PantherSoft Financials Travel & Expense. Agenda Travel Policy & Procedure Travel Per Diem Travel &...

PantherSoft FinancialsTravel & Expense

Agenda

Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website

Travel Policy & ProcedureThe Authority to incur travel expenses on behalf of Florida International University is governed by:

The FIU Travel & Expense Policy

Florida Statutes, Section 112.061

You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing

Travel Policy & Procedure

Please read the following University’s policy and procedure manuals prior to traveling:

Travel Manual: http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf

Travel Policy:http://policies.fiu.edu/record_profile.php?id=548

UPK Online Training Guide: http://panthersoft.fiu.edu/Financials/UPK/controllers.htm

Agenda


Domestic Meal Rate Table

Meals are only $36 per day for “domestic travel”

Domestic Meal Rate Table (Continental U.S., territories and possessions of the U.S.)The meal allowances are reimbursed based on the following criteria:

Note - that the meal allowance should not be claimed when the meals are provided by the host location (i.e. seminar that provides lunch to participants).

Meals RateTravel Begins

prior to:

Extends beyond:

Breakfast $ 6.00

6:00 a.m. 8:00 a.m.

Lunch $ 11.00

Noon 2:00 p.m.

Dinner $ 19.00

6:00 p.m. 8:00 p.m.

Total Rate per day:

$ 36.00

Each day is broken into 4 Quarters

Travelers may receive $20 for each quarter in which they travel

Maximum of $80 daily based on quarters traveled

No meals and lodging allowed if claiming per diem

Must involve an overnight stay

Travel Domestic Flat Per Diem Allowance

Travel Per Diem

General Services Administration(GSA) Per Diem Rates for the Continental U.S.:

http://www.gsa.gov/portal/content/104877

* Rates are set by fiscal year, effective October 1st

Alaska, Hawaii, U.S. Territories and Possessions (Department of Defense):

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

Foreign Per Diem (Department of State):When traveling to a foreign country travelers should read appropriate U.S. State Department advisories

before beginning travel to a foreign destination and in general exercise prudence whenever traveling to a foreign location.

http://travel.state.gov/

Foreign Per Diem (Department of State):http://aoprals.state.gov/content.asp?content_id=184&menu_id=81

Agenda


Travel & Expense Terms

Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger.

Cash Advance (CA): Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. CA’s are treated as an Accounts Receivable in the General Ledger.

Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee.


Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business.

Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters.

Foreign Travel: Travel outside the United States. When traveling to a foreign country, and funded from a Project ID, air travel must be on a US carrier as per the “Fly America Act”, to the maximum extent possible. This applies when commercial air transportation is used between the United States and a foreign country or between foreign countries. Cost savings, convenience or personal preferences are not exceptions to using non U.S. flag carrier. For more information on exceptions, see the website at: http://www.fic.nih.gov/funding/grants_info/travel.htm.

Official Headquarters: The University campus where the employee’s office is located.


Proxy – is when an employee has the access to create Travel Authorizations, Cash Advances and Expense Reports for another employee.

In order to add or become a Proxy do one of the following: The TRAVELER wanting to make another their Proxy:

Navigate to MyFIU > Financials Self Service > Employee Self Service >Travel & Expense Center > Profiles and Preferences > Delegate Entry Authority > click the ‘+’ symbol – enter the Panther Id of the person you wish to give the delegation – tab to insure this is the correct person – click the yellow Save button – click the OK button

Go to UPK training guide to practice and learn to perform action stated above

Restricted Purchases (Travel)The following list, which is not all-inclusive, represents some travel expenses that are not reimbursable through the University Travel :

* View entire list on the Travel Website* View entire list on the Travel Website

Office of the Controller

Alcoholic beverages Pay-for-view movies in hotel/motel room

Cancellation charges (unless justified) Personal insurance on rental vehicles

Non University business related cell phone expenses Personal phone calls, including calls home

Childcare costs Pet care costs

Expenses for non-business related activities such as sightseeing or entertainment

