PeopleSoft 8.8 FMS

1. PeopleSoft 8.8 FMS Travel for End Users Instructor

2. Name Tents Sign-in daily on class roster Class starts ON TIME – please be punctual Pagers & cell phones on silent/vibrate mode Web-mail during breaks only Facilities information Food, restrooms, safety PC equipment Important Logistics!

3. Introductions • Name • Where do you work? • Length of time at the University • PeopleSoft experience • If you could travel anywhere, where would you go?

4. Chapter 1: Introducing Travel Chapter 2: Inquiring on Travel Vendor ID, Destination City, Travel Purpose Chapter 3: Entering Travel/Consultant Requisitions Atlanta, Austin, Consultant, Blanket Reqs Chapter 4: Updating UT Travel Data (Atlanta, Phoenix No Cost Travel) Agenda – Part 1

5. Agenda – Part 2 • Chapter 3: Manage Requisitions (cont’d) • Req status, life cycle, & PO numbers • Chapter 2: • Travel Req to PO & PO Inquiry • Chapter 5: Modifying Purchase Orders • Change Austin PO, Designate Blanket PO • Chapter 6: Entering PO Vouchers • Atlanta registration voucher, expenses • Chapter 7: Running Travel Reports

6. Course Objectives • Search for travel information (Vendor IDs, Destination Cities, Travel Purpose Codes, Ticketing Information) • Enter & manage travel & consultant requisitions using eProcurement. • Enter & update Cost & No Cost Travel information in UT Travel. • View purchase order inquiries using eProcurement. • Modify a purchase order. • Enter PO vouchers to pay for registration & travel expenses. • Run travel-related reports using PeopleSoft standard reports & public queries.

7. Chapter 1 of 7 Introducing Travel

8. Travel User Groups • End Users • Enter travel & consultant requests • Enter Cost/No Cost Travel information • Enter PO vouchers for registration & expenses • ERT • View requisitions and POs • Process travel advances • Update Cost Travel information • Enter PO vouchers for airfare • Travel inquiry and reports • Corporate Travel Planners Incorporated (CTPI) • View Cost Travel segments • Enter airline ticketing information

9. Scope of the Travel Application • Tracks information specific to Travel • Interfaces with: • eProcurement – to enter travel reqs • Purchasing – to generate POs • Accounts Payable – to create PO vouchers • General Ledger/Commitment Control – to post entries & check budgets

10. Travel Process

11. Websites • Auxiliary Services – University Travel • http://ae.uth.tmc.edu/travel/index.html • Employee Reimbursement Team (ERT) • http://financialresources.hsc.uth.tmc.edu/ER/default.htm • Handbook of Operating Procedures (HOOP) • http://www.uth.tmc.edu/ut_general/admin_fin/planning/pub/hoop/index.html • Information Services Help Desk (Online Forms) • http://is.hsc.uth.tmc.edu/css/formsut.html • Information Services Training Documents • http://is.hsc.uth.tmc.edu/training/documentsFMS.htm • Procurement Services • http://buy.uth.tmc.edu/ • GSA Federal Domestic Per Diem Rates • http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC • State of Texas Travel Allowance Guide • http://www.window.state.tx.us/fm/pubs/travallow/

12. Let’s Log In • Case sensitive! • Training User ID: TRV### • Password: PSOFT2012 IT Training

13. Chapter 2 of 7 Inquiring on Travel

14. UT Travel Inquiry • Vendors - searching for a Vendor ID & address information • Travel Dest Cities – view city codes, lodging/meal/mileage amounts, country indicator • Travel Purpose – view travel purpose codes & descriptions • Travel Ticket – view ticket status, ticket #, price, & service charge

15. Chapter 3 of 7 Entering Travel/Consultant Requisitions

16. Entering a Travel Requisition • Create (open) the requisition. • Enter Defaults for vendor (traveler), buyer, shipping & ChartFields. • Select the appropriate Travel Kit template. • Delete any lines not being used (or use $1). • Edit Line Details if vendor is different than default (such as for registration). • Enter estimated Amount for each item.

17. Edit Cost Distribution if funding isdifferent for any line item. Add additional lines, if needed. Save & budget check. If budget check error, correct REQ , then Save & check budget until Valid. Enter CostTravel information. Save & submit requisition into ePro workflow for approval. Entering a Travel Requisition(continued)

18. Travel Components • Business Unit - UTTRV • Name – Who enters the requisition • Requisition Title – 50 characters • Default Values (Edit Defaults - Override) • Vendor (Traveler’s ID) • Buyer • Traveler’s Ship to Location • ChartField Distribution

19. Travel Components • Item Templates – Travel Kitshave the commonly used line items for various types of travel transactions • Blanket • Consultant • Foreign • In State • Out of State

20. Travel Components • Vendor ID • Airfare and airfare fees – Citibank – BTA • Registration – the organization to be paid • Travel Expenses – traveler’s vendor ID • Consultant – consultant’s vendor ID

21. Employee Travel • Determine if airfare & registration fees are pre-paid • Gather the following information • Requisition ID • Requestor • Travelers vendor code • Department • Destination city • Travel purpose • Travel Dates • Funds used for reimbursement

22. Consultant Requisitions • Handled like all travel requisitions in PeopleSoft. • Specific item categories created • Guest Lecturer • Miscellaneous Services • Recruitment Classified Position • Recruitment Faculty Position • Recruitment Fac HouseHunt • Research Services • Traveler’s vendor classificationindicates the requisition is fora consultant.

