PeopleSoft Travel and Expense Travel Authorization (TA) · Page 1 of 33. Indiana Department of...

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Indiana Department of Administration

Procurement Division

PeopleSoft Travel and Expense

Travel Authorization (TA)

Version: 18-06.14

NOTE: This guide contains information to assist with completing a Travel Authorization and does not include all policies regarding travel. Additional information, including the latest policy, can be found at the IDOA Travel Services webpage: http://www.in.gov/idoa/2459.htm. Contact your agency’s travel coordinator if you have questions regarding process, rates or any other concerns.

http://www.in.gov/idoa/2459.htm

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Table of Contents EXPENSE TYPE QUICK REFERENCE GUIDE ........................................................................................... 3

PAYMENT TYPE DEFINITION OVERVIEW ............................................................................................................ 3 CREATING A TRAVEL AUTHORIZATION .............................................................................................. 4

LOG IN TO PEOPLESOFT FINANCIALS ................................................................................................................. 4 USE THE FOLLOWING NAVIGATION ................................................................................................................... 4

TRAVEL AUTHORIZATION ENTRY ....................................................................................................... 5 GENERAL INFORMATION ................................................................................................................................ 5 TRANSPORTATION INFORMATION .................................................................................................................... 7 ACCOUNT INFORMATION ............................................................................................................................... 7 HOTEL INFORMATION .................................................................................................................................... 8 AGENCY CONTACT INFORMATION .................................................................................................................... 8 NAME AS IT APPEARS ON DRIVER’S LICENSE ....................................................................................................... 8 DETAILS ...................................................................................................................................................... 8 EXPENSE TYPE .............................................................................................................................................. 8

Expense Type Airfare ........................................................................................................................... 9 Expense Type Fees- Registration ....................................................................................................... 11 Expense Type Ground Transportation ............................................................................................... 13 Expense Type Lodging/Hotel ............................................................................................................. 15 Expense Type Luggage Check Fee ...................................................................................................... 17 Expense Type Mileage ....................................................................................................................... 19 Expense Type Parking & Tolls ............................................................................................................ 21 Expense Type Per Diem- Out of State ................................................................................................ 23 Expense Type Rental Car .................................................................................................................... 25

SUBMISSION .............................................................................................................................................. 26 VIEW A TRAVEL AUTHORIZATION .................................................................................................... 27 MODIFY A TRAVEL AUTHORIZATION ............................................................................................... 28 PRINT A TRAVEL AUTHORIZATION ................................................................................................... 29

PRINTING FROM THE TA IN VIEW ................................................................................................................... 29 PRINTING FROM THE TA IN PRINT .................................................................................................................. 31

DELETE A TRAVEL AUTHORIZATION ................................................................................................. 33

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Expense Type Quick Reference Guide

Payment Type Definition Overview Employee Paid: expenses employee is expected to pay Agency Paid: expenses covered by the agency, typical ly through an invoice or direct bil l Travel Card: expenses paid upfront by agency through the use of the agency travel card (see the P/T Card User Guide for a l ist of allowable and prohibited expenses) Third Party Paid: expenses paid directly from a third party

EXPENSE TYPE PAYMENT TYPE BILLING TYPE

Airfare Employee Paid In State- Billable or Out of State- Billable Travel Card Agency Paid Third Party Paid Third Party Paid

Fees- Registration

Employee Paid In State-Billable or Out of State-Billable Agency Paid Agency Paid Travel Card Agency Paid Third Party Paid Third Party Paid

Ground Transportation

Employee Paid (Example: Taxi, Shuttle, Uber, Shuttle Bus, Toll Roads, Fuel Receipts for Rental Vehicles, Out of State Rental Vehicles)

In State- Billable or Out of State- Billable

Agency Paid (Example: Wright Express Card Fuel Purchases) Agency Paid

Travel Card (Example: Train Tickets, Long Haul Bus Fair) Agency Paid

Third Party Paid Third Party Paid

Internet Access Employee Paid In State- Billable or Out of State- Billable Agency Paid Agency Paid Third Party Paid Third Party Paid

Lodging/Hotel

Employee Paid In State- Billable or Out of State- Billable Agency Paid Agency Paid Travel Card Agency Paid Third Party Paid Third Party Paid

