PantherSoft Financials Travel & Expense

1. PantherSoft FinancialsTravel & Expense Office of the Controller

2. Agenda • Travel & Expense Terms • Travel Authorization • Cash Advance • Expense Report • Website • Travel Policy & Procedure Office of the Controller

3. Travel & Expense Terms Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger. Cash Advance (CA): Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. CA’s are treated as an Accounts Receivable in the General Ledger. Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee. Office of the Controller

4. Travel & Expense Terms Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business. Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters. Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s official headquarters. Foreign Travel: Travel to foreign countries and non U.S. possessions and territories. Official Headquarters: The University campus where the employee’s office is located. Office of the Controller

5. Travel & Expense Terms Proxy – is when an employee has the access to create Travel Authorizations, Cash Advances and Expense Reports for another employee. In order to add or become a Proxy do one of the following: • The TRAVELER wanting to make another their Proxy: • Navigate to MyFIU > Financials Self Service > Employee Self Service >Travel & Expense Center > Profiles and Preferences > Delegate Entry  Authority > click the ‘+’ symbol – enter the Panther Id of the person you wish to give the delegation – tab to insure this is the correct person – click the yellow Save button – click the OK button • Go to UPK training guide to practice and learn to perform action stated above Office of the Controller

6. Travel Authorization A few reminders before creating a TA: • Proxy access must be delegated in order to create a TA for someone else. • Traveler’s Panther Id • Trip dates & destination • Total estimated expenses • Correct Speedtype Office of the Controller

7. Travel Authorization Using MYFIU Portal

8. Travel AuthorizationPantherSoft Financials Office of the Controller

9. Travel Authorization Office of the Controller

10. Travel Authorization Office of the Controller

11. Travel Authorization Office of the Controller

12. Travel Authorization Office of the Controller

13. Travel Authorization This is your DESTINATION Location Florida Office of the Controller

14. Travel Authorization • The Description field should be explanatory and give everyone an immediate sense of what or why the document was • created. • Examples: • 1737204 – Golden Panther • FIU01 – 4400010999 • Golden Panther Convention @ Shark Valley • Recruiting trip • City, State Office of the Controller

15. Travel Authorization The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University. Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA. Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $600, Conference $950, Airfare $700 = $2500. List the estimated “Out of Pocket” expenses for traveler as actual Expense Types. Billing Type is always “FIU Expense”. Office of the Controller

16. Travel Authorization The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel. Office of the Controller

17. Travel Authorization Office of the Controller

18. Travel Authorization Office of the Controller

19. Travel Authorization Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements. To make travel arrangements you must contact Foundation at ext. 7-3758. Office of the Controller

20. Travel Authorization If an error flag appears, click it and it will take you to the error to make corrected Office of the Controller

21. Travel Authorization

22. Travel Authorization - Expense Account & Cost PID Cost PID is mandatory for all funds using 651 and 652 The “Expense Type” you choose will determine the Account and Alt Account to be charged. Never change the Account and Alt Account that it is systematically populated. Office of the Controller

23. Travel Authorization

24. Travel Authorization Workflow Departmental Expense Manager Approves HR Supervisor Approves Project Manager Approves (Only if paid by a Project) Prepare/Submit Travel Authorization • Once T.A. is approved • Make Travel arrangements • Funds are encumbered

25. How to View a Travel Authorization

26. How to View a Travel Authorization

27. How to View a Travel Authorization

28. A few reminders before deleting a TA • A TA can be deleted before submitted. • If a TA has been submitted or is in queue it needs to be sent back to the submitter before it can be deleted. • If a TA has been fully approved and budget checked, it needs to be cancelled; not deleted. (In order to release the encumbrance)

29. How to delete a Travel Authorization Main Menu>Employee Self Service>Travel and Expense Center> Travel Authorization>Delete Insert PID of the submitter

30. How to delete a Travel Authorization

31. Cash Advance To request a Cash Advance an Approved Travel Authorization is required. Follow this navigation: Main Menu>Employee Self Service>Cash Advance>Create Office of the Controller

32. Cash Advance Office of the Controller

33. Cash Advance Office of the Controller

34. Cash Advance Only one line is needed for all expenses in the cash advance. Office of the Controller

35. Cash Advance Workflow Prepare Cash Advance Prepay Auditor Approval HR Supervisor Approval

36. Expense Report A few reminders before creating an ER: • Panther ID for Traveler • Receipts • Agendas for Conferences, Conventions, Workshops or Seminars • Travel Authorization Number & Cash Advance Number (If it applies) • Correct Speedtype • Departmental and FIU Travel Card charges • All information to avoid a supplemental Expense Report if at all possible • Prepare Lost Receipt(s) Form for all missing and lost receipts. http://finance.fiu.edu/controller/Docs/TRAVEL_LOSTRECEIPT_FORM.pdf • Additional Documents may be required by the Travel Department • Any questions refer to the Travel Manual http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf

37. Expense Report • Use marker to block or fold under any “Bar Codes” from vendors so as to not interfere with the Expense Report Bar code

38. Expense Report Office of the Controller

39. Expense Report Choose the Panther ID of the traveler you wish to create the Expense Report for. Office of the Controller

40. Expense Report After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted. These are travel dates; not submission dates. If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry.” Office of the Controller

41. Expense Report You can also associate a TA by using More Options

42. Expense Report Office of the Controller

43. Office of the Controller Expense Report • Accounting Defaults: • If Expense Report is populated from a Travel Authorization, the default is what was entered on the TA. • If blank Expense Report (non travel or vicinity travel) – the default department is the employee’s department. • It may or may not be the desired place where you wish to charge a transaction.

44. Expense Report Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75. Office of the Controller

45. Expense Report

46. Expense Report Importing My wallet Transactions to an ER reminders: • To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”. • Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card. • You can import these charges directly to your expense report. • These charges will come over to your ER as a “University Credit Card”.

47. Expense Report

48. Expense Report Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75. Office of the Controller

49. Expense Report Office of the Controller

50. Expense Report Office of the Controller