Creating Expense Reports...PeopleSoft 9.2 Travel and Expense User Guide Creating Expense Reports 6...

KENTUCKY COMMUNITY & TECHNICAL COLLEGE SYSTEM

Creating Expense Reports

Training Document

This training document was developed in support of KCTCS Financials 9.2

PeopleSoft 9.2 Travel and Expense User Guide Creating Expense Reports

2 of 107 Last Updated 05/27/15

Contents

Travel and Expense Module ............................................................................................................................ 4

User Defaults ......................................................................................................................................... 4

Delegate Entry Authority ........................................................................................................................ 4

Creating an Expense Report ................................................................................................................. 4

Copying an Expense Report .................................................................................................................. 4

Print an Expense Report ........................................................................................................................ 4

View an Expense Report ....................................................................................................................... 4

Withdrawing an Expense Report ........................................................................................................... 5

Deleting an Expense Report .................................................................................................................. 5

Delegate Entry Authority ................................................................................................................................ 13

Creating an Expense Report .......................................................................................................................... 20

Making Changes to an Expense Report ........................................................................................................ 37

Copying an Expense Report .......................................................................................................................... 42

Printing an Expense Report ........................................................................................................................... 47

Withdrawing an Expense Report.................................................................................................................... 52

Deleting an Expense Report .......................................................................................................................... 59

View an Expense Report ................................................................................................................................ 64

Appendix A – Listing of Expense Types and Required Fields ....................................................................... 69

Air Travel.............................................................................................................................................. 69

Airline Baggage Fee ............................................................................................................................ 69

Automobile Rental ............................................................................................................................... 69

Currency Conversion Fees .................................................................................................................. 69

Dues/Memberships/Registration ......................................................................................................... 69

Gratuity. ............................................................................................................................................... 69

Ground Transportation ......................................................................................................................... 69

Hotel/Lodging ....................................................................................................................................... 69

Group Meal - Employee ....................................................................................................................... 69

Group Meal - Student .......................................................................................................................... 69

Meals - Employee Travel ..................................................................................................................... 69

Mileage. .............................................................................................................................................. .70

Miscellaneous Charges ....................................................................................................................... 70

Other Guest Expenses ........................................................................................................................ 70

Other Parcel Service ............................................................................................................................ 70

Parking. ................................................................................................................................................ 70

Postage ................................................................................................................................................ 70

Preapproved Amount ........................................................................................................................... 70

Printing. ................................................................................................................................................ 70

Service/Maintenance - Vehicles .......................................................................................................... 70

Special Purchases ............................................................................................................................... 70

Subscriptions ....................................................................................................................................... 70

Supplies/Material - Food Serv ............................................................................................................. 71

Supplies/Material - Hazardous............................................................................................................. 71



Supplies/Material Non Instruc .............................................................................................................. 71

Supplies/Material- Other ...................................................................................................................... 71

Supplies/Material-Instruction ............................................................................................................... 71

Supplies/Material-Motor Fuels ............................................................................................................. 71

Tolls….. ................................................................................................................................................ 71

Air Travel Expense Type Required Fields ........................................................................................... 72

Airline Baggage Fee Expense Type Required Fields .......................................................................... 73

Automobile Rental Expense Type Required Fields ............................................................................. 74

Currency Conversion Fees Expense Type Required Fields ............................................................... 75

Dues/Memberships/Registration Expense Type Required Fields ....................................................... 76

Gratuity Expense Type Required Fields .............................................................................................. 77

Ground Transportation Expense Type Required Fields ...................................................................... 78

Hotel/Lodging Expense Type Required Fields .................................................................................... 79

Group Meal - Employee Expense Type Required Fields .................................................................... 80

Group Meal - Student Expense Type Required Fields ........................................................................ 81

Meals - Employee Travel Expense Type Required Fields .................................................................. 82

Mileage Expense Type Required Fields .............................................................................................. 83

Miscellaneous Charges Expense Type Required Fields ..................................................................... 84

Other Guest Expenses Expense Type Required Fields ...................................................................... 85

Other Parcel Service Expense Type Required Fields ......................................................................... 86

Parking Expense Type Required Fields .............................................................................................. 87

Postage Expense Type Required Fields ............................................................................................. 88

Preapproved Amount Expense Type Required Fields ........................................................................ 89

Printing Expense Type Required Fields .............................................................................................. 90

Service/Maintenance - Vehicles Expense Type Required Fields ........................................................ 91

Special Purchases Expense Type Required Fields ............................................................................ 92

Subscriptions Expense Type Required Fields ..................................................................................... 93

Supplies/Material - Food Serv Expense Type Required Fields ........................................................... 94

Supplies/Material - Hazardous Expense Type Required Fields .......................................................... 95

