PeopleSoft T & E Module

1. PeopleSoft T & E Module Challenges and Successes

2. Challenges • Getting workflow set up • Training faculty and staff • Cash advance module • Hanging encumbrances • Closing Travel Authorizations

3. Challenges - Workflow • Determine workflow and get it set up quickly • We use a three tier approval for most. • Budget Manager tier one • VP or President tier two • When grant is involved goes next to Grant approver • The last approver, tier three, is always the AP Auditor before payment is made

4. Solution - Workflow • To solve issues with workflow • All levels were involved in process • Communication is key • Budget office must be in contact with Accounting because Accounting oversees workflow • This is a two way street

5. Challenges - Training • We offered several training sessions, but found it difficult to get people to attend • We had a mandatory athletics training for all the coaches • New employee training

6. Solution - Training • We hope to develop an on line training program for use by employees • We try to send out Travel Tips for the Week

7. Challenges – Cash Advance • Process is confusing for most • Multiple dept requester is an issue • Confusing for requester when applying to expense report • Confusing for Business Office • Reconciling cash advances has issues • Zero CA does not always reconcile • Journal entry created from manual recon

8. Solutions – Cash Advance • Training is the best solution • Multiple dept requester must work closely with approver • You only apply amount of cash advance used • Have requester print out copy of page showing balance owed • DBI is needed when zero CA hangs up • Journal entry is corrected manually

9. Challenges – Hanging Encumbrances • Encumbrances do not always release correctly • Requestors sometimes delete lines • Requestors do not always use the entire amt

10. Solution – Hanging Enc • Training is important • Remind individuals not to delete lines • You enter credit lines or deny the lines • There is a process you run to relieve them • BOR_KK_OPEN_TAUTH_ENC_CLS • Sometimes it takes more than a day to update • Sometimes ITS has to run

11. Challenges – Travel Auth • People do not always travel and sometimes miss applying the TAuth to the expense report • Date issues with TAuth

12. Solution - TAuth • Keeping up with TAuth • I use Cancel Travel Authorizations to know what is out there • Individuals are contacted if travels dates have passed • We try hard to catch during expense review • When cancelling a TAuth, check accounting date

13. Reconciling • We reconcile the Asset accounts related to travel and leave the expense accounts to the budget managers • Copies of Hotel Advance payments are provided to expense processor • We track Cash Advances to ensure compliance with policies

14. Reconciling • Accounts • 132160 • 132170 • 132300 • 133100 • 211500

15. Recon - 132160 • We modified BOR_EX_OPEN_PREPAID_BAL to better suit us, 840_EX_OPEN_PREPAID • We compare the information from expense module to the general ledger trial balance • We review for uncleared items • Manual adjustments are made each month • Ex. Registration prepaid with PCard and expensed at that time, but requestor included on expense report

16. Recon - 132170 • We do not normally have prepaid travel for non-employees • This area would not be included in the expense module • We would track the prepaid manually to be sure items were expensed

17. Recon – 132300 • Modified BOR_EX_OPEN_CASHADV_BAL to better suit us, 840_EX_OPEN_CASHADV_BAL • We compare the information from expense module to the general ledger trial balance • This allows you to track outstanding cash advances to ensure policies are followed

18. Recon – 133100 • We use general ledger detail, 840_AUD_GL_BAL_SHEET_DETAIL_PR • We compare receipts from Banner loads to postings from expense module. • Areas to look at • Receipts are posted before expense report is approved and posted to gl • A cash advance may be reconciled but receipt has not posted

19. Recon – 211500 • We use BOR_EX_OPEN_LIABILITY_IN_EX and BOR_EX_OPEN_LIABILITY_NOT_FND • We compare the information from expense module to the general ledger trial balance • It is possible to have timing issues with this query • The query has had issues with doubling some amounts in the past • If someone puts a cash advance to one dept and then the expense report to another it will show both items all year

20. PeopleSoft T & E Module • WRAP UP • Challenges with the expense module • Solutions we found • Reconciliations

21. PeopleSoft T & E Module • Questions????? • Contact info Lee H. Veal Middle Georgia College lveal@mgc.edu 478 934-3513