travel and expense - university of south carolina€¦ · peoplesoft, the traveler is responsible...
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TravelandExpensePre- GoLiveWebinar
January11,2018
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Today’sAgenda
• BenefitsoftheTravelandExpenseModule• UpdateBankingInformation• Reviewoftransactiontypes• TravelExpenseRoles• TravelandExpenseChanges• RollOutSchedulebyOperatingUnit• CommunicationandTraining
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BenefitsoftheTravelandExpenseModule
• Thispowerful,yeteasytousemoduledramaticallyreducestheamountoftimeandeffortrequiredtosubmit,approve,process,andpayexpensereports.
• EncumberstheTravelAuthorizationonyourbudget.
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UpdatingBankingInformation
• FirststeptousingtheTravelandExpensemoduleisenteringbankaccountinformation.
• Enteringbankinginformationvalidatesthetraveler,allowingtransactionstobecompletedontheirbehalf.
• Besurebankinginformationiscorrectandupdatewhennecessary.
• ALL paymentswillbemadeviaACH.
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OverviewofExpenseTransactions
• TravelAuthorization• TravelAdvance• ExpenseReport
“IwouldliketothanktheTravelOfficefortheirpatienceandhardworkimplementingthisnewmodule. Iwasveryluckytobeapartofapilotgroup.Theylistenedtoourinputandmadesomerealchangesthat will helpallofusinthelongrun! ”
HopeJohnson,USCElectricalEngineering/ProgramCoordinator
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TravelAuthorization• Atravelauthorizationisan“estimate”ofwhatthe
employee’scostsmaybeforhotel,transportation,etc.
• TravelAuthorizationsarerequiredfor:– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances
• AftertheTAissubmitted,budgetcheckedandapproved,theamountontheTAbecomesanencumbranceonyourbudget;thetotalamountontheTAis‘setaside’fromthebudget.
• TheTravelOfficeperformsfinalapprovalifcreatedforthecriteriastatedabove.
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TravelAdvance
• Tominimizetheimpactofbusinesstravelonemployeepersonalfinances,youcancreateatraveladvancetopayforitemssuchashotel/lodgingandmeals.
• TravelAuthorizationisrequiredforaTravelAdvance.• ATravelAdvancecanbecreatedfor70%oftotal
estimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.
• Onlyoneadvancecanberequestedatatimeandmustbeappliedtoanexpensereportorrepaid.
• TheTravelOfficeperformsfinalapproval.
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ExpenseReport
• AnExpenseReportinPeopleSoftmakesiteasytotransformahandfulofreceiptsintoafinaldocumentforexpensereimbursement.
• CreateanExpensereport:– bynotassociatingaTravelAuthorization(doesnotmeet
therequirements)– byassociatingaTravelAuthorization(foreignor$5,000and
greater)– byassociatingaTravelAuthorizationandapplyingaTravel
Advance(traveladvancerequested)
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TravelandExpenseChanges• TravelAuthorizationsareonlyrequiredfor:
– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances
• ATravelAdvancecanbecreatedfor70%oftotalestimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.
• Mealallowanceforonedaytravelisnolongerreimbursable.• PriortoJuly1st,2018,ifreimbursementtoanemployeeis
necessarypriortotravelingpleaseselectoneofthefollowingoptions:– PaymentRequest– DinersClubforAirlinetickets– PaymentdirectlytotheSupplier(usingPaymentRequest)
• AfterJuly1st,2018,reimbursementtoanemployeepriortotravelingwillnolongerbeallowable.
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TravelandExpenseRoles
• Traveler• Proxy• Approver
“Iamveryappreciativeoftheopportunitytohaveinputintothehowtheactualtravelprocessworks. Justbecauseasystemisdesignedtoworkacertainway,doesn’tactuallymeanitisthebestway. TheTravelteamwelcomedoursuggestionsandalotofchangesweremadebecauseofthis.”