Supplies/Material Non Instruc Expense Type Required Fields ........................................................... 96

Supplies/Material- Other Expense Type Required Fields ................................................................... 97

Supplies/Material-Instruction Expense Type Required Fields ............................................................. 98

Supplies/Material-Motor Fuels Expense Type Required Fields .......................................................... 99

Tolls Expense Type Required Fields ................................................................................................. 100

Appendix B – Quick Start, Actions, Quick Fill .............................................................................................. 101

Quick Start ......................................................................................................................................... 101

Actions.. ............................................................................................................................................. 101

Copy Expense Lines .......................................................................................................................... 103

Default Accounting for Report............................................................................................................ 105



Travel and Expense Module

User Defaults

The Travel and Expense module provides an employee profile where users can select default

settings that will help with the creation of an expense report.

Delegate Entry Authority

Employees can elect to delegate authority to another user to enter an expense report for them.

The other user can enter but must select the Save for Later function. At that point, it will be up to

the delegator to log in to their account, verify that everything entered is accurate and then submit

the expense report.

Creating an Expense Report

For employees, creating expense reports in the Travel and Expense module will replace the use

of the KCTCS BA3 Travel Expense Voucher form. Expense reports allow employees to request

reimbursement for bona fide business travel or any other bona fide business out of pocket

expense. Once the report is submitted and receives the appropriate approvals, the employee will

receive their reimbursement.

If the reimbursement is for non-travel expenses an employee must provide a note as to why the

Procard was not used to make the purchase. This note will be added to the description field

appearing on the Create Expense Report page located at the expense line.

If the reimbursement is for meals an employee must provide a note as to what meals are being

reimbursed and if the reimbursement is for a travel day. This note will be added to the

description field appearing on the Create Expense Report page located at the expense line. A

help link has been provided to help with amounts that can be claimed for meals. It is found on

the Create Expense Report page by selecting the help icon beside the title

Expenses.

Copying an Expense Report The An Existing Report option, found on the Create Expense Report page, gives an employee the

capability to copy an existing expense report into their new expense report. This feature can be found in

the Quick Start drop down field.

Print an Expense Report

Once an expense report has been submitted, the user can print a copy of the expense report.

View an Expense Report

Once an expense report has been submitted, the user can view the expense report to obtain the

current status of the report or where it is the approval process.



Withdrawing an Expense Report If an employee submits an expense report and decides that they need to make corrections to the expense

report and it has not been budgeted check or approved by the supervisor they can withdraw their report.

Once it has been withdrawn the report can be updated and resubmitted for approval or it may be deleted.

Deleting an Expense Report An expense report that has not been submitted for approval, has been withdrawn by the employee, or sent

back by the supervisor or auditors may be deleted from the system. Once the report has been deleted it

may not be restored.



Setting User Defaults

This topic provides the knowledge and skills to update the employee’s user defaults for the Travel and

Expense module. User defaults allow employees to set their default chartfield string values that will

populate on their expense reports and default settings.

Procedure

Step Action

1. Begin by navigating to the Review/Edit Profile page.

Click Main Menu.



Step Action

2. Click the Employee Self-Service folder.

Step Action

3. Click the Travel and Expenses folder.



Step Action

4. Click the Review/Edit Profile link.



Step Action

5. The Employee Data page contains the employee’s personal information that is pulled

directly from the Human Resources module and is view only.

If any information on this page needs to be updated, the employee must make the changes

using Self-Service in the HR module.

6. Click the Organizational Data tab.

The Organizational Data page will contain the employees work/job information.

The HR Information and Supervisor Information areas will contain information pulled

directly from Human Resources module.

Employees will be able to set a default chartfield string here that will populate on the

Create Expense Report page.

7. Complete the Default Chartfield Values area as follows:

The GL Unit field is populated based on HR information and cannot be changed.

Enter or select the appropriate fund code for the Fund field.

Enter or select the appropriate program code for the Program field.

Enter or select the appropriate class code for the Class field.

Enter or select the appropriate project code for the Project field.

Enter or select the appropriate department code for the Dept field.

This field will be populated with a code brought in based on HR information, but

can be updated to the correct department code that will be used.

Your chartfield string should be provided by your supervisor, Business Office, or the

person who will be paying for your expense.

8. Click on the User Defaults tab.



Step Action

9. Complete the User Defaults page according to these instructions:

Select one of the following options for the Expense Report field, which will be

used, as a default, when creating new expense reports:

- Copy from a Template: KCTCS is currently not using this feature.

- Copy an Existing Report: PeopleSoft Expenses will display Copy from an

Existing Expense Report page, where you can select a previously saved

expense report to copy.

- Open a Blank Report: PeopleSoft Expenses will display the Create

Expense Report page.

