PeopleSoft Expenses Employee Guide

1. PeopleSoft ExpensesEmployee Guide September 2013

2. Welcome to Expenses! 2

3. Module Map 3

4. Module Map 4

5. Course Description The PeopleSoft Expense Reimbursement module (also known as “Expenses”) is Clarkson University’s global software platform for expense reimbursements. The Expenses module supports University travel policies. Additionally, the PeopleSoft Expense module will be used to process general expenses (aka “One Card” purchases). This course introduces the processes used by employees to manage their user profiles, create and/or update Travel Authorizations (TAs), Cash Advances (CAs) and Expense Reports (ERs), manage your University credit card transactions, and inquire on your transactions. Topics include general navigations and page elements.

6. Objectives At the conclusion of this course you will be able to: Review your user profile, including your banking information for direct deposits Delegate entry authority to another person (a proxy) Create TAs, CAs, and ERs Update or delete TAs, CAs, and ERs if required Manage your My Wallet transactions (University One Card transactions) View your transactions, including approval and payment status Set up your user defaults, to aid in entering transactions Print your transactions 6

7. Overview of Expenses The PeopleSoft Expenses module is an online system which allows you to create Travel Authorizations (if required) to obtain permission for a trip, create a Cash Advance if needed, and then submit expenses for reimbursement. PeopleSoft users can enter transactions for themselves or for other users that have authorized them to enter transactions on their behalf. The process for entering transactions involves three steps: entering general travel or expense information (the header information), entering detail expense lines, and attaching supporting documentation (receipts) if required. A TA or ER can have multiple lines for various types of expenses such as lodging, car rental, meals, etc. The expense line details are entered in multiple fields based on the expense type. The basic information for each line includes the expense type, expense date and amount spent in the applicable currency. Expense reports will require attachment of supporting documents such as receipts. Employees must obtain and submit receipts for all expenses over $75, with few exceptions (such as for Mileage or Per Diem). Documents must be scanned into an electronic file and then attached to the expense report. Document(s) attached to an Expense Report are available for review by Expense Report Approvers. 7

8. Overview of Expenses - continued Once a transaction is completed and submitted for approvals, PeopleSoft will route it to the appropriate approver(s) based on the transaction type, the Department, Project ID and/or Fund Code, and the employee’s HR Supervisor. The transaction may be reviewed and approved by multiple approvers, based on the transaction type and the chartfields in the distribution. Approvers can either approve a transaction, place it on hold for further review, or send it back to the employee for correction or deletion. Once a CA or ER has been approved by all applicable approvers, the Expenses system will generate a payment if money is due to the employee. 8

9. Module 1 YOUR USER PROFILE Return to Module Map 9

10. User Profile • Your User Profile in the Expenses module includes your name, status, default business unit, department, fund code and program, your direct supervisor, and your One Card information (if applicable). • This information will be interfaced from the PeopleSoft HCM module. • Your User Profile also includes a User Defaults page, which you can use to set default values for certain fields on your transactions. Appendix A includes instructions.

11. User Profile - Navigation Navigate to the Employee Self-Service User Profile page

12. User Profile – Employee Data Your Employee Data page will be displayed, showing your First and Last Name, Status and Country. All fields will be “grayed out” and cannot be updated. If you note errors, please get in touch with your HR department.

13. User Profile – Organizational Data The Organizational Data page will display your Employee Status, Hire Date, default GLBU, Department, Fund Code and Program, and your direct supervisor. Like the Employee Data page, all fields are grayed out, and cannot be updated here. Contact HR if changes are required.

14. User Profile – User Defaults The User Defaults page is used to establish certain values that can be defaulted on your expense reports. You can enter or select defaults for a variety of fields on an Expense Report, as shown in the screen shot. Please see Appendix A for instructions on setting User Defaults.

15. User Profile – Bank Accounts The Bank Accounts page is where your direct deposit banking information will be available once the University has implemented electronic payments. At that time, the Payment Method with be “Automated Clearing House”, and a small bank-shaped icon will appear where shown above. Click that icon to view your banking details. All fields are grayed out, and cannot be updated by you. Contact HR to address any issues.

16. User Profile – Corporate Card Information The Corporate Card Information page applies only to employees with University corporate cards (aka One Cards). This information is informational only, and will be updated via data loads from the bank. Note that for security purposes, only the last 4 digits of the card number are displayed.

17. Module 2 DELEGATING ENTRY AUTHORITY Return to Module Map 17

18. Delegating Entry Authority • Not everyone enters their own expense reports online; they may delegate this to someone else instead. For example, an executive may specify his or her administrative assistant to enter expense reports. This person is known as an Authorized User (in PeopleSoft terminology) or a Proxy. • There are two ways to specify an Authorized User in PeopleSoft: the System Administrator can do it, or you can do it yourself. • You can add and/or remove Authorized Users whenever necessary.

