Creating a Travel Expense Report

Report
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
Initiator: Submit Travel Authorization
Form for department approval
Initiator: Select Cash Advance
box (Optional)
Processor: Enter Travel Authorization
into PeopleSoft
Initiator: Submits Travel Reimbursement
Form for department approval
Yellow : Interim Approval
Process
Green: PeopleSoft Process
Start Here
Processor: Enter travel reimbursement
information into PeopleSoft
3
Interim Approval Process
 The Initiator will receive an email
notification to process this form.
 Form will be linked to the email.
 Traveler’s information is pre-populated
from the travel authorization.
4
Interim Approval Process
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2
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1.
2.
3.
4.
Click Add Document to upload receipts.
Enter Additional Comments. (If needed)
Enter Actual Cost for travel.
Click Submit Receipts to send form to the
traveler for certification.
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5
Creating a Travel Expense Report
Main Menu > Travel and Expenses > Travel and Expense Center
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Creating a Travel Expense Report
Click Create under Expense Report.
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Creating a Travel Expense Report
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.
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4
3
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Creating a Travel Expense Report
1. Select Travel Authorization from the Quick
Start drop down menu.
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9
Creating a Travel Expense Report
1. Click the Select button to choose the Travel
Authorization for the Expense Report.
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Creating a Travel Expense Report
Justification
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.
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Creating a Travel Expense Report
Section A
1
Justification
1. Section A, under General Information,
verify:
a. Description
b. Business Purpose
c. Comment
d. Default Location
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Creating a Travel Expense Report
1. Section B, clear the TA-Travel-AuthEncumbrance in the Expense Type field.
2. Click on the Select Option box.
3. Click on Delete Selected button.
Section B
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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.
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2
3
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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.
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2
Note: For Grants Travel, verify or enter
information for PC Business Unit, Project, and
Activity fields. DO NOT include Cost Center.
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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.
3
1
2
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Creating a Travel Expense Report
1. In Section B: Click Overview tab.
2. Click on Check For Errors.
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2
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Creating a Travel Expense Report
1. Click Save For Later button
to get report ID number.
1
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Creating a Travel Expense Report
1
Justification
1. The Report ID is
automatically populated.
2. Click Submit button to
process.
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Creating a Travel Expense Report
Click the OK button to confirm.
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Creating a Travel Expense Report
Note: The Status changes to
Approved for Payment.
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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.
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Interim Approval Process
Employee reimbursements.
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2
3
5
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7
1.
2.
3.
4.
5.
6.
7.
Enter Cost Center/Project ID.
Enter Amount.
Enter User ID of Employee being Reimbursed.
Enter Type of expense.
Enter Amount.
Add Document to attach receipts.
Click OK to send for approval
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Creating an Expense Report- Employee
Reimbursements
Main Menu > Travel and Expenses > Travel
and Expense Center
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Creating an Expense Report- Employee
Reimbursements
Click Create under Expense Report.
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Creating an Expense Report- Employee
Reimbursements
1.
2.
3.
1
2
4.
Click on the Add a New Value tab.
Enter the Empl ID or click on the magnifying
glass to look for the employee Travel
Authorization.
Search by Name to look up the employee
and select the employee.
Click on Add.
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4
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Creating an Expense Report- Employee
Reimbursements
Section A
1.
1
2
3
2.
3.
Under Section A: Verify A Blank Report is
selected from the Quick Start drop-down menu.
Enter a short description for Description.
For non-travel, select NT-Other from the dropdown.
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Creating an Expense Report- Employee
Reimbursements
1.
2.
1
In Section B, under the Overview tab, complete:
Expense Type, Expense Date, Amount Spent,
Payment Type, Billing Type.
Click
to complete the Accounting Details.
2
Section B
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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.
1
2
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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.
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2
3
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Creating an Expense Report- Employee
Reimbursements
2
1. Click on Save For Later
button.
2. The Report ID populates
automatically.
3. Click on Submit button to
process.
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3
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Creating an Expense Report- Employee
Reimbursements
Click the OK button to confirm.
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Creating an Expense Report- Employee
Reimbursements
Note: Status changes to Approved
for Payment.
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Let us take a break
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Expense Report Examples
• Travel expense reports interim approval process
a)
b)
c)
Initiator: Process travel reimbursement
Traveler: Certify travel reimbursement
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
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References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
UPKs
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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.
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Questions
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Thank You!
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