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People Soft Travel and Expense Advanced Topics. Agenda. Frequent User versus Occasional User Public versus private templates Creating documents from templates Creating documents from previous documents General Information Drop Down menu Add New Expenses – Multiple Expenses

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Presentation Transcript
agenda
Agenda
  • Frequent User versus Occasional User
  • Public versus private templates
  • Creating documents from templates
  • Creating documents from previous documents
  • General Information Drop Down menu
  • Add New Expenses – Multiple Expenses
  • Business Meal Attendees
  • Hotel Wizard
  • Moving columns
  • Where is the payment in process – view the payment
frequent user versus occasional user
Frequent User versus Occasional User
  • Occasional User – the view we use now
    • Select the line, a new page opens
      • Additional drilling to chart string
  • Frequent User – a view that allows one to see fields in tabs
    • No longer need to click hyperlink and open a new page
    • Easier drill to chart string
public versus private templates
Public versus Private Templates

Two types of template available in Peoplesoft

  • Public – everyone can see and use
public versus private temples
Public versus Private Temples
  • Public templates
    • Domestic Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals.
    • Exp Travel Mileage template has an expense type for automobile mileage
    • Foreign Expense Report template has expense types for airfare, automobile rental, rental car gasoline, hotel/lodging, and meals.
  • Private – only user can see them
    • Add any expense types you may frequently use
change user defaults create an expense report by copying from a template or travel authorization
Change user defaults – create an expense report by copying from a template or travel authorization
general information more options drop down menu attach a ta after the er is started printable view
General Information More Options drop down menu- Attach a TA after the ER is started- Printable View
business meal attendees
Business Meal Attendees

PeopleSoft contains functionality to easily add

additional attendees at a business meal, which

fulfills the requirements of the IRS Accountable

Plan Rules. The following example illustrates the

Add Additional Attendees functionality.

hotel wizard
Hotel Wizard
  • PeopleSoft facilitates the itemization of a hotel bill: room, parking, room services, etc.
  • Stepping through the Hotel Wizard will create the correct lines on the Expense Report, using the correct accounts.
slide29

1.) Enter each expense for this report by choosing it from the drop-down menu under Expense Type.

2.) Click on the Detail link to fill in the required fields for this expense.

slide30

Which fields must be completed for each transaction varies by expense type. (For example, Hotel expense must include the number of nights and Airfare must include the ticket number.)

If you have a Hotel Bill that includes room charges, room service (meals), parking, or other services, you can easily sort these on your Expense Report by choosing the Itemize Hotel Bill link on your expense detail page.

slide31

The Itemize Hotel Bill link will open a listing to allow you to choose types of charges which were incurred on your hotel bill. Simply check the appropriate expense types from your bill, then click Continue.

slide32

PeopleSoft will ask for the amounts that make up each of the lines you have selected:

Room Charge

Room Service (meals)

Parking

slide33

Once you’ve entered an amount for the Room Charge, click Continue. This will bring you to the next item: Room Service.

slide34

Notice that the software keeps a running total of your hotel bill on the right hand side of the page.

Under Room Service, enter a Date, Meal Type and Dollar Amount, then click Continue.

slide35

Continue entering detail in this way until you have accounted for all hotel expenses. When you are finished, the system will congratulate you.

Your Hotel Bill is in balance and you can return to the Expense Report by clicking the Done button.

slide36

Once the Hotel Bill is itemized, the expense lines will be populated in your Expense Report for you.

To add more expense lines, click on the + button on the right or the Add button under New Expense.

slide38
Any time there is a Personalize link, the column order can be changed: travel and expenses, journals, requisitions….
where is the expense report
Where is the expense report?

Report status =

  • Pending – never submitted, or sent back
  • In process – Approvals in Process – in prepay auditor worklist
  • Submitted – Submitted for Approval - in department approver worklist
  • Staged – will be paid by Procurement Service, the next time checks are produced
  • Paid
  • Denied – by either department approver or prepay auditor (cannot be resubmitted
ways to find payment information
Ways to find payment information
  • T&E Employee Expense Payments – by check
  • T&E Employee Expense History – by expense report
  • Accounts Payable
t e employee expense payments by check
T&E Employee Expense Payments – by check

Navigation:

- Employee Self Service, Travel and Expenses, Review Payments

OR

- T&E Administration, Process Expenses, Review Payments, Payment History

employee expense history by report number
Employee Expense History – by report number

Navigation:

- Employee Self Service, Travel and Expenses, Review Payments

OR

- T&E Administration, Process Expenses, Review Payments, Payment History

view payments through accounts payable1
View Payments through Accounts Payable

Source - EXPN = T&E module

Payment Reference ID = check number

Reconciliation Status =

- Unreconciled – not cashed

- Reconciled – cashed

Reconcile Date = date

UVM’s bank processed cashed check