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.

Travel Process

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

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.

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.

Creating a Travel Expense Report Main Menu > Travel and Expenses > Travel and Expense Center

Creating a Travel Expense Report

Click Create under Expense Report.

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

1. Select Travel Authorization from the Quick Start drop down menu.

1. Click the Select button to choose the Travel Authorization for the 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

1. Section A, under General Information, verify:

a. Description b. Business Purposec. Commentd. Default Location

Creating a Travel Expense ReportSection A

1Justification

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.

Section B

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.

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.

Note: For Grants Travel, verify or enter information for PC Business Unit, Project, and Activity fields. DO NOT include Cost Center.

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.

Creating a Travel Expense Report1. In Section B: Click Overview tab.2. Click on Check For Errors.

1. Click Save For Later button to get report ID number.

Creating a Travel Expense Report1. The Report ID is

automatically populated.2. Click Submit button to

process. 1

Justification

Click the OK button to confirm.

Note: The Status changes to Approved for Payment.

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.

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

Creating an Expense Report- Employee Reimbursements

Main Menu > Travel and Expenses > Travel and Expense Center

Click Create under Expense Report.

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

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-

Section A

1. In Section B, under the Overview tab, complete: Expense Type, Expense Date, Amount Spent, Payment Type, Billing Type.

Section B1 2

1. Verify or modify the defaulted General Ledger Chartfields

2. Click OK to return to the details in Section B.

1. In Section B: Click Detail tab.2. Enter brief description in the

Description Field.3. Click on Check For Errors

button.

1. Click on Save For Later button.

2. The Report ID populates automatically.

3. Click on Submit button to process.

Click the OK button to confirm.

Note: Status changes to Approved for Payment.

Let us take a break

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

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.

Questions

Thank You!

Travel 2: Travel and Expense Reimbursements

Documents

Transcript of Travel 2: Travel and Expense Reimbursements

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