KCTCS is currently not using Time Report or Travel Authorization features.

Enter a description in the Business Purpose Description field that describes the

reason for the reimbursement request which you want to appear as the default in the

Business Purpose Description field of your expense reports.

For the Business Purpose field, select from a predefined list the business purpose

that you want to appear as the default in the Business Purpose field of your

expense reports. EX. Meeting, Conferences, or Training.

For the Billing Type field, select from a predefined list, either In State, Out of

State, or International.

Please note that Billing Types are used to define if you are traveling in state, out of

state, or out of country.

For the Originating Location field, select a city that you want to appear by default

on your expense reports as the originating location when requesting reimbursement

for the expense type of mileage.

For the Destination Location field, select a city you want to appear by default on

your expense reports. This will be the city where you will incur the majority of the

expense items that you are requesting reimbursement for on your expense reports.

The Payment Type field will default to PPY and should not be changed.

KCTCS is currently not using Credit Card or Transportation ID features.

For the Number of Nights field, enter the number of nights that you want to appear

by default on your expense reports for the expense type Hotel/Lodging.

For the Accounting Detail Default View field, select Collapsed or Expanded to

indicate how the Accounting Detail section should appear on the expense reports

when an expense type is selected.

Expense Type Defaults area allows an employee to add default settings for

particular expense types. These default settings will populate if the expense type is

selected. This does not mean that selected expense types here will auto populate on

the Expense Report.

All of the above settings are defaults to help speed up entry of expense reports for an

employee but may be overridden on the Create Expense Report page.



Step Action

10. Click the Bank Account tab.

This information will be directly pulled from Human Resources module and is view only. If

any information on this page needs to be updated, the employee must make the changes

using Self-Service in the HR module.

11. Click Save.



Delegate Entry Authority

The PeopleSoft Travel and Expense module will allow an employee to delegate expense report entry to

another employee. In order to delegate entry authority, the employee will need to login into PeopleSoft

Financials, using their id and password and then add the person’s user id to the Authorize User page.

Procedure

Step Action

1. Begin by navigating to the Delegate Entry Authority page.

Click Main Menu.



Step Action


Step Action




Step Action

4. Click the User Preferences folder.



Step Action

5. Click the Delegate Entry Authority link.

Step Action

6. Click the Add a new row button to add a row.



Step Action

7. Enter the user id of the employee who will be entering expense reports on your

behalf in the Authorized User ID field of the new row. You may search for the

employee’s id by clicking the Lookup icon to display a list of user ids to choose

from.

Note: Do not delete the row with your user id or you will not be able to create

expense reports or review them.

Step Action

8. Click the Save button to save the delegation.



Step Action

9. If you need to delete an Authorized User, click the Delete Row icon on the row

that contains the user id you would like to remove.

Step Action

10. Click OK.



Step Action

11. Click Save.



Creating an Expense Report

For employees, creating expense reports in the Travel and Expense module will replace the use of the

KCTCS BA3 Travel Expense Voucher form. Expense reports allow employees to request reimbursement

for bona fide business travel or any other bona fide business out of pocket expense.

Once the expense report is created and submitted, it will be routed to the employee’s supervisor for

approval, then to a reimbursement auditor, assigned to the business unit and department used on the

expense report, for review, and then to the System Office reimbursement auditor for final review before

the request is submitted for payment.

Procedure

Step Action

1. Begin by navigating to the Create Expense Report page.

Click Main Menu.



Step Action


Step Action




Step Action

4. Click the Expense Reports folder.

Step Action

5. Click the Create/Modify link.



Step Action

6. PeopleSoft opens to the Add a New Value page. The Empl ID field will default to your

employee id.

If you are entering an expense report for someone else, select the appropriate Empl ID by

clicking on the Lookup icon next to the field. You will only be able to view and select

empl ids to which you have been given authorization. If the desired name does not appear

in this list, you must request to be assigned as a delegate.

7. Click Add to display the Create Expense Report page.



Step Action

8. Select the appropriate business purpose for this reimbursement from the drop down list in

the Business Purpose field.

9. Click into the Business Purpose Description field and enter more detail about this

reimbursement.

The description should give more detail as to the business purpose of this reimbursement.

Ex. conference is selected for the Business Purpose field and the conference name, Higher

Education User Group, is entered in the Business Purpose Description. This field has a 30

character limitation.

10. Click on the Lookup icon next to the Work Location field and select your work

location.

11. Click on the Lookup icon next to the Destination Location field and select your

destination.

The Destination Location is the travel destination or where a majority of the expenses will

take place. If this is for non-travel reimbursement select the city that contains your work

location.

12. Click the Attachments link.

Employees are required to add copies of receipts as a PDF attachment to the expense

report based on requirements in KCTCS’ travel business procedures, https://employees.kctcs.edu/info-center/businessservices/businessprocedures .