Luggage Check Fee

Employee Paid In State- Billable or Out of State- Billable Third Party Paid Third Party Paid

Mileage Employee Paid In State- Billable or Out of State- Billable Third Party Paid Third Party Paid

Parking & Tolls Employee Paid In State- Billable or Out of State- Billable Third Party Paid Third Party Paid

Per Diem- In State

Employee Paid In State- Billable Third Party Paid Third Party Paid

Per Diem- Out Of State

Employee Paid Out of State- Billable Third Party Paid Third Party Paid

Rental Car

Employee Paid (Example: Out of State Rental) Out of State- Billable Agency Paid (Example: Direct Bill Rental) Agency Paid Travel Card (Example: Out of State Rental) Agency Paid Third Party Paid Third Party Paid

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Creating a Travel Authorization PeopleSoft Travel and Expense Module is located in PeopleSoft Financials

Log in to PeopleSoft Financials https://fs.gmis.in.gov/psp/fsprd/?cmd=login&languageCd=ENG&

User ID and Password are the same as used in PeopleSoft HR for submitting attendance and time

Use the following navigation Main Menu > Employee Self-Service > Travel and Expense Center

Click Travel Authorization

Click Create

A Blank Report will open for you to start entering data

https://fs.gmis.in.gov/psp/fsprd/?cmd=login&languageCd=ENG&

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Travel Authorization Entry General Information

1) Description List the following: Agency Acronym, brief description of the purpose of travel.

2) Business Purpose Select the correct option from the dropdown menu:

A. Business- DTA Out of State: (only for approved agencies) Use for Out of State Travel that meets all DTA requirements

B. Business- In State: Travel that will take place in state without crossing state lines

C. Business- Out of State: Travel across state lines

3) Default Location Enter the location where you will be traveling to. This field is defined by zip code for the destination city. It does not have to be exact.

4) Date From/Date To Enter your departure and return dates

5) Comment This field is used as the justification for travel. Do not used acronyms. Please include the following:

• Why it is in the best interest of the State that travel is approved

• Names of other travelers attending and justification for multiple attendees

• Registration deadlines (if applicable)

• Any special considerations that need to be addressed due to unique circumstances

• If the request was not submitted 30 days prior to departure explain why

6) Attachments Attach the supporting documentation for the travel event and expenses.

Prior to attaching files, you will need to scan in or create picture files of the documents needed. Your agency’s process for scanning documents is dependent on the equipment available. Please contact your agency office administrator or IOT for assistance.

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Clicking the Attachments hyperlink will take you to the Travel Auth Attachments page.

Click Add Attachment

Click Browse

Locate the files needed for upload and select Open

Enter a brief description of the attachment in the Description field. For example: Airfare. Continue this process until all needed files are attached.

Click OK

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7) Personal or Weekend Time: If you are extending your trip beyond what is needed and reasonable for State business, you must select Personal or Weekend Time and note the dates that will be non-State business.

Example 1: if State business ends on Thursday and you would normally return on Friday. You decide to stay the weekend since you normally work Monday through Friday, this would count as personal/weekend time. Note the additional days.

Example 2: if State business ends on Saturday and you would normally return Sunday. This would not be classified as Personal or Weekend Time, since it was required for State business.

Personal or Weekend Time will not be approved on both ends or in the middle of what is required for State business. Please reference the current Financial Management Circular for additional policy regarding definition of personal expenses and calculation requirements of expenses deemed as personal. Contact your agency Travel Coordinator with questions.

8) Is this trip necessary to fulfill job duties: If yes, check the box.

9) Is this for Conference attendance: If yes, check the box.

10) Meeting Start/End Date/Time: Enter when the meeting begins and ends.

Transportation Information Check all modes of transportation that will be used and attach cost estimates.

Airfare estimates can be obtained through the State’s contracted vendor. Airfare is not to be purchased prior to DOA approval. This includes airfare in connection to personal time.

Account Information 1. Fund Account Name

Enter the name of the account funding source

2. Fund Account Number Enter the account number of the funding source

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3. Fund Type and Percentage Select all of the funding types and the percentage of each fund source that will be used for the travel event.

Hotel Information Enter the hotel name, city it is located in, and nightly rate. The rate should include taxes.

Agency Contact Information Enter the name and phone number of your agency’s Travel Coordinator. List Travel Coordinator as the Position/Job Title.

