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PeopleSoft Travel and Expenses (aka T&E, TRIP) - PowerPoint PPT Presentation

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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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Peoplesoft travel and expenses aka t e trip l.jpg
PeopleSoft Travel and Expenses (aka T&E, TRIP)

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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

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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

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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

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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

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MU Roll-Out Six Month Plan

T&E Presentation – Student Affairs – June 2011

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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

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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

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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

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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)

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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

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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

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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

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Questions / Assistance

  • UM Tutorials and Guides


  • Rita Wells, Accounting Services

    • Email:, Voice: 882-2483

  • Laura Bradshaw-Straub, Accounting Services

    • Email:, Voice: 882-6433