19. Delegating Entry Authority - Navigation Navigate to the Delegate Entry Authority page

20. Delegating Entry Authority When the page opens, your User ID should be displayed. Click the Add a New Row icon on the right.

21. Delegating Entry Authority Enter or select the User ID of your Authorized User. Note that you can add multiple rows and have more than one Authorized User at one time. Additionally, you can click the delete icon to remove an Authorized User. Click the Save button to Save your changes. A Save Confirmation will be displayed. Click OK to complete this task.

22. Module 3 CREATING A TRAVEL AUTHORIZATION Return to Module Map 22

23. Creating Travel Auths – Process Overview • Create a Travel Authorization (TA) if you will be taking a foreign trip, or if your supervisor requires a TA before incurring expenses. • TAs can only be created for future expenses; once the trip has occurred, or general expense incurred, a TA cannot be entered. • Once approved, a TA creates an encumbrance against the related budget. • Since a TA can only be associated with a single expense report, this may create an issue if expenses are incurred over a long time span. For example, if you will take a trip in 4 month’s time, but need to purchase the ticket immediately and expense it, a single TA will not be sufficient. In this case, you may either create more than one TA for immediate and then long-term expenses, or create one TA for long-term expenses only, and put the immediate charges on an expense report without a TA. Discuss these options with your manager. • There are essentially three steps to creating a Travel Authorization (TA) : • entering general travel and expense information (the header information), • entering the detailed expense line (s), • attaching supporting documentation

24. Creating Travel Auths – Process Flow The basic process for creating a Travel Authorization is shown here. The following slides will demonstrate each step in detail. 24

25. Creating Travel Auths - Navigation Navigate to the Create Travel Authorization page

26. Step 1: Begin New Travel Auth For most employees, once you click the Create hyperlink, this Create Travel Authorization page will be displayed.

27. Step 1: Begin New Travel Auth If you are also an Authorized User (proxy) for another person, you will see the page shown here instead. Your employee ID will default into the “Empl ID” field. If you are creating a TA for yourself, click “Add” and continue to the Create Travel Authorization page shown on the next slide. If you are creating a TA for another person, click the magnifying glass icon to display a Look Up page. Select the correct employee by clicking the hyperlink for his/her Employee ID. You can then click the Add button to open the Create Travel Authorization page.

28. Step 1: Begin New Travel Auth The Create Travel Authorization page is your “home base” for all fields that must be completed. There is a User Defaults hyperlink available that opens your User Profile on the User Defaults page. Also, you can use the Quick Start option to choose an entry method. Methods applicable for TAs are: • Blank Authorization – lets you start with a blank report. If you updated your User Defaults (Appendix A), those defaults would appear as you work • Template – lets you start with a User Template (Appendix B) • Existing Authorization – lets you copy an existing expense report, which you can then update as needed. TIP: As soon as you reach this page for the first time, save it as a Favorite. It will save time the next time you access the page!

29. Step 2a: Enter Header Information The TA header is also known as the General Information section. Fields marked with an asterisk (*) are required. • *Description: Enter a descriptive reason for the trip • *Business Purpose: Select the best choice from the drop down menu. • *Default Location: Select the primary location of your trip. For US locations, start by entering the two character state postal code (such as NY for New York), and then click the magnifying glass. Choose the appropriate city if listed, or use the ‘No Specific City’ choice. For foreign countries, enter the first few characters of the country name (such as FRA for France) and click the magnifying glass for the short list. Also, if you select a foreign location, you will be prompted to accept an Export Control Policy statement. You must check the ‘I Accept’ checkbox (not shown) before proceeding. • *Date From and Date To: Enter the starting and ending dates for the TA. These dates must be from the current date forward; the system will not accept dates in the past. • Comment: This is not a required field; however, it is Clarkson’s policy that a full reason for the trip or expenditure should be entered in this field. Lastly, click the Accounting Defaults hyperlink.

30. Step 2b: Header Information-Accounting Default The Accounting Defaults specified here will be applicable for each TA line added. The accounting details can be overridden at the individual line level, if needed. Your business unit, department, fund code and program are defaulted from your User Profile into the Accounting Defaults, and are “grayed out”. If this is the appropriate accounting distribution, click OK to continue. If these values are not correct, then click the magnifying glass icon for the SpeedChart. Select the appropriate SpeedChart. You can also choose to split your expenses among two or more accounting lines. For example, if a trip should be charged 50% to one ChartField combination and 50% to another, click the Add ChartField Line button to insert more lines. In the % column of the grid, identify what percentage of the expense should be charged to each accounting combination. The total % of all lines must equal 100%. Note that the Account does not appear here – Account comes from the Expense Type chosen. Click the OK button to continue.