Please scan all receipts into one PDF file before attaching. These documents will remain

with the expense report as a backup record and can be viewed by the HR supervisor,

reimbursement auditors, or the employee, as necessary.

https://employees.kctcs.edu/info-center/businessservices/businessprocedures



Step Action

13. Click on the Add Attachment button

Step Action

14. Click on the Browse button, to locate the PDF file that contains copies of the receipts for

this reimbursement.



Step Action

15. Click on the PDF file that needs to be uploaded and click on Open.

Step Action

16. Click on Upload to attach the file to the expense report.



Step Action

17. Use the Description field to describe the attached file.

Click the Description field and enter the appropriate description.

18. Click the OK button.

Notice the Attachment link has changed to indicate the number of attachments.



19. Use the Expenses section to specify expenses that were incurred and that need

reimbursement.

20. Click in the Date field and enter the date that the expense was incurred.

The expense date cannot be a future date.



21. Select an expense type from the drop down list from the Expense Type field.

Expense types identify and classify the type of reimbursement that is being requested. Ex.

Airfare, Mileage, Meals. Below is the list of available expense types and a description of

their use.

Air Travel

This expense type will be used for reimbursement needed for airline tickets.

Airline Baggage Fee

This expense type will be used for reimbursement needed for baggage fees occurred during

travel.

Automobile Rental

This expense type will be used for reimbursement needed for when a vehicle was rented.

Currency Conversion Fees

This expense type will be used for reimbursement needed for fees associated with currency

conversion.

Dues/Memberships/Registration

This expense type will be used for reimbursement needed for dues, memberships, or

registration cost related to work.

Gratuity

This expense type will be used for reimbursement needed for gratuity provided for service.

Ground Transportation

This expense type will be used for reimbursement needed for ground transportation.

Hotel/Lodging

This expense type will be used for reimbursement needed for hotel or lodging.

Group Meal - Employee

This expense type will be used for reimbursement needed for when an event or meeting for

employees was catered but Procard was not used.

Group Meal - Student


students was catered but Procard was not used.

Meals - Employee Travel

This expense type will be used for reimbursement needed for meals paid for by the

employee during a business trip.

Mileage

This expense type will be used for reimbursement needed for cost of mileage.

Miscellaneous Charges

This expense type will be used for reimbursement needed for charges not associated with



22. Once an employee selects an expense type, PeopleSoft provides multiple options to help in

completing an expense report. Appendix B describes the options and how they can be used.

23. Use the Description field to provide additional information pertaining to the expense type

based on requirements outlined by KCTCS Travel Business procedures.


If the reimbursement is for non-travel expenses an employee must provide a note as to why

the Procard was not used to make the purchase. This note will be added to the description

field appearing on the Create Expense Report page located at the expense line.

If the reimbursement is for meals an employee must provide a note as to what meals are

being reimbursed and if the reimbursement is for a travel day. This note will be added to

the description field appearing on the Create Expense Report page located at the expense

line. A help link has been provided to help with amounts that can be claimed for meals. It is

found on the Create Expense Report page by selecting the help icon beside

the title Expenses.

24. The Payment Type field defaults to Personal Payment for you.

25. Click in the Amount field and enter the total for the expense type.

26. The Currency code will default to USD, do not change. This value is populated from the

business unit set up and should not be changed.

27. Select the appropriate Billing Type based on where the expense occurred.

The Billing Type selection will identify the correct account code that will be used for this

expense. The account code will auto-populate in the account field located below, do not

change.

28. The Default Rate check box by default is checked, do not change.

29. The Non-Reimbursable check box is used when an expense type total should be excluded

from the whole expense report total.

30. The No Receipt check box is used when a receipt cannot be provided but should be based

on KCTCS travel and reimbursement policy.






31. The Exchange Rate field default to 1.00000000, do not change.

32. Based on the expense type chosen you may be need to fill in additional required

information.

Appendix A provides a list of the expense types and the additional required fields that will

need to be completed.

Step Action

33. Use the Accounting Details section to enter the correct chartfield values for the expense.

34. The Amount field auto-populates based on amount entered on the expense line.

35. The GL Unit populates based on employee information pulled from HR.

This field can be updated to match the GL Business unit that will be charged for this

expense if different from what was populated.

Your chartfield string should be provided by your supervisor, Business Office, or the person

who will be paying for your expense.

36. The Account field populates based on the Billing Type, do not change.

37. Enter or select the appropriate fund code for the Fund field.

38. Enter or select the appropriate department code for the Dept field.

39. Enter or select the appropriate program code for the Program field

40. Enter or select the appropriate class code for the Class field.

41. Enter or select the appropriate project code for the Project field



Step Action

42. The Affiliate field is not being used by KCTCS, leave blank.

43. If you need to split the expense amount across multiple chartfield strings click the Add a

new row button.

