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PeopleSoft Travel and Expenses (aka T&E, TRIP)

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PeopleSoft Travel and Expenses (aka T&E, TRIP). Purpose of T&E Module. Used to reimburse employees for travel expenses Expense Reports (ER) are created and approved online Replaces the old method of Preparing non-PO vouchers Travel Trip Expense Detail forms

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Presentation Transcript
purpose of t e module
Purpose of T&E Module
  • Used to reimburse employees for travel expenses
    • Expense Reports (ER) are created and approved online
    • Replaces the old method of
      • Preparing non-PO vouchers
      • Travel Trip Expense Detail forms
      • Routing paper forms for approval
benefits to employees
Benefits to Employees
  • Expense Reports (ER) can be prepared and approved from any computer with internet access
    • Status of travel expense transactions can be tracked online by traveler
  • Faster reimbursements
who is affected by t e module
Who is Affected by T&E Module?
  • All University employees who travel
    • Non-employees, such as guest speakers, and student employees who travel for student organizations, will continue to use paper travel expense forms and non-PO vouchers for their travel reimbursements
start date
Start Date
  • T&E Go-Live date was July 5, 2011
  • Six month phase-in period
    • All MU departments will be using the T&E module by December 31, 2011
  • New paper forms for employees and transitional forms will remain available until December 31, 2011.
  • Non-employee forms will remain available
mu roll out six month plan
MU Roll-Out Six Month Plan

T&E Presentation – Student Affairs – June 2011

approval process
Approval Process
  • Expense Report (ER) are created in PS Travel & Expenses by the traveler or their delegate
  • Workflow routes ER through approval process after traveler/delegate “submits”
    • To Principal Investigator (PI)/Program Manager (PM) if grant funded
    • To Fiscal Approver assigned by unit
    • To Accounting on exception basis
approval process cont
Approval Process (Cont.)

Create and submit ER online

Routes to PI/PM if charged to grant

Fiscal Approval

Routes to Accounting if exceptions

Traveler paid

approval process cont9
Approval Process (Cont.)
  • HR Supervisors/Administrative Superiors are not required to approve ER in T&E
    • Administrative Superior/HR Supervisor approval is still required per policy; may be formal or informal/verbal.
    • HR supervisor/Administrative Superior will receive notification about direct report’s travel via monthly email messages
      • Can view web report for more detail
use of delegates
Use of Delegates
  • An employee may delegate authority to prepare their electronic ER to another employee (may have one or multiple delegates)
  • Fiscal approval for travel purposes may be delegated by assigning multiple employees on a particular DeptID or Department Node. Delegate for fiscal approval may also be assigned in T&E (one delegate and giving away your approval during that time)
major travel policy changes
Major Travel Policy Changes
  • New policies effective July 1, 2011
    • Only require fiscal approval unless travel is funded by a grant
    • Meal reimbursements based upon per diems, not actual expenditures
    • Campuses cannot impose more restrictive policies than BPM
switch to per diems domestic
Switch to Per Diems-DOMESTIC
  • Domestic meal allowances determined by hours in travel status
    • Less than 8 hours, $0
    • 8 hours and less than 12 hours, $21
    • 12 hours or more, $42
  • Requires an overnight stay
switch to per diems foreign
Switch to Per Diems (FOREIGN)
  • Foreign meal allowances according to U.S. Dept. of Defense guidelines
    • Foreign currency amounts that are entered in Expense Reports are converted automatically to U.S. dollars
      • No manual currency conversions required
questions assistance
Questions / Assistance
  • UM Tutorials and Guides
    • https://doit.missouri.edu/training/peoplesoft/financials/travel_and_expenses.html
  • Rita Wells, Accounting Services
  • Laura Bradshaw-Straub, Accounting Services
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