, but only one will approve)
Central audit staff

6. Travel Authorizations
Travel and Expense
Travel Authorizations
Cash Advances
Expense Reports
Authorizes out-of-state & international travel
Specifies destination
Creates encumbrance
Must be approved before travel occurs
KURES only
Requires approved travel authorization
Must be repaid
Itemized reimbursable expenses
Scanned receipts
Should be created from travel auth. for out-of-state and international
Apply pending cash advances (KURES only)
One travel auth. per expense report
Relieves encumbrance
All three trigger notification for electronic approvals

7. Expense Report Process
Barcode page printed
Barcode Form
Barcode & Receipts scanned with MFD
Scan
Scanned receipts viewed from PeopleSoft with ImageNow
View
Two Buttons in “Mode Memory”
T&E KURES
T&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. Approver
Approves
Valid travel
Eligible for advance
Reasonable amount
Verify the travel auth. has been created and approved
Send back (Returns to entry person)
Incomplete or inaccurate information
Central Approver
Approves (Final approver for payment of advance)

10. Expense Reports Approves Appropriate expense Verify receipts
Dept. Approver
Approves
Appropriate expense
Verify receipts
Validate funding
Review comments and adjustments
Send back (Returns to entry person)
Incomplete or inaccurate information
Central Approver
Approves (Final approver for payment of reimbursement)

11. Demonstration

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.