Personal plane use

Expenses incurred by spouse or family Repairs, towing service, etc. for personal vehicles

Extra baggage charges for personal items, i.e. golf clubs or skis

Room service

Late checkout fees Fees for the use of a hotel safe, unless mandatory by the hotel

Laundry, cleaning, pressing expenses for trips of six days or less

SunPass transponder rental charges on rental vehicles in addition to cost of tolls

Lodging within 50 miles of headquarters or home (unless justified)

Supplies associated with the business activities of a trip costing more than $100

Lost or stolen cash or personal property Tips for maid services

Meals included in the cost of registration Traffic citations, parking tickets, and other fines

Mileage from home to headquarters or headquarters to home Travel insurance

Mini Bar Charges Bank overdraft fees

Parking expenses at assigned workplace Credit card late fees and/or interest charges

Agenda


Travel AuthorizationA few reminders before creating a TA:FIU is a budget conscious organizationAll Departmental Travel Card charges should be placed in the comment fields ONLY to prevent an additional encumbrance for a paid chargeAirfare, Train, or bus maybe paid for using the Departmental Travel Card or the traveler’s personal credit cardCoach/economy class is allowed for airfare only, unless approved by the CFO for a specific reason, such as medical necessityTravelers should rent compact cars or the most economical class available. With prior supervisory approval in writing, the following exceptions are available:

• Rental of a larger size car when shared with other travelers• When circumstances would necessitate a larger size car, such as

physical or medical condition or • When the nature of the travel is such that it would damage the

vehicle because of the terrain

Travel Authorization


Florida

This is your DESTINATION Location


The Description field should be explanatory and give everyone an immediate sense of what or why document was created.Examples:1737204 – Golden PantherFIU01 – 4400010999Golden Panther Convention @ Shark ValleyRecruiting tripCity, State

Travel Authorization The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University.Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA.

Billing Type is always “FIU Expense”.

List the estimated “Out of Pocket” expenses for traveler as actual Expense Types.

Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $600, Conference $950, Airfare $700 = $2500.


The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel.

Chartfield Combination Look-up Results

Activity Nbr Contract & Grant Projects Foundation Projects

*These are the Chartfield combinations that a SpeedType field will produce depending on the Activity Nbr/Project ID that you search for. These are the ONLY numbers that PeopleSoft will take for a given Activity Nbr/Project.

For all Projects, please note that the Site field will be only one digit.

These fields are optional fields.

Travel Authorization - Expense Account & Cost PID

The “Expense Type” you choose will determine the Account and Alt Account to be charged.Never change the Account and Alt Account that it is systematically populated.

Cost PID is mandatory for all funds using 651 and 652


Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements.

To make travel arrangements you must contact Foundation at ext. 7-3758.


If an error flag appears, click the arrow and you will be taken to the error to make corrections.

Travel Authorization Workflow

Prepare/Submit Travel Authorization

HR Supervisor Approves

Departmental Expense Manager Approves

Project Manager Approves (Only if paid by a Project)

• Once T.A. is approved • Make Travel arrangements• Collect all receipts • Funds are encumbered

Division Of Research(Fund Code 660-665)

Any amount

Travel Authorization Approval ExceptionTravel Authorization Approval Workflow

Jane is traveling and John creates TA

Pass

delegates authority to James

Approved

John is traveling and John creates TA

Agenda


Cash Advance

A few reminders before creating a CA:You can get up to 80% of expected out of pocket expenses

Only one Cash Advance is allowed at any time

You may request an advance of 30 calendar days prior to any travel

You will receive the advance no more than 10 days in advance of your travel

Cash Advance

Cash Advance

Only one line is needed for all expenses in the cash advance.

