travel 2: travel and expense reimbursements
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Travel 2: Travel and Expense Reimbursements. Terminology. Travel Authorization (VE5) – The initial travel request created by the processor or admin before the travel. - PowerPoint PPT PresentationTRANSCRIPT
Travel 2: Travel and Expense Reimbursements
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.
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Travel Process
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Initiator: Submit Travel Authorization Form for department approval
Processor: Enter Travel Authorization into PeopleSoft
Initiator: Submits Travel Reimbursement Form for department approval
Processor: Enter travel reimbursement information into PeopleSoft
Initiator: Select Cash Advance box (Optional)
Green: PeopleSoft Process
Yellow : Interim Approval Process
Start Here
Interim Approval Process
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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.
Interim Approval Process
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1. Click Add Document to upload receipts.2. Enter Additional Comments. (If needed)3. Enter Actual Cost for travel.4. Click Submit Receipts to send form to the
traveler for certification.
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Creating a Travel Expense Report Main Menu > Travel and Expenses > Travel and Expense Center
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Creating a Travel Expense Report
Click Create under Expense Report.
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1. Click on the Add a New Value tab.2. Enter the Empl ID or click on the magnifying
glass to look for the employee to create Travel Authorization.
3. Search by using either Empl ID or Name to look up the employee and select the employee.
4. Click on Add.1
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Creating a Travel Expense Report
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Creating a Travel Expense Report
1. Select Travel Authorization from the Quick Start drop down menu.
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Creating a Travel Expense Report
1. Click the Select button to choose the Travel Authorization for the Expense Report.
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Creating a Travel Expense Report
Section A: General Information – Prepopulates from the Travel Authorization.
Section B: Details – Enter the information for your Expense Report.
Section C: Totals – Indicates the amount spent on the travel.
Justification
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1. Section A, under General Information, verify:
a. Description b. Business Purposec. Commentd. Default Location
Creating a Travel Expense ReportSection A
1Justification
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1. Section B, clear the TA-Travel-Auth-Encumbrance in the Expense Type field.
2. Click on the Select Option box.3. Click on Delete Selected button.
Creating a Travel Expense Report
Section B
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Creating a Travel Expense Report1. Click the drop down menu for Expense
Type to select the expenses and enter all the expenses.
2. Complete the rest of the fields under the Overview tab.
3. Click to complete the Accounting Details.
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Creating a Travel Expense Report1. For Non-Grants travel, verify defaulted
chartfield strings and modify if necessary.2. Click OK to return to the main page.
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Note: For Grants Travel, verify or enter information for PC Business Unit, Project, and Activity fields. DO NOT include Cost Center.
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Creating a Travel Expense Report1. Click the drop down menu for Expense
Type to select the expenses and enter additional expenses.
2. Complete the rest of the fields under the Overview tab.
3. Click to complete the Accounting Details.
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Creating a Travel Expense Report1. In Section B: Click Overview tab.2. Click on Check For Errors.
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Creating a Travel Expense Report
1. Click Save For Later button to get report ID number.
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Creating a Travel Expense Report1. The Report ID is
automatically populated.2. Click Submit button to
process. 1
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Justification
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Click the OK button to confirm.
Creating a Travel Expense Report
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Creating a Travel Expense Report
Note: The Status changes to Approved for Payment.
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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.
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Interim Approval Process
Employee reimbursements.
1. Enter Cost Center/Project ID.2. Enter Amount.3. Enter User ID of Employee being Reimbursed.4. Enter Type of expense.5. Enter Amount.6. Add Document to attach receipts.7. Click OK to send for approval
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Creating an Expense Report- Employee Reimbursements
Main Menu > Travel and Expenses > Travel and Expense Center
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Click Create under Expense Report.
Creating an Expense Report- Employee Reimbursements
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1. Click on the Add a New Value tab.2. Enter the Empl ID or click on the magnifying
glass to look for the employee Travel Authorization.
3. Search by Name to look up the employee and select the employee.
4. Click on Add.1
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Creating an Expense Report- Employee Reimbursements
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1. Under Section A: Verify A Blank Report is selected from the Quick Start drop-down menu.
2. Enter a short description for Description. 3. For non-travel, select NT-Other from the drop-
down.
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Creating an Expense Report- Employee Reimbursements
Section A
Creating an Expense Report- Employee Reimbursements
1. In Section B, under the Overview tab, complete: Expense Type, Expense Date, Amount Spent, Payment Type, Billing Type.
2. Click to complete the Accounting Details.
Section B1 2
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Creating an Expense Report- Employee Reimbursements
1. Verify or modify the defaulted General Ledger Chartfields
2. Click OK to return to the details in Section B.
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Creating an Expense Report- Employee Reimbursements
1. In Section B: Click Detail tab.2. Enter brief description in the
Description Field.3. Click on Check For Errors
button.
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Creating an Expense Report- Employee Reimbursements
1. Click on Save For Later button.
2. The Report ID populates automatically.
3. Click on Submit button to process.
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Creating an Expense Report- Employee Reimbursements
Click the OK button to confirm.
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Creating an Expense Report- Employee Reimbursements
Note: Status changes to Approved for Payment.
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Expense Report Examples
• Travel expense reports interim approval process a) Initiator: Process travel reimbursement b) Traveler: Certify travel reimbursement c) Approver: Approve travel reimbursement
• Travel expense reports in PeopleSofta) Multiple-Day travel (Short version)
• Employee Expense reports interim approval processa) Multiple Item purchase
• Employee Expense reports in PeopleSoft a) Multiple Item purchase
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References• Additional information and resources can be
found on the PeopleSoft website.
Job AidsPower Point slidesQuick GuidesCrosswalkUPKs
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.
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Questions
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Thank You!