Advanced Travel/Reimbursement Training

Advanced Travel/Reimbursement Training

Agenda Travel Authorizations (TA) Entry issues TA Queries Expense Reports (ER) Expense Reports (ER) Linking TA s Student travel & reimb Reviewing Expense Types Identifying Errors Using new functions & shortcuts ER Queries Splitting lines Grant processing tips Applying Cash Advances Approver Two Step Modify/Cancel documents

Travel Authorization Multiple Lines 1 2 1. Navigate to the Create Travel Authorization page 2. The Default Location = the Destination 3. Use ONLY the following Expense Types: a) TA-Travel Authorization Encumbrance b) TA-Foreign Travel Auth Encumbrance 4. **(New Process)** a) If you have more than one funding source, you may enter MULTIPLE lines. 3 4 PeopleSoft Tips Do not encumber Airfare on Travel Authorization Please make sure your Travel Authorization is final approved before start of trip If traveling to a destination not listed above, select the closest city to the destination and add comment where the main destination is.

Default Location Code Query FMS Query Name: UTZ_TE_EXP_LOCATIONS PeopleSoft Tips No prompts will be required Query will open directly in Excel Filter by Description or Country

Travel Authorization Workflow Query 1 2 3 4 7 8 5a 5b 6 1. Navigate to FMS query view page and enter query: UTZ_TA_WF_AUDIT_ALL_STG 2. Enter prompt fields: a) GL Unit: always enter UTEP1 b) Datetime> select date to start from 3. Click View Results button 4. Output will export to an Excel file 5. (REQUIRED); Open file and set a Filter on row #2 a) Column L (Step)- select only P b) Column P (Dept)- select your department 6. You can also filter by Cost Centr & Project 7. Column A: has the pending travel authorization ID s 8. Column H & I: show the pending approvers

Travel Authorization Summary If more than one Funding Source, you may enter multiple lines. Use only Expense Types starting with TA Must be fully approved before start of trip Do not include Airfare Do not include Travel Agency charges Enter Default Travel Location Student Information Form should include department and contact

New Travel Linking Process- Step 1 1 2 3 1. Use the Quick Start dropdown menu. 2. Select A Travel Authorization for travel reimbursements only. 3. Select the GO button. 4. Click the Select button to LINK to the appropriate Travel Authorization to the current Expense Report. 4 PeopleSoft Tips Linking a Travel Authorization will: Populate the Expense Report fields from Travel Auth Disencumber funds from the Travel Authorization To search for available approved Travel Authorizations, enter travel dates in the From and To date fields.

New Travel Linking Process- Step 2 1 1. **(New Process)** a) Use the drop down arrow to MODIFY each line linked from Travel Auth 2. Select appropriate Expense Type(s): a) TR Foreign b) TR in State c) TR Out of St d) TR Stu/Non Empl 3. Update the following blank fields: a) Expense Date b) Amount Spent c) Payment Type 4. Click *Detail link to complete the line entry. 5. Select the + box to enter additional Expense Type lines as needed. 2 3a 3b 3c 4 5

New Travel Linking Process- Step 3 1b 1a Line 1 Line 2 2b 1c 2a 1. Update Line 1: a) Review Chart fields b) Enter new Speed Chart c) Review new Chart fields 2. Update Line 2: a) Review Chart fields b) Enter new Speed Chart c) Review new Chart fields 2c

Reviewing Expense Types o TA (codes): Use only for Travel Authorizations o NT (codes): Use for non-travel reimbursements o TR Foreign (codes): Use for Foreign travel o TR in State (codes): Use for in-state travel o TR Out of State (codes): Use for out of state travel o TR Stu/Non Employee (codes): Use for student travel PeopleSoft Tips Please note: Alaska, Hawaii, Puerto Rico, Canada, Mexico and other U.S. possessions are considered OUT OF STATE per state travel guidelines.

Non-Travel Expense Types Travel Guidelines Workshop/Seminars paid by UTEP: 1) Direct Pay Form or 2) Pro Card Workshop/Seminars pre-paid by Employee will be not be reimbursed until after the trip State funds may not be used for entertainment expenditures Registration Fees code applies for all in-state, out-state, foreign, student travel

Foreign Travel Expense Types Travel Guidelines Do not total Lodging and Meals, must have a separate expense line item by day For longer trips, contact Travel or Contracts & Grants Office Foreign-Meal Per Diem already includes but not limited to the following incidentals: Telephone, Internet, Copy For group travel, contact Travel or Contracts & Grants Office Do not use State funds for Foreign travel If you only have a State account, request a Transfer of Funds from the Budget Office

In State Travel Expense Types Travel Guidelines Do not total Lodging and Meals, must have a separate expense line item by day For longer trips, contact Travel or Contracts & Grants Office For group travel, contact Travel or Contracts & Grants Office Tips are not allowed on State or Grant funds Meal tips are allowed on non-state accounts if using meal actuals and are limited to the meal per diem Do not combine Actual and Per Diem meal expense types on the same expense report. You must select one method.

