PeopleSoft Travel and Expenses (aka T&E, TRIP)

1. PeopleSoft Travel and Expenses (aka T&E, TRIP)

2. Purpose of T&E Module • Used to reimburse employees for travel expenses • Expense Reports (ER) are created and approved online • Replaces the old method of • Preparing non-PO vouchers • Travel Trip Expense Detail forms • Routing paper forms for approval

3. Benefits to Employees • Expense Reports (ER) can be prepared and approved from any computer with internet access • Status of travel expense transactions can be tracked online by traveler • Faster reimbursements

4. Who is Affected by T&E Module? • All University employees who travel • Non-employees, such as guest speakers, and student employees who travel for student organizations, will continue to use paper travel expense forms and non-PO vouchers for their travel reimbursements

5. Start Date • T&E Go-Live date was July 5, 2011 • Six month phase-in period • All MU departments will be using the T&E module by December 31, 2011 • New paper forms for employees and transitional forms will remain available until December 31, 2011. • Non-employee forms will remain available

6. MU Roll-Out Six Month Plan T&E Presentation – Student Affairs – June 2011

7. Approval Process • Expense Report (ER) are created in PS Travel & Expenses by the traveler or their delegate • Workflow routes ER through approval process after traveler/delegate “submits” • To Principal Investigator (PI)/Program Manager (PM) if grant funded • To Fiscal Approver assigned by unit • To Accounting on exception basis

8. Approval Process (Cont.) Create and submit ER online Routes to PI/PM if charged to grant Fiscal Approval Routes to Accounting if exceptions Traveler paid

9. Approval Process (Cont.) • HR Supervisors/Administrative Superiors are not required to approve ER in T&E • Administrative Superior/HR Supervisor approval is still required per policy; may be formal or informal/verbal. • HR supervisor/Administrative Superior will receive notification about direct report’s travel via monthly email messages • Can view web report for more detail

10. Use of Delegates • An employee may delegate authority to prepare their electronic ER to another employee (may have one or multiple delegates) • Fiscal approval for travel purposes may be delegated by assigning multiple employees on a particular DeptID or Department Node. Delegate for fiscal approval may also be assigned in T&E (one delegate and giving away your approval during that time)

11. Major Travel Policy Changes • New policies effective July 1, 2011 • Only require fiscal approval unless travel is funded by a grant • Meal reimbursements based upon per diems, not actual expenditures • Campuses cannot impose more restrictive policies than BPM

12. Switch to Per Diems-DOMESTIC • Domestic meal allowances determined by hours in travel status • Less than 8 hours, $0 • 8 hours and less than 12 hours, $21 • 12 hours or more, $42 • Requires an overnight stay

13. Switch to Per Diems (FOREIGN) • Foreign meal allowances according to U.S. Dept. of Defense guidelines • Foreign currency amounts that are entered in Expense Reports are converted automatically to U.S. dollars • No manual currency conversions required

14. Questions / Assistance • UM Tutorials and Guides • https://doit.missouri.edu/training/peoplesoft/financials/travel_and_expenses.html • Rita Wells, Accounting Services • Email: byrdr@missouri.edu, Voice: 882-2483 • Laura Bradshaw-Straub, Accounting Services • Email: bradshawstraubl@missouri.edu, Voice: 882-6433