31. Step 3a: Enter TA Line Information The Details grid is where you enter your detailed projected expenses. The grid has multiple fields for the pieces of information needed; the information required varies depending on the Expense Type selected. The required fields are marked with an asterisk (*). Per Clarkson policy, you may either create separate rows for each projected expense, or create one row, using the Miscellaneous Travel (one each for foreign and domestic travel) expense type for the total of all project expenses. Ask your manager which option to use.. The system will pre-populate a new TA with 4 lines; you can add more lines by clicking the icon to the right of any line. Alternately, you can remove any line by clicking the Select checkbox to the left of a line, and then clicking the Delete Selected button. Note that you do not need to delete any unused lines; the system will delete them as part of the Save process. Lastly, you can copy one line to create a new line by clicking the Select checkbox and then the Copy Selected button. You then update the new line with the correct information.

32. Step 3b: Enter Overview Information On the main page of the TA, enter the following information, adding and/or copying lines as needed: • Expense Type: Select the expense type from the drop-down menu choices listed. • Expense Date: Enter the date that the expense will be incurred, or use the calendar icon to select it. • Amount:Enter the estimated amount to be spent. Note that this field is greyed out for Mileage and Lodging; you will enter further details in Step 3c. • Currency: The currency field will default to USD and is “grayed out”. Estimate your expenses in USD . • Payment Type:Select the method of payment. Clarkson Visa is used if your expense will be paid with your One Card. Employee Paid is used if you will pay the expense using cash or a personal credit card. • Billing Type: Billable is used if the expenses will be incurred against a grant (for Fund Codes 375, 378, 394, and 395). Use Internal for all other expenses Click the *Detail hyperlink to the right of the first line.

33. Step 3c: Enter Overview Information On the Authorization Details for each TA line, the system will display the required fields to complete: • Ticket Number: Used only for Airfare, this field is not required on TAs as the ticket is generally not booked yet. • Merchant: Enter the name of the Merchant you expect to use. • Description: Not required for all Expense Types. If required, enter the description of the expected expense. • Amount: The amount will default from the Details grid page for most Expense Types. Notable exceptions are Lodging, Mileage, and the three meals. In those cases, fields for Number of Nights and Nightly Rate will be displayed (for Lodging), Miles (for Mileage), or Number of Days and Daily Amount for meals. Completion of those fields will cause the system to calculate the Amount. • Location: If your trip will cover more than one Location, enter the correct location on each line (not shown) • Location Amount: If you will go over the allowed Per Diem Amount, enter an explanation as to why.

34. Step 3d: Authorization Details for Per Diems Per Diems have a special requirement – they must have the Location specified. This is because Clarkson reimburses employees for Per Diems at different rates depending on whether the travel is to a high cost or low cost location. The system will use the Location chosen in the Header as a default. You may override Location for an individual line if needed by using the Authorization Detail page for the Per Diem line item(s). On any Detail page, click the Accounting Detail hyperlink to view the details for an individual line.

35. Step 3e: View Accounting Details The system will display the accounting defaults that you entered/updated in step 2b. Note that all fields are “grayed out” except for GL Account, which can be overridden here if required. To make any other change, you will need to select the appropriate SpeedChart. Also, you can add more lines to split the expense further, or delete lines. Changes here are not carried to other lines or back to the defaults – they are only applicable for the individual line that you have updated. Note that if you know your accounting defaults from step 2b will be applicable for a line, you can skip this step; i.e., you don’t need to click this icon for every line if you know that your defaults are good. Click OK to return to the Authorization Detail page, then click the Return to Travel Authorization Entry hyperlink to proceed.

36. Step 4a: Check for Errors Once you have added all of your TA lines, and entered the required information for each, click the Check for Errors button. If any errors are detected, a red flag icon will be shown to the left of the applicable line, as in the example below. Please note that you do not have to click the Check for Errors button; you could choose to just save the expense report instead. The system will check for errors as part of the save function. Click on the flag icon to be directed to the field with the error.

37. Step 4b: Correct Errors Once you have clicked the red flag icon, the system will display the page at the right. The error (s) will be displayed in red text at the top, and the applicable fields will be highlighted in red. Note that there is a hyperlink in the lower left for Accounting Details, if the errors listed involve that item. In this example, the Lodging line has three errors. After any corrections are made, choose from the following actions: Check Expense for Errors – click this button to run a new check. Any new errors will be highlighted. Return to Travel Authorization Entry – use this hyperlink to return to the main TA page. From there you can make other changes, save the expense report, submit it, etc.

