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Travel and Expense Module. Travel and Expense Module. Travel and Expense Advantages. WebNow. Travel and Expense Module. Travel and Expense. Authorizes out-of-state & international travel Specifies destination Creates encumbrance Must be approved before travel occurs. KURES only - PowerPoint PPT Presentation
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Travel and Expense Module
Travel and Expense Module
What:
• PeopleSoft delivered travel and expense module
Why:
• System delivered functionality
• Email notifications
• Electronic approvals
Who:
• Traveler proxies
• Approvers
When:
• July 2
Travel and Expense Advantages
Quicker reimbursement for
travelers
Proxies may enter on behalf of traveler
Electronic approvals
Email notification for approvers
No need to remember travel
expense accounts
No need to remember mileage
rates
No need to remember meal
rates
Create reimbursement from travel authorization
Expansion of users able to view
receipts
Helps ensure procedures are
followed (no backdated travel
auths.)
Ability to travelers and proxies to check status of reimbursement
WebNowWhat is
WebNow?
• Scanned document storage
• View documents related to transaction
What if I don’t have WebNow
• All persons will have access
• Use a link within the T&E module
How do I login?
• Use KU online ID
Travel and Expense Module
Roles
Travelers
•Employees who travel•Needs a valid employee profile in travel & expense•Approved vendor status in AP•Employee ID needs to be present on vendor
Proxies•Authorized department entry users•Can only see assigned travelers
Approvers•Dept. managers (pooled group-all receive notification, but only one will approve)•Central audit staff
Travel and Expense
Travel Authorizations
Cash Advances
Expense Reports
•Authorizes out-of-state & international travel•Specifies destination•Creates encumbrance•Must be approved before travel occurs
•KURES only•Requires approved travel authorization•Must be repaid
•Itemized reimbursable expenses•Scanned receipts•Should be created from travel auth. for out-of-state and international•Apply pending cash advances (KURES only)•One travel auth. per expense report•Relieves encumbrance
All three trigger email notification for electronic approvals
Expense Report Process
Barcode page printed
Barcode Form
Barcode & Receipts scanned
with MFDScan
Scanned receipts viewed from
PeopleSoft with ImageNow
View
T&E KURES
T&E UKANS
Two Buttons in “Mode Memory”
Travel Authorization
Dept.
Approve
r
•Approves•Travel
permission•Funding•Details
(dates, description, exp. types)
•Send back (Returns to entry person)•Incomplete or
inaccurate information
Cash Advance (KURES Only)
Dept.
Approve
r
•Approves•Valid travel•Eligible for
advance•Reasonable
amount•Verify the travel
auth. has been created and approved
•Send back (Returns to entry person)•Incomplete or
inaccurate information
Central Approve
r
•Approves (Final approver for payment of advance)•Eligible for
advance•Verify the travel
auth. has been created and approved
•Reasonable amount
•Send back (Returns to entry person)•Incomplete or
inaccurate information
Dept.
Approver
•Approves•Appropriate expense•Verify receipts•Validate funding•Review comments and
adjustments•Send back (Returns to
entry person)•Incomplete or
inaccurate information
Central
Approver
•Approves (Final approver for payment of reimbursement)•Appropriate expense•Verify receipts•Validate funding•Review comments and
adjustments•Send back (Returns to
entry person)•Incomplete or inaccurate
information
Expense Reports
Demonstration
Frequently Asked Questions
How to process travel authorizations created in the current system?• Travel that begins in the old system will be finished in the old system using the
current process.
Will scanning work with PaperCut installed on my MFD?• Yes.
What is the process for non-employee travel (ex. students)?• These persons will need to be added as vendors with classification of “Stu Travel.”
Based on this classification a non-employee ID will be assigned.
Is a travel authorization created if I am using the P-card?• Yes, if the travel is out-of-state or international. However, the P-card expenses are
not entered as expenses on the travel authorization. Only expenses to be reimbursed are entered.
Frequently Asked QuestionsIf I use the P-card and do not know what expenses are going to be reimbursed, do I still create a travel authorization?
• Yes. Use the expense description “ST-NO REIMBURSABLE EXPENSE” or “RS-NO REIMBURSABLE EXPENSE.” A $1.00 encumbrance will be created with account 125999. This will be periodically relieved centrally for completed travel.
How do I reduce the meal allowance if meals are provided?
• Identify the meals provided in the comments, and enter the applicable meals to be reimbursed on the expense report.
Can I use one travel authorization for multiple expense reports?
• No. If an employee submits additional expenses after the travel has occurred, contact central accounting services for direction.
What if my traveler did not complete a travel authorization?
• Instruct the traveler on proper procedures, and contact central accounting services for direction.