23. Cost Travel for Consultants • Always fill out Cost Travel pages, evenif the consultant is not traveling! • Include with the supporting documentation sent to ERT: • State of Texas Purchase Voucher form

24. Only used for on-going,inner-city Houston expenses. Blanket travel kit includes incidentals, mileage, and other non-travel expenses Similar to other travel requisitions, Created as a Travel/Consultant Request Person who will be paid is the vendor Add “blanket order” to Comment Text Blanket Orders

25. Chapter 4 of 7 Updating UT Travel Data

26. Cost v. No-Cost Travel • Two types of travel information are recorded: • Cost Travel – reimbursed by the university • No-cost Travel – no expenseto the university • Do NOT create a new cost travel record for the same trip! • Insert a new effective-dated row to record any updates to the trip • Each inserted row must have a DIFFERENT effective-date.

27. No-Cost Travel • Gather the following information: • Vendor Code • Department • Destination city • Travel purpose • Travel Dates NoCost

28. Quote of the Day • Palm Springs University – more than one hundred degrees available. – Anonymous IT Training

29. Agenda – Part 2 • Chapter 3: Manage Requisitions (cont’d) • Req status, life cycle, & PO numbers • Chapter 2: • Travel Req to PO & PO Inquiry • Chapter 5: Modifying Purchase Orders • Change Austin PO, Designate Blanket PO • Chapter 6: Entering PO Vouchers • Atlanta registration voucher, expenses • Chapter 7: Running Travel Reports

30. Chapter 3 of 7 Entering Travel/Consultant Requisitions(continued)

31. Manage Requisitions • Use to monitor the status ofthe travel/consultant requisition • Req. Status must be “PO(s) Dispatched” in order for you to: • Contact CTP with the PO number for airfare • Create any PO vouchers for registration or expenses

32. Chapter 2 of 7 Inquiring on Travel (continued)

33. Req to PO Inquiry • Found at UT Travel  Travel Inquiry & Reports • Links Req to related POs and summary cost travel data; displays: • PO Numbers • PO Status • PO Line Description • From/To Dates • City Code • Travel Purpose Code

34. Purchase Order Inquiry • Found at eProcurement Reports • Inquiry (display only) page for PO; displays: • Header (Form Page) • Line Details • Schedule • Cost Distribution

35. Chapter 5 of 7 Modifying Purchase Orders

36. Modifying POs • You can make changes to travel POs when needed • Changing ChartField string does NOT create a change order

37. PO Change Order Steps • Determine what PO information you need to change.. • Click the RED Finalize Document button in the Header. • Click to budget check the PO. • To update PO Header information (such as Buyer), click at the top of the PO page. • To update PO Line information (such as Description), click on the Lines – Status tab. • To update Schedule information (such as Due Date, Ship To, PO Qty, Price, or Amount), click on the Lines – Details tab. • Click on the Schedules – Statuses tab; click the Schedules – Schedules Details tab and make the changes. • To update Cost distribution, click on the Schedules – Details pageto go to the Distributions for Schedule page and change the chartstring. • Save the PO. • Click to budget check the PO again. • Save the PO again to save all changes.

38. Monitor Manage Requisitions pagefor status of “PO Dispatched” Modify the PO Select Amount Only checkbox on theLines – Attributes tab This allows multiple vouchers on the PO until total amount is reached. Designating a Blanket PO

39. Closing a Purchase Order (PO) • PO cannot be cancelled after vouchers entered against it; however, ERT can close it • Close PO only after vendor is aware of the necessity for closure & purchase order: • Is no longer viable, or • Cannot be canceled. • Closing a travel PO is joint effort between issuing department, ERT, & vendor

40. Chapter 6 of 7 Entering PO Vouchers

41. Req, PO, & Voucher Relationships

42. PO Vouchers • Monitor Manage Requisitions pagefor status of “PO Dispatched” • Enter a PO Voucher in Accounts Payable for: • Registration fees that need to be paid in advance • When travel is completed and ready to reimburse employee for out-of-pocket expenses • Payment to a consultant • PO vouchers are matched to corresponding POs before vendor payment is made

43. Invoice Number Format For travel/consultant PO vouchers, use: Last digit of current fiscal year; R, E, or C; traveler’s vendor ID without leading zeros; underscore (_); first travel or service date in MMDD format Examples: 1R9489_0601 for registration 1E9489_0601 for expenses 1C505_0601 for consultant

44. Voucher Life Cycle

45. PO Voucher Approval Workflow • Vouchers routed to ERT for approval: • Employee vendors using any expenseaccount • Consultant or student vendors using travel expense accounts • For restricted funds, ERT required to get manual approval from PAFT • After ERT electronically approves, vouchers will be budget checked in next batch process.

46. Supporting Documentation • Employee travel reimbursements • Requisition Details page with PO group boxes expanded) • Invoice Information Page (with Voucher ID & Postable Status) • Voucher Summary Page • TE Worksheet (with supporting receipts & documents) • All supporting documents (hotel bills, receipts, etc.) • Meeting documentation • For foreign travel, conversion sheets • Copy of the GSA • Cost Travel pages • Registration form (2 copies) • For executives – Executive Travel and Official Functions Expense Worksheet • Consultant payments • Requisition Details page with PO group boxes expanded) • Cost Travel – Travel Segment page • State of Texas Purchase Voucher form • Supporting documents

47. Chapter 7 of 7 Running Reports

48. Running Standard Reports IT Training

49. Running Public Queries Search Run Prompts(criteria) View Results Download

50. Wrap-Up • Security • Questions and answers • Log-out of PeopleSoft • Return all borrowed materials • Shut down PC & monitor