Step Action

44. Update the Amount fields to their correct amounts.

Repeat steps 33 – 39 to complete the chartfield values.

45. If additional expense types need to be added, select the Insert Line button.

Repeat steps 19 – 40 to list all reimbursement items to the expense report.

The Date field will default to the date on the first expense line. This can be updated if the

date differs.



Step Action

46. Click the Save for Later link if you would like to save the expense report and complete or

update it at a future date. The report is saved and assigned a Report number, with a

pending status.

Any user entering an expense report on behalf of another employee must click Save for

Later and the employee seeking reimbursement must sign into PeopleSoft and submit their

report.

47. Click Summary and Submit, if the expense report is complete and ready to be submitted

for review and approval.

Step Action

48. Click the View Printable Version to be able to print a copy this expense report.



Step Action

49. Click the Print Expense Report.

50. Click the Print icon to send to the printer.

51. Click the Close icon to close the window and return to the page.

52. Click the Return to Expense Report link.



Step Action

53. Click Summary and Submit, if the expense report is complete and ready to be submitted for

review and approval.

54. Verify total amounts for the expense report before submitting for review and approval.

When ready check the box and click the Submit Expense Report button.



Step Action

55. Final review available, click OK button to complete the submittal process.

Click Cancel to return to expense report, if changes are necessary.

Step Action

56. An email has been sent to the appropriate HR Supervisor for the employee. Example of

email is below.



Making Changes to an Expense Report

If changes to an Expense Report are necessary before it has been submitted for review and approval an

employee may make changes by completing the following steps.

Procedure

Step Action


Click Main Menu.



Step Action


Step Action




Step Action

6. Click the Find an Existing Value tab.

Step Action

7. Enter any criteria in the fields to be used for searching for saved expense reports. Or click

the Search button to return all expense reports.



Step Action

8. Select the expense report from the list that needs updating.

Step Action

9. Complete the needed changes following steps provided in the Creating an Expense

Report section.



Copying an Expense Report

The An Existing Report option, found on the Create Expense Report page, gives an employee the

capability to copy from an existing expense report into their new expense report. This feature can be

found in the Quick Start drop down field.

Procedure

Step Action


Click Main Menu.



Step Action


Step Action




Step Action

57. PeopleSoft opens to the Add a New Value page. The Empl ID field will default to your

employee id.

If you are entering an expense report for someone else, select the appropriate Empl ID by

clicking on the Lookup icon next to the field. You will only be able to view and select

empl ids to which you have been given authorization. If the desired name does not appear

in this list, you must request to be assigned as a delegate.

58. Click Add to display the Create Expense Report page.

Step Action

6. Use the Quick Start drop down field to view additional options

KCTCS is not using A Travel Authorization or Entries from My Wallet.

7. Select An Existing Report from the Quick Start field, and click GO.



Step Action

8. Click Select next to the expense report that you want to be copy.

This will copy the prior expense report into the new expense report. The copy feature will

pull all entered data from the previous expense into the new expense report, except

Originating Location which may change from trip to trip.

9. The new expense report is displayed. Any necessary changes can now be made to the new

expense report at this time. Once all necessary changes are made the expense can either be

saved for later updates or can be submitted for approval by the employee.



Printing an Expense Report

Once an expense report has been submitted, the user can print a copy of the expense report.

Procedure

Step Action


Click Main Menu.



Step Action


Step Action




Step Action


Step Action

5. Click the Print link.



Step Action

6. Click Search to return all expense reports for an employee.

Step Action

7. Select the Report ID from the list to print the expense report.



Step Action

8. Click the Print Expense Report link.

Step Action

9. Close window when finished printing.



Withdrawing an Expense Report

This topic provides the knowledge and skills to correctly withdraw an expense report that has been

submitted for approval. An expense report can be withdrawn prior to the Human Resources Supervisor

running budget check or approving it.

Procedure

Step Action

1. Begin by navigating to the View page.

Click Main Menu.



Step Action


Step Action




Step Action


Step Action

5. Click the View link.



Step Action


Step Action

7. Select the Report ID for the expense report you would like to withdraw.



Step Action

8. Click the Withdraw Expense Report button to remove this from the supervisor’s queue.

Step Action

9. At this point, you may make changes to this report or delete it if that is the action you are

wanting to complete.



Step Action

10. To resubmit the same expense report after changes or corrections have been made, navigate

to the Create/Modify page.

11. Click the Find an Existing Value tab.

Step Action

12. Enter any criteria in the fields to be used for searching for saved expense reports. Or click

the Search button to return all expense reports.