38. Step 5: Save for Later When your TA is complete and free of errors, you need to save it and then attach any supporting documentation, if required. Click the “Save for Later” button. If any further errors exist, a red flag icon will be displayed to the left of the applicable line(s), just as in step 4. Clear any errors found. If no errors exist, however, the system will issue a Authorization ID and save the TA. “Save for Later” can also be used throughout the process of adding a transaction to save your work in process. This is a good idea to prevent losing work in case of a power outage, or if you step away and your computer “times out”. Up until the TA is submitted for approvals, you can save it and go back later to complete it or make other changes.

39. Step 6: Attach Supporting Documents Receipts are not required for Travel Authorizations, however, your manager may request supporting documentation for your TA. Make a note of your Authorization ID in the upper right corner. The ID will become part of your receipt filename. Scan all your documents into a single file, and save it to either a network drive, or your local drive.. The naming convention for filenames is to use the transaction type (ER, CA or TA), a dash, the Transaction ID (without the leading zeros), a dash, and your last name. For example, the receipt filename for our example to the right would be: TA-16-Trainer.pdf (or whatever extension is appropriate for your file). See Appendix D for details of how to attach a file.

40. Step 7: Submit for Approval Note that the Attachments hyperlink now displays the number of related attachments. Once the document (if required) is attached, you are ready to submit your TA for approvals. Click the Submit button. A Save Confirmation page will be displayed. Confirm the totals shown, and click the OK button to finish. Your TA will be routed to the appropriate approvers. Please note that once you’ve submitted your TA, you will not be able to make changes unless it “sent back” by an approver.

41. Explanation of Travel Authorization Totals The Totals section is a summary of the amounts on the TA, less any Non-Approved amounts as the TA passes through approvals.

42. Module 4 UPDATING A TRAVEL AUTHORIZATION Return to Module Map 42

43. Modifying Travel Authorizations • There are only two points at which you can update a Travel Authorization: • First, before the Travel Auth has been submitted for approval. If a TA has been saved (but not submitted), you can update it. • Second, after the TA has been submitted, and then subsequently “sent back” by an approver. If a TA is sent back, the approver is required to add a comment, to provide you with further instructions. • Travel Auths that are in the approval workflow process cannot be updated by the employee. If you become aware of a problem with your TA and need to update it, contact the appropriate approver and ask that he/she “send back” the TA. You can then take action.

44. Modifying Travel Auths - Navigation Navigate to the Modify Travel Authorization page

45. Modifying Travel Auths - Navigation The default Search By parameter is Authorization ID. You can search by that, if you know the Authorization ID, or choose another parameter for the search. Alternately, if you leave the field blank and click Search, the system will list all TAs that are eligible to be modified. Remember, you can only update TAs that haven’t been submitted yet, or have been submitted and then sent back by an approver. If you have only one eligible TA, the system will open it automatically; otherwise, the system will list the TAs, and you can select the appropriate one by clicking the Authorization ID hyperlink.

46. Modifying a Travel Auth If you are modifying a Travel Authorization that has been sent back by an approver, you will see a page like the one shown here. At the top of the page, in red, you will see ‘Sent Back for Revision’ and a hyperlink with the approver’s Comment (click the hyperlink to see the rest of the comment, if necessary). Take the action noted in the comment. If the TA has never been submitted, you will not see the text and hyperlink in red, nor the Action History at the bottom of the page. You can perform any action on the TA that you could do while creating it; add or delete lines, change amounts, dates, locations, etc. Similar to new TAs, you can also Save for Later. When finished, be sure to click the Submit button. TIP: As soon as you reach this page for the first time, save it as a Favorite. It will save time the next time you access the page! 46

47. Module 5 DELETING A TRAVEL AUTHORIZATION Return to Module Map 47

48. Deleting Travel Authorizations – Overview • Sometimes a Travel Authorization needs to be deleted from the system. The TA may be a duplicate of another in the system, the trip is not approved, the expenses on it may be invalid or disallowed, or there are just so many errors that it is easier to delete it and begin again. • A Travel Auth can only be deleted provided it is not associated to an expense report, fully approved, in the approvals process, or successfully budget checked. Basically, in order to delete a TA it has to either have never been submitted for approvals, or it has been submitted, but an approver has sent it back to the employee. • If the TA has been successfully Budget Checked, you must cancel it, not delete it. This reverses the encumbrance. • Be careful when deleting a TA – the delete action is permanent, and it cannot be “rescued” if deleted in error.

49. Deleting Travel Auths - Navigation Navigate to the Delete Travel Authorization page

50. Deleting Travel Auths For most employees, once you click the Delete hyperlink, any TAs that can be deleted are listed. Check the Select box for the TA(s) that you wish to Delete, and then click the Delete Selected Authorization(s) button. The Delete Confirmation will be displayed. Click OK.