Cash Advance Workflow

Prepare Cash Advance

HR Supervisor Approval Prepay Auditor Approval

Agenda


Expense ReportA few reminders before creating an ER:Panther ID for Traveler

Receipts

Agendas for Conferences, Conventions, Workshops or Seminars

Travel Authorization Number

Correct Chartfield String(s)

Cash Advance Number

Departmental and FIU Travel Card charges

All information to avoid a supplemental Expense Report if at all possible

Additional Documents may be required by the Travel Department

Expense ReportOther reminders before creating an ER:You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing

Get written explanation for Lost Receipt(s) Form for all missing and lost receipts.

Use red marker to block or fold under any “Bar Codes” from vendors so as to not interfere with the Expense Report Bar code

MapQuest link:

http://mapquest.com/directions

Money Exchange Information link:

http://www.oanda.com/convert/classic

Expense Report

Choose the Panther ID of the traveler you wish to create the Expense Report for.

Expense Report

After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted.

If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry.”

Expense Report

Reimbursement of Non-Employees:

If the Department Travel Card is being used, create an Expense Report under the name of the person with the card. Otherwise, any employee can create an ER using their name on behalf of the non-employee as a non-reimbursable expense.

Check off the appropriate boxes as non-reimbursable

Scan (preferred) or fax the Signed Expense Report to 305-348-1355

Scan (preferred) or fax all receipts with the Reimbursement of Travel Expenses for Non-Employee Form to 305-348-1355

Expense Report

Accounting Defaults:

If Expense Report is populated from a Travel Authorization, the default is what was entered on the TA.

If blank Expense Report (non travel or vicinity travel) – the default department is the employee’s department.

It may or may not be the desired place where you wish to charge a transaction.

Expense Report

Other Accounting Icons:

Accounting Details: The account is predetermined by your choice of Expense type and should not be changed.

Receipt Split: This is where you are allowed to split a receipt. For example airfare bought on one charge; however, there were two airlines involved, a domestic and a foreign, and may require splitting purposes.

Expense Report

Expense Report

Expense Report

Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75.

Expense Report

Expense Report

Importing My wallet Transactions to an ER reminders:

To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”.

Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card.

You can import these charges directly to your expense report.

These charges will come over to your ER as a “University Credit Card”.

Expense Report

Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75.

Expense Report

Expense Report

If an error flag appears, click the arrow and you will be taken to the error to make corrections.

Expense Report

Steps to faxing ER to Image Now:

1.When you have completed the ER and “Saved for Later” print the document to produce a page that includes the “Bar Code” for the ER.

2.ER must be signed by the traveler before it is submitted.

3.Scan (preferred) or fax the documents to 305-348-1355

4.Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed documents.

5.If missing some documents, take the ER and the pages missing in image now and refax.

6.Repeat process until all pages appear in Image Now.

7.Contact the Travel department or Financial Systems and Support Helpdesk if images do not appear.

Expense Report

Expense Report

Non-Reimbursable Expenses:

If an ER is budget checked, then returned to the submitter for revision (mark expenses as Non-Reimbursable).Then make sure the ER is budget checked again a 2nd time after resubmission.

Expense Report Workflow FIU 01

Prepare Expense Report

Expense ManagerApproves

Prepay Auditor Approves


• Expense Report Approved• Payment is issued

Division Of Research(Fund Code 660-665)

If amount is greater than $10k

All receipts should be scanned & attached

It can also be faxed 7-1355

Expense Report Workflow FIU 02

Prepare Expense Report

Expense ManagerApproves

Prepay AuditorApproves(if amount is less than $1000)


• Expense Report Approved• Payment is issued

Supplemental Approver(if amount is greater than $1001)

All receipts should be scanned & attached

It can also be faxed 7-1355

Agenda

Travel Policy & Procedure

Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense ReportWebsite

Website & Links

Tips & Tools

User Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment.

panthersoft.fiu.edu/financials/onlinetraining.htm

Questions ?

PantherSoft Financials Travel & Expense. Agenda Travel Policy & Procedure Travel Per Diem Travel &...

Documents

Transcript of PantherSoft Financials Travel & Expense. Agenda Travel Policy & Procedure Travel Per Diem Travel &...