People Soft Travel and Expense Advanced Topics

1. People Soft Travel and ExpenseAdvanced Topics

2. Agenda • Frequent User versus Occasional User • Public versus private templates • Creating documents from templates • Creating documents from previous documents • General Information Drop Down menu • Add New Expenses – Multiple Expenses • Business Meal Attendees • Hotel Wizard • Moving columns • Where is the payment in process – view the payment

3. Frequent User versus Occasional User • Occasional User – the view we use now • Select the line, a new page opens • Additional drilling to chart string • Frequent User – a view that allows one to see fields in tabs • No longer need to click hyperlink and open a new page • Easier drill to chart string

4. Occasional User Data Entry

5. To change user preferences:

6. Frequent User Data Entry

9. Public versus Private Templates Two types of template available in Peoplesoft • Public – everyone can see and use

10. Public versus Private Temples • Public templates • Domestic Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals. • Exp Travel Mileage template has an expense type for automobile mileage • Foreign Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals. • Private – only user can see them • Add any expense types you may frequently use

11. Creating a Template

13. Add a descriptionAdd the expense types

14. Creating documents from templates

15. Enter the date range and select the expense types

16. The new expense report contains all the lines with dates

17. Creating documents from previous documents

18. Change the dates and dollars, delete any unnecessary lines

19. Change user defaults – create an expense report by copying from a template or travel authorization

20. General Information More Options drop down menu- Attach a TA after the ER is started- Printable View

21. Add New Expenses – Multiple Expenses

22. Enter the date range

23. Select the expense types

24. The expense report lines are added, based on the selection made.

25. Business Meal Attendees PeopleSoft contains functionality to easily add additional attendees at a business meal, which fulfills the requirements of the IRS Accountable Plan Rules. The following example illustrates the Add Additional Attendees functionality.

26. Business Meal Attendees

27. Business Meal Attendees

28. Hotel Wizard • PeopleSoft facilitates the itemization of a hotel bill: room, parking, room services, etc. • Stepping through the Hotel Wizard will create the correct lines on the Expense Report, using the correct accounts.

29. 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.

30. 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.) 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.

31. 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.

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

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

34. 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.

35. 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.

36. 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.

37. Moving columns – Personalize link

38. Any time there is a Personalize link, the column order can be changed: travel and expenses, journals, requisitions….

39. Where is the expense report? Report status = • Pending – never submitted, or sent back • In process – Approvals in Process – in prepay auditor worklist • Submitted – Submitted for Approval - in department approver worklist • Staged – will be paid by Procurement Service, the next time checks are produced • Paid • Denied – by either department approver or prepay auditor (cannot be resubmitted

40. Ways to find payment information • T&E Employee Expense Payments – by check • T&E Employee Expense History – by expense report • Accounts Payable

41. T&E Employee Expense Payments – by check Navigation: - Employee Self Service, Travel and Expenses, Review Payments OR - T&E Administration, Process Expenses, Review Payments, Payment History

42. Drill to detail

43. Employee Expense History – by report number Navigation: - Employee Self Service, Travel and Expenses, Review Payments OR - T&E Administration, Process Expenses, Review Payments, Payment History

44. View Payments through Accounts Payable

45. View Payments through Accounts Payable - select vendor – alpha by first name

46. View Payments through Accounts Payable Source - EXPN = T&E module Payment Reference ID = check number Reconciliation Status = - Unreconciled – not cashed - Reconciled – cashed Reconcile Date = date UVM’s bank processed cashed check

47. Questions?