13. Select the expense report from the list that needs updating.



Step Action

14. Complete the needed changes following steps provided in the Creating an Expense

Report section.



Deleting an Expense Report

This topic provides the knowledge and skills for correctly deleting an expense report that has not been

submitted for approval, has been withdrawn by the employee, or sent back by the supervisor or auditors.

Procedure

Step Action

1. Begin by navigating to the Delete page.

Click Main Menu.



Step Action


Step Action




Step Action


Step Action

5. Click the Delete link.



Step Action

6. Select the expense report that is needing to be deleted by checking the check box in the

Select column.

Step Action

7. Click Delete Selected Report(s) button.

Confirm you have selected the correct expense report prior to clicking the Delete Selected

Report(s). Once this button is selected the expense report will be deleted, there is no

confirmation screen, and the expense report cannot be retrieved.



Step Action

8. Click OK to return to the Delete an Expense Report page.



View an Expense Report

Employees can view expense reports to see header information, amount due to employee, and where in

the approval process the expense report can be found. Delegates can view expense reports for

themselves or the individuals to which they are assigned as the delegate.

Procedure

Step Action


Click Main Menu.



Step Action


Step Action




Step Action




Step Action

5. Click the View link.

Step Action




Step Action

7. Select the Report ID from the list of the expense report you would like to review.

Step Action

8. The expense report details can be viewed as well as the approval history.

This is a view only screen. Updates cannot be made on this screen.

If a green check appears on the icon under Approval History section it means that the

expense report has been approved at that level. The first icon in the line that does not have

a check means the expense report is awaiting approval by that person. You may review

more details of the approval process in the grid level below the icons.



Appendix A – Listing of Expense Types and Required Fields The following pages list the expense types that can be used on an expense report and the fields needing to

be completed for each type.

Air Travel

This expense type will be used for reimbursement needed for airline tickets.

Airline Baggage Fee

This expense type will be used for reimbursement needed for baggage fees accrued during travel.

Automobile Rental

This expense type will be used for reimbursement needed for when a vehicle was rented.

Currency Conversion Fees

This expense type will be used for reimbursement needed for fees associated with currency

conversion.

Dues/Memberships/Registration

This expense type will be used for reimbursement needed for dues, memberships, or registration

cost related to work.

Gratuity

This expense type will be used for reimbursement needed for gratuity provided for service.

Ground Transportation

This expense type will be used for reimbursement needed for ground transportation.

Hotel/Lodging

This expense type will be used for reimbursement needed for hotel or lodging.

Group Meal - Employee


employees was catered but Procard was not used.

Group Meal - Student


students was catered but Procard was not used.

Meals - Employee Travel

This expense type will be used for reimbursement needed for meals paid for by the employee

during a business trip.



Mileage

This expense type will be used for reimbursement needed for cost of mileage.

Miscellaneous Charges

This expense type will be used for reimbursement needed for charges not associated with any

other expense type provided.

Other Guest Expenses

This expense type will be used for reimbursement needed for other guest expenses not associated

with any other expense type provided.

Other Parcel Service

This expense type will be used for reimbursement needed for parcel service not associated with

postage.

Parking

This expense type will be used for reimbursement needed for fees or charges relating to parking.

Postage

This expense type will be used for reimbursement needed for fees or charges relating to postage.

Preapproved Amount

This expense type will be used for when an employee has only been approved for a set dollar

amount for reimbursement.

Printing

This expense type will be used for reimbursement needed for fees or charges relating to printing.

Service/Maintenance - Vehicles

This expense type will be used for reimbursement needed for service or maintenance relating to

KCTCS owned vehicles.

Special Purchases

This expense type will be used for reimbursement needed for purchases outside the normal

course of business operations. Examples may include purchasing a retiree gift, flowers for

bereavement, student and employee recognition awards, celebratory decorations for special

events, Chamber of Commerce Events, etc. Questions should be forwarded to the System

Director of Business Services.

Subscriptions

This expense type will be used for reimbursement needed for payment of a subscription when the

Procard was not available.



Supplies/Material - Food Serv

This expense type will be used for reimbursement needed for purchased food services materials

or supplies when the Procard was not available.

Supplies/Material - Hazardous

This expense type will be used for reimbursement needed for hazardous materials or supplies

when the Procard was not available.

Supplies/Material Non Instruc

This expense type will be used for reimbursement needed for purchased non-instructional

materials or supplies when the Procard was not available.

Supplies/Material- Other

This expense type will be used for reimbursement needed for purchased materials or supplies not

covered in other expense types, when the Procard was not available.

Supplies/Material-Instruction

This expense type will be used for reimbursement needed for purchased instructional materials

or supplies when the Procard was not available.