StacySomers,USCSchoolofMusic/BusinessManager
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TravelerThetraveler isanyemployee whotravels.InPeopleSoft,thetravelerisresponsiblefor:• UpdatingBankinginformationinPeopleSoft.Thiswillvalidate
themasatravelerinPeopleSoftallowingthemoraProxytocreateanexpensetransactionontheirbehalf.
• Whenexpensetransactionsarecreatedbyaproxyforthetraveler,thetravelerwillberesponsibleforapprovingthosetransactionsinPeopleSoft.
ItisimportanttonotethisimplementationisforEmployeesonly.Thecurrentprocessforstudentandnon-employeetravelwillnotchange.
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ProxyTheproxyisanyonewhowillcreateexpensetransactionsonbehalfofthetraveler.InPeopleSoft,theproxyisresponsiblefor:• Creatingexpensetransactionsonbehalfofthetraveler(Travel
Authorizations,TravelAdvances,andExpenseReports).
”Inrecentmonths,thepilotgroupmetseveraltimesandeachmeetingwasbothinformationalandproductive.Theleaderswereabletoguidetheusersfromstarttofinishmakingsurethateveryoneunderstoodeachaspectofthevariousprocesses.TheimplementationofthisgroupwillalsomakethetransitioneasierwhenthisplatformexpandstotheremainderofUSCinthespring.”
SamBeals,USCPhysicsandAstronomy
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ApproverTheapproverisanyonewhowillapproveexpensetransactions.InPeopleSoft,theapproverisresponsiblefor:• Approvingexpensetransactions(TravelAuthorizations,Travel
Advances,andExpenseReports).
ItisimportanttonotethatleveloneandleveltwoApproversinTravelandExpensearethesameastheyareinthepaymentrequestworkflowwiththeexceptionofhavingtheabilitytoadhoc.ThisfunctionisnotavailableinTravelandExpense.YoucanaddadditionalapproversforTravel. However,theywillalsobeincludedintheworkflowforpaymentrequest.
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RollOutSchedulebyOperatingUnit
Phase GoLive Date Operating UnitDescription
Phase 1 February5th,2018
ColumbiaCampus: SchoolofMedicine, AdministrationandFinance,Finance,Engineering-ComputingOtherCampuses: Aiken,Upstate
Phase2 March5th,2018 AllOtherColumbiaDepartments(notinPhase1,3-5)OtherCampuses: Lancaster,SchoolofMedicine-Greenville, Salkehatchie,Sumter,Union
Phase 3 April2nd,2018 ColumbiaCampus: Athletics,HonorsCollege,PublicHealth,MooreSchoolofBusiness,Research,MassComm-InformationStudies,InternationalPrograms
Phase 4 May7th,2018 ColumbiaCampus: ArtsandSciences,EnrollmentManagementServices
Phase5 June4th,2018 ColumbiaCampus: StudentAffairs,Pharmacy,HospitalityRetailSportsManagement,Education, SocialWorkOtherCampuses: Beaufort
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CommunicationandTraining
• BusinessManagerswillreceiveanemailaskingforadditionalusersnotonthelistprovided.
• Travelers,Proxys,andApproverswillreceiveacommunicationtoinformtheyhavebeenidentifiedasneedingtravelandexpensetraining45dayspriortogolive.
• Travelers,Proxys,andApproverswillreceivetargetedtraininginvitationswithdatestoselect.
• Travelers,Proxys,andApproverswillhaveaccesstotrainingdocumentationonthePeopleSoftResourcepage.
• Travelers,Proxys,andApproverswillreceivestepstotakeonthedayofGoLiveaweekbeforeandagainonGoLiveday.
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AdditionalPre-GoLiveWebinars
• January18th – 9-10am
• January25th – 9-10am
Note:RecordedwebinarsandPPTwillbeavailableontheTravelandExpenseResourcepageonthePeopleSoftwebsite.
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PeopleSoftResourcePage
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Questions
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