Out of State Travel Expense Types Travel Guidelines Do not total Lodging and Meals, must have a separate expense line item by day For longer trips, contact Travel or Contracts & Grants Office For group travel, contact Travel or Contracts & Grants Office Tips are not allowed on State or Grant funds Meal tips are allowed on Non-State accounts if using meal actuals and are limited to meal per diem Do not combine Actual and Per Diem meal expense types on the same expense report. You must select one method. Use Out of State Expense Type codes for travel to: Alaska, Hawaii, Puerto Rico, Canada, and Mexico, plus all U.S. Possessions.

Student Expense Types Travel Guidelines Do not total Lodging and Meals, must have a separate expense line item by day For longer trips, contact Travel or Contracts & Grants Office For group travel, contact Travel or Contracts & Grants Office Tips are not allowed on State or Grant funds Meal tips are allowed on Non-State accounts if using meal actuals and are limited to meal per diem Do not combine Actual and Per Diem meal expense types on the same expense report. You must select one method. Do not use State funds for Student travel

Student Travel & Reimbursements UTEP STUDENT ONLY 1) Not employed at UTEP 2) Verify student exists in travel. If not create a Student Information Form 3) Click User Defaults hyperlink on main page. Then select the Employee Data tab for status 4) Contact AP to review or set up in the PeopleSoft travel module 5) Use STU/Non Empl expense types 6) A Travel Authorization will route directly to Budget Authority 7) An Expense Report will route directly to Budget Authority UTEP STUDENT/EMPLOYEE 1) Use STU/Non Empl expense types 2) A Travel Authorization will route to the REPORTS TO of the student. If the reports to is vacant, submit a help desk ticket. 3) An Expense Report will route to the Student to Certify expenses. The PeopleSoft Office runs a process to move these forward. 4) All documents will then route to the Budget Authority. PeopleSoft Tip If you use any of the Job Codes in the table above, use the STU/Non Empl expense types

Using New Functions & Shortcuts Accounting Defaults Change funding source default for entire Expense Report Copy Selected Duplicate Expense Type lines. Will update entire line fields. Will not require additional field entries Multiple Expenses Duplicate Expense Type lines. Will not update entire line fields. Will require additional field entries An Existing Report Duplicate/Re-Create an entire expense report from a prior one. Use only for Predecessor Errors. You will need to create an Help Desk ticket to disencumber funds. Splitting lines Split funding sources in the Expense Type section on the main page

Using Accounting Defaults Link 1 1. Select Accounting Defaults link 2. Key-in Speed Chart and press the Enter key to update Accounting Summary fields. 3. Click OK button to return to the previous page 2 3 PeopleSoft Tips Populating the Accounting Defaults will update all the Accounting Detail line information for subsequent Expense Types This will speed up the entry for individual accounting lines

Using Copy Selected Function 3 1 4 1. Check the individual Select boxes for the lines you want to replicate or copy 2. Click the Copy Selected button 3. Select Copy Option and enter date(s): 1. Copy to One Date 2. Copy to Range of Dates 4. Click OK button to return to main page 2

Using Copy Selected Function 5. Review new *Expense Type lines 6. Review new *Expense Date lines 7. Review new *Amount Spent lines 8. Review *Payment Type & *Billing Type a) These fields were also copied 9. Review *Detail hyperlink a) Funding information was also copied 10. Note: Two new lines were added for each Expense Type and Expense Date Copy Selected 5 6 7 8 9

Using Multiple Expenses Function 5 1 2 6 7 1. Review Expense Types entered in Details section of the Expense Report Entry page 2. Identify possible Expense Types to duplicate to multiple travel dates 3. Select Multiple Expenses from the drop down menu 4. Click Add button 5. Enter Date Range of travel to duplicate Expense Types 6. Place a check mark next to the Expense Types to duplicate for date range selected. 7. Click Continue button to return to Expense Report Entry page. 3 4

Using Multiple Expenses Function 8 8. You will automatically return to the main Expense Report Entry page 9. Review original entries selected to Multiply from the previous page 10. These lines were duplicated for the additional day(s) selected. 11. Enter the Payment Type for the new blank fields 12. Select the Detail hyperlink for each line to populate the missing fields 13. Review the funding source(s) on the Accounting Details page 9 10 11 12

Using An Existing Report Function 1 5 2 6 3 4 8 7 1. Navigate to the travel CREATE page 2. Click Add a New Value tab 3. Enter Empl ID of Traveler 4. Click Add button 5. Expense Report Entry page will appear 6. Using Quick Start dropdown, select An Existing Report and click GO button 7. New window will appear 8. Enter date range of document to copy from 9. Click desired Expense Report to copy 9

Using An Existing Report Function 11 10 12 10. A new Expense Report Entry page will open up 11. A new Report ID: number will be assigned 12. The General Information section is pre-populated 13. The Details section and Expense Type lines are prepopulated from existing report selected 14. Change dates as necessary 13 14 PeopleSoft Tips Use ONLY when receiving predecessor errors