Supplies/Material-Motor Fuels

This expense type will be used for reimbursement needed for purchased motor fuel materials or

supplies when the Procard was not available.

Tolls

This expense type will be used for reimbursement needed for toll fees.



Air Travel Expense Type Required Fields This expense type will be used for reimbursement needed for airline tickets.

Procedure

Step Action

1. No additional fields are required for this Expense Type. Return to step 32, in the section

titled, Creating an Expense Report, and continue from there to complete your expense

report.



Airline Baggage Fee Expense Type Required Fields This expense type will be used for reimbursement needed for baggage fees accrued during travel.

Procedure

Step Action



report.



Automobile Rental Expense Type Required Fields This expense type will be used for reimbursement needed for when a vehicle was rented.

Procedure

Step Action



report.



Currency Conversion Fees Expense Type Required Fields This expense type will be used for reimbursement needed for fees associated with currency conversion.

Procedure

Step Action

1. Additional fields are required for this Expense type. Complete according to these

instructions.

2. Click on the Lookup icon next to the Location field and select the location where the

expense was incurred.

3. Non-Preferred will default for the Merchant field, do not change.

KCTCS does not have preferred merchants.

4. Click in the Merchant field and enter the name of the merchant that was used for this

expense type.



report.



Dues/Memberships/Registration Expense Type Required Fields This expense type will be used for reimbursement needed for Dues, Memberships, or Registration cost

related to work.

Procedure

Step Action


instructions.




expense type.



report.



Gratuity Expense Type Required Fields This expense type will be used for reimbursement needed for gratuity provided for service.

Procedure

Step Action



report.



Ground Transportation Expense Type Required Fields This expense type will be used for reimbursement needed for ground transportation.

Procedure

Step Action


instructions.




expense type.



report.



Hotel/Lodging Expense Type Required Fields This expense type will be used for reimbursement needed for hotel or lodging.

Procedure

Step Action


instructions.

2. Click in the Number of Nights field and enter the number of nights stayed at the hotel.




expense type.



report.



Group Meal - Employee Expense Type Required Fields This expense type will be used for reimbursement needed for when an event or meeting for employees

was catered but Procard was not used.

Procedure

Step Action



report.



Group Meal - Student Expense Type Required Fields This expense type will be used for reimbursement needed for when an event or meeting for employees

was catered but Procard was not used.

Procedure

Step Action



report.



Meals - Employee Travel Expense Type Required Fields This expense type will be used for reimbursement needed for meals paid for by the employee during a

business trip.

Procedure

Step Action



report.



Mileage Expense Type Required Fields This expense type will be used for reimbursement needed for cost of mileage.

Procedure

Step Action


instructions.

2. Click on the Lookup icon next to the Originating Location field and select the

location where the trip began.

3. Click on the Lookup icon next to the Destination Location field and select the

location where the expense was incurred.

4. Click in the Miles field and enter the number of miles.

The number must be a whole number, therefore round up to the next whole number if it is

0.5 or greater. Then round down to the next whole number if it is 0.4 or lower.



report.



Miscellaneous Charges Expense Type Required Fields This expense type will be used for reimbursement needed for charges not associated with any other

expense type provided.

Procedure


instructions.




expense type.



report.



Other Guest Expenses Expense Type Required Fields This expense type will be used for reimbursement needed for other guest expenses not associated with

any other expense type provided.

Procedure

Step Action


instructions.




expense type.



report.



Other Parcel Service Expense Type Required Fields This expense type will be used for reimbursement needed for parcel service not associated with postage.

Procedure

Step Action



report.



Parking Expense Type Required Fields This expense type will be used for reimbursement needed for fees or charges relating to parking.

Procedure

Step Action



report.



Postage Expense Type Required Fields This expense type will be used for reimbursement needed for fees or charges relating to postage.

Procedure

Step Action


instructions.




expense type.



report.



Preapproved Amount Expense Type Required Fields This expense type will be used for when an employee has only been approved for a set amount.

Procedure

Step Action



report.



Printing Expense Type Required Fields This expense type will be used for reimbursement needed for fees or charges relating to printing.

Procedure

Step Action


instructions.




expense type.



report.



Service/Maintenance - Vehicles Expense Type Required Fields This expense type will be used for reimbursement needed for service or maintenance relating KCTCs

owed vehicles.

Procedure

Step Action


instructions.




expense type.



report.



Special Purchases Expense Type Required Fields This expense type will be used for reimbursement needed for

Procedure

Step Action


instructions.




expense type.



report.



Subscriptions Expense Type Required Fields This expense type will be used for reimbursement needed for

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material - Food Serv Expense Type Required Fields This expense type will be used for reimbursement needed for purchased food services materials or

supplies when the Procard was not available.

