Travel 2: Travel and Expense Reimbursements

1. Travel 2: Travel and Expense Reimbursements

2. Terminology • Travel Authorization (VE5) – The initial travel request created by the processor or admin before the travel. • Expense Report (VP2/VP5) – Expense reimbursement process initiated by the processor only after the travel authorization has been approved and the travel has been completed. • Workflow- approval routing process.

3. Travel Process • Initiator: Submit Travel Authorization Form for department approval • Initiator: Select Cash Advance box (Optional) Yellow : Interim Approval Process Green: PeopleSoft Process • Processor: Enter Travel Authorization into PeopleSoft • Initiator: Submits Travel Reimbursement Form for department approval Start Here • Processor: Enter travel reimbursement information into PeopleSoft

4. Interim Approval Process • The Initiator will receive an email notification to process this form. • Form will be linked to the email. • Traveler’s information is pre-populated from the travel authorization.

5. Interim Approval Process 1 2 • Click Add Document to upload receipts. • Enter Additional Comments. (If needed) • Enter Actual Cost for travel. • Click Submit Receipts to send form to the traveler for certification. 3 4

6. Creating a Travel Expense Report Main Menu > Travel and Expenses > Travel and Expense Center

7. Creating a Travel Expense Report Click Create under Expense Report.

8. Creating a Travel Expense Report • Click on the Add a New Value tab. • Enter the Empl ID or click on the magnifying glass to look for the employee to create Travel Authorization. • Search by using either Empl ID or Name to look up the employee and select the employee. • Click on Add. 1 2 4 3

9. Creating a Travel Expense Report • Select Travel Authorization from the Quick Start drop down menu. 1

10. Creating a Travel Expense Report • Click the Select button to choose the Travel Authorization for the Expense Report. 1

11. Creating a Travel Expense Report Section A: General Information – Prepopulates from the Travel Authorization. Justification Section B: Details – Enter the information for your Expense Report. Section C: Totals – Indicates the amount spent on the travel.

12. Creating a Travel Expense Report Section A 1 Justification • Section A, under General Information, verify: • Description • Business Purpose • Comment • Default Location

13. Creating a Travel Expense Report Section B, clear the TA-Travel-Auth-Encumbrance in the Expense Type field. Click on the Select Option box. Click on Delete Selected button. Section B

14. Creating a Travel Expense Report Click the drop down menu for Expense Type to select the expenses and enter all the expenses. Complete the rest of the fields under the Overview tab. Click to complete the Accounting Details. 2 3 1

15. Creating a Travel Expense Report For Non-Grants travel, verify defaulted chartfield strings and modify if necessary. Click OK to return to the main page. 1 Note: For Grants Travel, verify or enter information for PC Business Unit, Project, and Activity fields. DO NOT include Cost Center. 2

16. Creating a Travel Expense Report Click the drop down menu for Expense Type to select the expenses and enter additional expenses. Complete the rest of the fields under the Overview tab. Click to complete the Accounting Details. 3 2 1

17. Creating a Travel Expense Report In Section B: Click Overview tab. Click on Check For Errors. 1 2

18. Creating a Travel Expense Report Click Save For Later buttonto get report ID number. 1

19. Creating a Travel Expense Report The Report ID is automatically populated. Click Submit button to process. 1 Justification 2

20. Creating a Travel Expense Report Click the OK button to confirm.

21. Creating a Travel Expense Report Note: The Status changes to Approved for Payment.

22. Expense Report: Employee Reimbursements • The expense report tool is also used for non travel employee reimbursements incurred on behalf of the university that are eligible to be reimbursed.

23. Interim Approval Process Employee reimbursements. 1 2 3 5 4 • Enter Cost Center/Project ID. • Enter Amount. • Enter User ID of Employee being Reimbursed. • Enter Type of expense. • Enter Amount. • Add Document to attach receipts. • Click OK to send for approval 6 7

24. Creating an Expense Report- Employee Reimbursements Main Menu > Travel and Expenses > Travel and Expense Center

25. Creating an Expense Report- Employee Reimbursements Click Create under Expense Report.

26. Creating an Expense Report- Employee Reimbursements • Click on the Add a New Value tab. • Enter the Empl ID or click on the magnifying glass to look for the employee Travel Authorization. • Search by Name to look up the employee and select the employee. • Click on Add. 1 3 2 4

27. Creating an Expense Report- Employee Reimbursements • Under Section A: Verify A Blank Report is selected from the Quick Start drop-down menu. • Enter a short description for Description. • For non-travel, select NT-Other from the drop-down. Section A 1 2 3

28. Creating an Expense Report- Employee Reimbursements • In Section B, under the Overview tab, complete: Expense Type, Expense Date, Amount Spent, Payment Type, Billing Type. • Click to complete the Accounting Details. Section B 2 1

29. Creating an Expense Report- Employee Reimbursements • Verify or modify the defaulted General Ledger Chartfields • Click OK to return to the details in Section B. 1 2

30. Creating an Expense Report- Employee Reimbursements In Section B: Click Detail tab. Enter brief description in the Description Field. Click on Check For Errors button. 1 2 3

31. Creating an Expense Report- Employee Reimbursements Click on Save For Later button. The Report ID populates automatically. Click on Submit button to process. 2 1 3

32. Creating an Expense Report- Employee Reimbursements Click the OK button to confirm.

33. Creating an Expense Report- Employee Reimbursements Note: Status changes to Approved for Payment.

34. Let us take a break

35. Expense Report Examples • Travel expense reports interim approval process • Initiator: Process travel reimbursement • Traveler: Certify travel reimbursement • Approver: Approve travel reimbursement • Travel expense reports in PeopleSoft a) Multiple-Day travel (Short version) • Employee Expense reports interim approval process • Multiple Item purchase • Employee Expense reports in PeopleSoft a) Multiple Item purchase

36. References • Additional information and resources can be found on the PeopleSoft website. • Job Aids • Power Point slides • Quick Guides • Crosswalk • UPKs

37. Classroom Summary • Topic summary. • Web page location. (Peoplesoft.utep.edu) • Training materials and UPK’s available. • Help Desk support available. • Drop in sessions available May 5th. • FAQ’s will be posted on the web site.

38. Questions

39. Thank You!