Splitting Expense Type Lines 1 1. Navigate to the Expense Report Entry page 2. Enter separate lines to split the transaction 3. Split the Amount Spent 4. Click the *Detail hyperlink for each line to navigate to the Accounting Detail page 5. Enter Speed Chart for each line split 2 3 4 5

Travel/Reimbursement Topics Apply Cash Advance Budget Checking Errors Modify/Cancel documents Approver Two Step Other Queries & Tips

Apply Cash Advance to Expense Report 1 2 1. Click Apply Cash Advance(s) link 2. Use magnifying glass to look up available Cash Advances 3. Select Cash Advance that corresponds to Expense Report 4. Click the OK button to apply Cash Advance to Expense Report 4 3

Apply Cash Advance to Expense Report 7 5 8 6 5. Review Apply Cash Advance page a) Total Advance Applied b) Total Employee Expenses c) Total Due Employee 6. Click the OK button to return to main page 7. Review Expense Report Entry page 8. Review Totals section a) Employee Expenses b) Cash Advances Applied c) Due Employee 9. Amounts for both pages should tie

Identifying Budget Errors 2 1 3 5 1. Click OK button 2. Click NO button 3. You will be sent back to the Commitment Control page 4. Click Go to Transaction Exceptions hyperlink at the bottom of the page 5. Line Exceptions page will open to display all Exception errors 6. Review Exception errors. Errors will be identified by line number 4 6

Identifying Budget Errors 7. Navigate to the Budget Overview page: Main Menu> Commitment Control> Review Budget Activities> Budget Overview 8. Review Budget Accounts: a) A4000 for Cost Centers b) G6170 & 6180 for Projects 9. Review Available Budget column 10. If you do not have enough funds a) Reconcile encumbrances for pending travel authorizations b) Request a transfer of funds c) Use another funding source 9 10 8 PeopleSoft Tip Reconcile Encumbrances monthly to identify any travel authorizations that need to be liquidated. Create a Help Desk ticket to disencumber completed travel authorizations.

Modify/Cancel Documents Returning documents SEND BACK button used by Approvers or Submit Help Desk ticket Correcting documents Modify page in Travel Authorization & Expense Report Main Menu> Travel and Expenses> Travel and Expense Center> (Travel Authorization or Expense Report)> Modify Canceling/Deleting documents DENY button used by Approvers or Submit Help Desk ticket

Approver Two Step 1 1. Click the Approve button at the bottom of the travel document 2. Click the OK button on the next page to submit confirmation 2

Expense Report Workflow Query 1 2 4 3 7 8 5a 5b 6 5c 1. Navigate to FMS query view page and enter query: UTZ_EX_WF_AUDIT_ALL_STG 2. Enter prompts: a) GL Unit: always enter UTEP1 b) Datetime> select date to start from 3. Click View Results button 4. Output will export to an Excel file 5. (REQUIRED); Open file and set a Filter on row #2 a) Column L (Step)- select only P b) Column Q (Dept)- select your department c) Column Y (Status)- select PAR and SUB 6. You can also filter by Cost Centr or Project 7. Column F: has the pending Expense Report ID s 8. Column H & I: show the pending approvers

Expense Report Tips Use Quick Start dropdown to LINK travel authorization Documents with missing attachments will be returned Upload reimbursement receipts Flight itinerary Hotel receipt showing method of payment and traveler Registration receipt showing method of payment and traveler Constructive Airfare quote (if needed) Transportation receipts Use the XE.COM for converting foreign travel receipts Use correct Expense Type codes o NT= Non Travel reimbursements o TR Foreign= Travel foreign o TR in State= Travel in-state o TR Out of St= Travel out of state (Mexico, Canada, Puerto Rico ) o TR Stu/Non Empl= Travel student

Reimbursements of $250+ 1) Reimbursements of $250 or more from the same vendor on same day require an Exception Memo from the account owner. Memo must include Explanation why a PO was not created 2) Attach Exception Memo to Expense Report before submitting for approval Include Exception Memo on the Attachments hyperlink

Grant Travel Tips Need to include transportation method: Airfare, attach formal receipt including method of payment and traveler information Other methods, enter notes in Comments section Link Travel Authorization to the Expense Report Exception memo, if not using state travel agencies Memo sent to Tony Romero in AP for approval Attach approved exception memo to Expense Report Attach all pertinent receipts to Expense Report Expense Reports with missing receipts will be returned

Grant Group Travel of 20+ 1) The PI can create a Group Travel Memo instead of creating individual Travel Authorizations & APS forms for groups of 20 or more. 2) Group Travel Memo must include: Complete list of Travelers on body of memo Destination Purpose of trip Benefit to the grant 3) Memo and travel receipts for each individual must be attached to the PI s Expense Report.

Travel Authorization Rollover Purchase Order Rollover Hardcopies no longer necessary: Non-PO Vouchers Expense Reports

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