Processing Expense Report Forms

1. Processing Expense Report Forms For Travel and Non-Travel Expenses

2. Welcome – Today’s Agenda • Introduction • Basic Navigation in PeopleSoft • Creating Travel and Expense Reports • Travel Authorizations (Training Part II) • Travel Cash Advances (Training Part II) • Expense Reports • Other Features

3. Chart of Accounts 101 If you currently work in FRS, you will need to understand chartstrings in order to work in PeopleSoft after July 1. Like FRS account numbers and sub-accounts, the chart fields and chartstrings of the new Chart of Accounts are designed to provide an accurate picture of the financial effects of a given transaction. Instead of a six-digit account number and a four-digit sub-account code, a chartstring consists of up to ten fields that can total 42 digits.

4. For more information, check out the Project Catalyst web site at: www.uvm.edu/catalyst

5. Basic Navigation in PeopleSoft • Logging in to the System • Navigating in PeopleSoft • Getting Around in the T&E Module

6. Type catalyst.uvm.edu in the address field of any browser to access PeopleSoft’s portal. Enter your UVM Net ID and Password under the Finance Login, then click on Sign In. Finance Login Human Resources Login 6

7. Add to Favorites will add the current page to the top of your Menu sidebar on the left-hand side of the screen. Home will take you back to your main page in PeopleSoft.

8. Sign Out will close your work session and sign you out of the system. This is the only correct way to exit PeopleSoft. Worklist contains a list of transactions that require further action. Your worklist is tied to your organizational role and your security.

9. Important Navigational Notes: • Always use the PeopleSoft directional navigation; NEVER use your browser back button, (i.e., use Save, OK, Return to Search, etc. to get around within the program). • Sign out of the system rather than simply closing your browser. (Do not “X” out to close.) You can navigate from the left-hand Menu or by the expanded choices in the grids in the center of the page. Either way will bring you to the same place as you click on the desired links.

10. Navigation: Employee Self-Service > Travel and Expense Center

11. Navigation Tools and Definitions * Asterisks denote required fields Look Up Menu Calendar to choose dates Drop-Down Menu + or – to Add or Delete Rows Save will store the information entered Blue hyperlinks will open another page

12. Questions?

13. Travel Authorization Travel Cash Advance Expense Report Employee Reimbursement Travel & Expense Center

14. HR employee information is uploaded to the T&E module The Chart String populates from the individual user profile Selecting an expense type (hotel, car rental, etc.) automatically selects the account number (i.e., the subcode in FRS) Universal templates are set up centrally (all campus users) Personal templates may be created (employee only) Other individuals may be assigned to enter forms on your behalf Travel & Expense Center

15. Creating anExpense Report

16. Expense Report Scenario I am traveling to Atlanta, Georgia for a 2-Day Training Class on the PeopleSoft Travel & Expense Module Travel Dates: May 4th and 5th Expenses Incurred: Airfare Personal Credit Card Hotel Charges Personal Credit Card Car Rental Purchasing Card Travel Meals Cash

17. Navigation: Employee Self-Service > Travel and Expense Center > Expense Report Find the Expense Report section of the Travel and Expense Center, then click on Createto open a new Expense Report form.

18. Creating an Expense Report will open a screen like this. Enter your new Employee ID number and click the Add button. If your Employee ID does not automatically populate in this field, you can click on Look Up. Look Up will bring up a list of employees on whose behalf you are authorized to enter expense reports —along with your own Employee ID.

19. From the list, choose the correct person by clicking on their EmplID. Their name will populate into the EmplID field as seen on the next page.

20. Once your Employee ID is populated in this field, press the Addbutton.

22. You can create a new Expense Report from one of the following sources: • A Blank Report • A University Template or your own Personal Template • A Travel Authorization • An Existing Expense Report • Entries from My Wallet (Personal P-card Transactions)

23. Choose a Business Purpose that relates to your trip from the drop-down menu.

24. Selecting a Default Location from the Look-Up Icon Button In this example, we are searching for Atlanta, Georgia by Expense Location. Type in the first few letters of Atlanta, then press Look Up. Click on the ATL hyperlink to enter Atlanta, Georgia as the location in your Expense Report.

26. Select an Expense Type from the drop-down menu – simply click on the most appropriate one listed.

27. You will need to enter the detail information for this expense. Do so by clicking on the hyperlinked Detail button.

28. On the Detail page, enter the detailed information related to this expense. Remember, every field marked with an asterisk is REQUIRED. Some information will populate automatically and the rest will need to be filled in.

29. Once you’ve entered all the appropriate information on this page, click on Check Expense for Errors to double check your entry. If something is missing, a red flag will appear along with an explanation. Correct the report as necessary.

30. After Expense Detail information is complete, click on the Accounting Detail Link. This will open the Chartstring fields so that you may accurately charge the expense.

31. Departmental Chartfields will populate based on your User Profile settings. To charge a different budget or project, make the necessary changes by clicking on the Look Up Icon and choosing the correct value. To split charges between multiple budget lines, click the Add Chartfield Line button. This will open another line and allow you to split the transaction by dollar amount.

32. 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.

33. 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.) “Super Cool Feature” 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.

34. 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.

35. PeopleSoft will ask for the amounts that make up each of the lines you have selected: Room Charge Room Service (meals) Parking

36. Once you’ve entered an amount for the Room Charge, click Continue. This will bring you to the next item: Room Service.

37. 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.

38. 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.

39. 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.

40. Need to add Travel Meals? Choose Travel Meals-Daily and click on the Detail link to enter the required fields.

41. Travel Meals can be combined on one expense line for the full day’s meal total. Please provide adequate information regarding the individual meals. See the example to the left.

43. T & E = My WalleteProcurement - Hotels - Airfare - Car Rentals - Supplies - Meals - Equipment <$5000 + Travel Meals* - All Other General Purchases + Business Meals* PurCard Review Items • *ALL* Receipts will be needed for PurCard Transactions. • e-Mail Notification for: • 1) New Transactions 2) Overdue Transactions 3) Card Deactivation • Encumbrance occurs when the expense report is submitted.

44. PurCard Expense Transactions To insert expenses from your PurCard into your Expense Report, simply click on the New Expense drop-down menu, select Expenses from My Wallet, and click Add.

45. A list of all travel- related expenses will appear under My Wallet. These expenses represent charges you made with your PurCard for travel-related items. Select the charges that relate to the expense report you are completing by clicking in the box at the left of each line, then click Done. To view more detail on a particular credit card charge, click the blue hyperlink under Expense Type.

46. Expenses from “My Wallet” populate to the expense report and the totals are calculated at the bottom for you. Click the Detail Link to enter any required information that didn’t populate from My Wallet.

47. Save for Later or Submit Report The Save for Later button saves your report, allowing you to modify it later. Submit sends your report for approval in workflow and you will no longer be permitted to make any changes.

48. When you click Save for Later or Submit, the system will assign a unique number to your expense report. This will allow you to view or print your report in the system at a later time.

49. Once you have hit the Submit Button, PeopleSoft will ask you one last time if you are sure. Clicking OK will send the report to workflow for approvals. Clicking Cancel will allow you to make more changes.

50. Once your expense report has been through workflow and approved for payment, you will receive an e-mail notification.