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material - Hazardous Expense Type Required Fields This expense type will be used for reimbursement needed for hazardous materials or supplies when the

Procard was not available.

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material Non Instruc Expense Type Required Fields This expense type will be used for reimbursement needed for purchased non-instructional materials or

supplies when the Procard was not available

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material- Other Expense Type Required Fields This expense type will be used for reimbursement needed for purchased materials or supplies not covered

in other expense types, when the Procard was not available

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material-Instruction Expense Type Required Fields This expense type will be used for reimbursement needed for purchased instructional materials or supplies

when the Procard was not available

Procedure

Step Action


instructions.




expense type.



report.



Supplies/Material-Motor Fuels Expense Type Required Fields This expense type will be used for reimbursement needed for purchased motor fuel materials or supplies

when the Procard was not available

Procedure

Step Action


instructions.




expense type.



report.



Tolls Expense Type Required Fields This expense type will be used for reimbursement needed for toll fees.

Procedure

Step Action



report.



Appendix B – Quick Start, Actions, Quick Fill

The following pages lists options in the Travel and Expense Module for an employee, to use, to help aid

in the process of completing an expense report.

Employees can select options from Quick Start, Actions, or Quick Fill. Depending on what an employee

is doing, on the Create Expense Report page, will depend on what options will be available.

Quick Start The Quick Start field contains the options that will populate an expense report based on existing items

already in the Travel and Expense module for an employee. Options include A Template, A Travel

Authorization, An Existing Report, and Entries From My Wallet. Currently, KCTCS is not using A

Travel Authorization or Entries From My Wallet features. However, the following are being used.

A Template

The A Template option allows an employee to create an expense report with set expense types that will

populate when the template is selected. A template will need to be set up prior to selecting this option.

An Existing Report

The An Existing Report option allows an employee to copy an existing expense report into their new

expense report and is explained in the Copying an Existing Expense Report section.

Actions Once an expense type has been selected on the expense report the Quick Start option will change to

Actions. This will provide the following options for an employee to help aid in the process of completing

an expense report.

Copy Expense Lines The Copy Expense Lines option allows an employee to copy an expense line to multiple lines or days if

needed.

Default Accounting for Report The Default Accounting For Report option provides the ability to setup a default chartfield string to be

used for the current expense report. This option will override the default chartfield string located on the

user defaults, but will not be saved to the employees profile. The default accounting is implemented at the

expense report level and each expense that you add to the report inherits it. Once the expense report is

submitted the chartfield values will not be stored for future use.

Export to Excel An employee can use the Export to Excel option to convert their expense report to an Excel spreadsheet.

Users Defaults



The employee’s User Defaults can be accessed through this option.



Copy Expense Lines

The Copy Expense Lines option allows an employee to copy an expense line to multiple lines or days if

needed.

Procedure

Step Action

1. Select Copy Expense Lines from the Action field drop down list.

2. Click Go.



Step Action

3. If you want to copy each selected line just once using the To Date as the new expense date,

select Copy to One Date.

If you want to copy each line multiple times with the expense date for the new lines set to

each day within the specified date range, select Copy to Range of Dates.

4. Enter the appropriate date(s).

5. Select the Expense Type needing to be copied.

6. Click OK.



Default Accounting for Report

The Default Accounting For Report option provides the ability to setup a default chartfield string to be

used for the current expense report. This option will override the default chartfield string located on the

user defaults, but will not be saved to the employees profile. The default accounting is implemented at the

expense report level and each expense that you add to the report inherits it. Once the expense report is

submitted the chartfield values will not be stored for future use.

Procedure

Step Action

1. Select Copy Expense Lines from the Action field drop down list.

2. Click Go.



Step Action

6. Update the % field if the amounts will be divided between multiple chartfield stings.

% field should always equal 100 when you are finished with your splits.

7. Enter or select the appropriate business unit for the GL Unit field.

8. Enter or select the appropriate fund code for the Fund field.

9. Enter or select the appropriate department code for the Dept field.

10. Enter or select the appropriate program code for the Program field

11. Enter or select the appropriate class code for the Class field.

12. Enter or select the appropriate project code for the Project field

13. The Affiliate field is not being used by KCTCS, leave blank.

14. Click Add ChartField Line button to add additional chartfields.

The additional chartfield line will populate on every expense line on the expense report.

15. If the chartfield string has already been entered on the expense report, clicking the Load

Defaults button will override and replace with the default chartfield string from the

employee’s User Defaults page.



Step Action

16. Click OK.

17. If User Defaults was selected, follow the following instructions.

Select User Defaults

18. Click Go.

This will routr to the User Profile – User Defaults page in an additional window.

Creating Expense Reports...PeopleSoft 9.2 Travel and Expense User Guide Creating Expense Reports 6...

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