Travel Authorization

Report
Travel 1: Travel Authorization
Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change
2
Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using
processes outside of PeopleSoft for certain HR &
Financial transactions.
• We’ll have to work through the kinks—some
functionality may not work smoothly right at
implementation.
• We’ll have to be patient—we’ll need additional time to
process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment
during training.
3
What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.
• Revisit the training webpage to review training
materials and videos.
• Become your office’s “Go-To” person. Be willing
to offer your help.
• Attend our Go-Live Work Sessions—open lab time
you can use to process live
documents/transactions.
4
Define-PeopleSoft Account Conversion
Found at: peoplesoft.utep.edu
5
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.
6
What is NOT changing?
• Travel Authorization will still be required.
• An Expense Report will also be required for all
Travel and Non-Travel employee reimbursements.
• Expenses must be itemized by each travel day.
• All Travel and Non-Travel policies will remain the
same.
• A travel authorization can be directly linked to an
Expense Report.
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What is changing?
• All employee travel and non-travel reimbursements will be
processed on one screen. No more separate VP2 and VP5s.
• Meal per diems will automatically populate in the expense
report fields.
• A copy feature may be used for multiple expense lines.
• Temporarily, an interim approval process must be
completed prior to inputting documents in PeopleSoft.
• Expense reclassification (VE6) can not be processed in
PeopleSoft at Go Live. An alternative process is currently
being developed. Process will be posted on the web site
under FAQ’s.
8
Additional Terminology
• Interim Approval Process (IAP)- Temporary document
approval process created to approve documents prior
to entering in PeopleSoft.
• Initiator- Responsible for creating and submitting the
IAP document for approval.
• Approver- Responsible for approving the IAP
document.
• Processor- Responsible for creating and processing the
electronic travel document in PeopleSoft.
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Travel Process
Initiator: Submit Travel Authorization
Form for department approval
Initiator: Select Cash Advance
box (Optional)
Processor: Enter Travel Authorization
into PeopleSoft
Yellow : Interim Approval
Process
Green: PeopleSoft Process
Initiator: Submits Travel Reimbursement Form
for department approval
Processor: Enter travel reimbursement
information into PeopleSoft
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Interim Approval Process
1
2
4
5
3
6
Initiator downloads from peoplesoft.utep.edu
1. Enter Traveler UserID.
2. Click enter to automatically populate the
traveler’s information.
3. Travel Processor can be changed. (optional)
4. Click Cash Advance Box. (optional)
5. Click No Cost to University. (if applicable)
6. Enter the Cost Center/ Project IDs, for
funding sources.
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Interim Approval Process
1
1. Enter the appropriate information for
all the fields highlighted in red.
2. Click OK to submit.
2
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Interim Approval Process E-mail
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Creating a Travel Authorization
Main Menu > Travel and Expense > Travel and Expense Center
14
Creating a Travel Authorization
Click Create under Travel Authorization.
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Creating a Travel Authorization
1.
2.
3.
1
4.
Click on the Add a New Value tab.
Enter the Empl ID or click on the magnifying
glass to look for the employee to create
Travel Authorization.
Search by using either Empl ID or Name to
look up the employee and select the
employee.
Click on Add.
2
4
3
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Creating a Travel Authorization
 ClickA:“Create”
Section
General Information – Enter the details
about your Travel.
Section B: Details – Enter the information for the
Expense Type.
Section C: Totals – Indicates the amount
authorized for travel.
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Creating a Travel Authorization
Section A
1
Justification
2
3
1. Click the User Defaults hyperlink to verify
detailed information about the traveler.
2. Under General Information, fill in the
information for the highlighted fields.
3. If travelling to Washington DC, complete the
Washington DC Purpose field.
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Creating a Travel Authorization
Section B
2
1
3
1. Select Expense Type “TA-Travel-Auth-Encumbrance-
Amt”. Populate line 1 only.
2. Fill out the following fields in line 1
a. Date
b. Amount
c. Payment Type (use “Paid by Empl” only)
d. Billing Type (use “Expense” only)
3. Click on the Detail link to enter additional
information for the line.
19
Creating a Travel Authorization
20
Creating a Travel Authorization
1. The Accounting Summary
section fields are prepopulated
using the travelers default
funding source in HR.
2. Click OK button.
1
2
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Creating a Travel Authorization
1
2
Note: You are returned to the details screen.
1. Click Check Expense For Errors button to
identify any errors in the line.
2. Click on Return to Travel Authorization Entry link.
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Creating a Travel Authorization
3
Justification
1. Click on Update Totals.
2. Click on Save for Later to
complete at a later time.
3. Note the Authorization ID is
auto populated.
4. Click Submit to process.
1
2
4
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Creating a Travel Authorization
Click the OK button to confirm.
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Creating a Travel Authorization
Justification
1
1. The Status field changes to
Approved.
2. Action History section shows
Submitted under the Action field.
2
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Let us take a break
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Travel Authorization Examples
• Interim Approval Process Travel authorization
a) Initiator: Create travel authorization
b) Approver: Approve travel authorization
c) Traveler: Authorize to Deduct
• Travel authorization in PeopleSoft.
a) Multiple day travel
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Supported Browsers
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References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Key Terms/Glossary
Quick Guides
Crosswalk
Links to UPK
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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 5th.
FAQ’s will be posted on the web site.
30
Questions
31
Thank You!
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