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PeopleSoft Travel & Expense Module. Tips and Tricks. Resetting Password. A PeopleSoft user can reset his/her own password unless the account has been locked Go to Employee Self Service Portal https ://fprod-selfservice.gafirst.usg.edu Click on the ‘Forgot My Password’ link
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PeopleSoftTravel & Expense Module Tips and Tricks
Resetting Password • A PeopleSoft user can reset his/her own password unless the account has been locked • Go to Employee Self Service Portal https://fprod-selfservice.gafirst.usg.edu • Click on the ‘Forgot My Password’ link • System will ask you several questions and will email you a temporary password. • If you are unable to reset your password, your account is locked and you will need to contact the ITS helpdesk for a reset.
Profile Defaults • Every user has a profile that will allow defaults to be set up. • These defaults will populate on every expense report but can be changed on individual reports. • Typical defaults are: • Chartstring • Origination location • Business Purpose • Description • Delegates cannot access the profile of an employee they are doing data entry for.
Templates • Templates can be used to ease data entry. • Can be helpful for multi-day trips.
Templates • Template Demonstration
Understanding Workflow • All transactions must be approved by at least one departmental approver and the AP/Travel Office. • View the workflow routing to see where a transaction is in the process. • A reassigned transaction means that it has escalated due to no activity and has been reassigned back to the required approver. • Transactions on hold mean they have been placed on hold by the approver.
Budget Errors • An expense report must have a valid budget check to allow an approval. • Approvers should verify the budget status. • It is not necessary to budget check the transaction; it will automatically budget check during the next batch process. • Budget Errors can be viewed on the Budget Exceptions page
Hotel Wizard • The hotel wizard is a tool to assist the traveler in splitting a hotel bill that has various expense types (i.e. room cost, parking, internet, etc.)
Hotel Wizard • Demonstration of Hotel Wizard
Destination Location Lookup • Locations can be searched by State/Country or by city if the state or country code is not known.
Destination Location Lookup Search by Expense Location and Enter the State or Country Abbreviation
Destination Location Lookup • Search by Description and enter the City
Copying Expense Lines • Expense lines can be copied for one or more days.
Printing Expense Reports • Printable View link • Ensure landscape format is selected • What about the REN server error?
Expense Report Status • Pending – expense report can be modified by the traveler or delegate; it has not been submitted into workflow. • Submitted for Approval – expense report has been submitted to the first approver • Approvals in Process – expense report has been approved by at least one approver but not all approvers. • Approved for Payment – expense report has received the final approval from the travel office and is being processed for payment. • Paid – expense report has been paid. • Closed – typically means an error has occurred and a ticket must be issued to ITS in Athens.
Multiple Chartstrings • An overall expense report can be split among multiple chartstrings • An individual expense type/line can also be split amount multiple chartstrings.
Entering Comments • Travelers can use the comments field to document additional information or issues/problems experienced while on travel status. • Replaces having to submit separate, approved justifications. • Utilizing the comments field will allow the Approving Official to easily view the explanation at time of approval. • Enter the expense date, expense type and brief explanation/justification • Remember a very brief statement is all that is required.