Name as it appears on Driver’s License Enter the traveler’s information as it appears on their driver’s license. This information is used for finalizing any bookings or confirmations.

Details This section will require you to enter the detail information for the travel event expenses.

Expenses should be entered in date order.

Use the Expense Type Quick Reference Guide for additional information on each expense type, payment type and billing type.

Expense Type All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type. Repeat the process to include any expenses that will be associated with the travel event.

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Expense Type Airfare

1) Expense Type

Select Airfare from the drop-down menu

2) Date Enter the departure date

3) Amount Enter the price of round trip state business airfare based on your estimate

4) Currency This field is set to United States Dollars (USD). If the travel event is outside of the United States, expenses need to be converted to USD.

5) Payment Type Use the Expense Type Quick Reference Guide for assistance

6) Billing Type Use the Expense Type Quick Reference Guide for assistance

7) Detail Click the Detail link to enter the additional information for Airfare. Information that you previously entered will default to appropriate lines. Complete the blank fields.

A. Originating Location

City where the travel event begins. Type the city name and click the magnifying glass to assign a zip code. The zip code does not need to be exact.

B. Location Destination city. Type the city name and the magnifying glass to assign a zip code. The zip code does not need to be exact.

C. Description Enter the carrier for the purposed flight. Normal State business flights should be secured through the State’s contracted vendor.

D. Accounting Detail Click Accounting Detail to enter chart field information. Information that was previously entered will default to the appropriate lines.

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NOTE: Do not make changes to GL Unit, Bud Ref, or Budget Date fields.

• If accounting defaults have been setup, chart field information will default. Fields are able to be modified if needed.

• If accounting defaults have not been setup, enter the required information. Accounting information is provided by Controller Accounting Department or supervisor based on your agency’s structure.

Click OK to return to Authorization Detail

Click Return to Travel Authorization Entry to enter the next expense

Click Save for Later after entering each expense line to prevent information being lost.

The Travel Authorization (TA) will be assigned an Authorization ID number after saving.

The Authorization ID number will display in the top right corner of the TA.

Use this reference number to look up the saved TA if you ever need to stop entering and return later.

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Expense Type Fees- Registration All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Fees- Registration from the drop down menu

2) Date Enter the departure date

3) Amount Enter the total cost of the registration




7) Detail Click the Detail link to enter the additional information for Fees- Registration. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter the purpose of the registration fee and/or if there is an early registration fee deadline.


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Expense Type Ground Transportation All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Ground Transportation from the drop down menu

2) Date Enter the date the expense is incurred.

3) Amount Enter the total cost of the ground transportation




7) Detail Click the Detail link to enter the additional information for Ground Transportation. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter the purpose for the expense


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• If accounting defaults

have been setup, chart field information will default. Fields are able to be modified if needed.





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Expense Type Lodging/Hotel All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Lodging/Hotel from the drop down menu

2) Date Enter the first night of lodging. You will need to enter a separate line for each night of lodging.

3) Amount Enter the total nightly cost including taxes




7) Detail Click the Detail link to enter the additional information for Lodging/Hotel. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter the nightly rate and estimated taxes.


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• If accounting defaults have not been setup, enter the required information. Accounting information is provided by Controller Accounting Department or supervisor based on your agency’s structure. Click OK to return to Authorization Detail Click Return to Travel Authorization Entry to enter the next expense Click Save for Later after entering each expense line to prevent information being lost.

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Expense Type Luggage Check Fee All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Luggage Check Fee from the drop down menu

2) Date Enter the date the expense is incurred

3) Amount Enter the total cost of the luggage check fee.




7) Detail Click the Detail link to enter the additional information for Luggage Check Fee. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter the purpose of the charge.


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• If accounting defaults have not been setup, enter the required information. Accounting information is provided by Controller Accounting Department or supervisor based on your agency’s structure. Click OK to return to Authorization Detail



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Expense Type Mileage All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Mileage from the drop down menu

2) Date Enter the date mileage was incurred

3) Amount The mileage amount will be calculated on the Detail page (7 below).




7) Detail Click the Detail link to enter the additional information for Mileage. Information that you previously entered will default to appropriate lines. Complete the blank fields.

A. Miles

Enter the number of miles based on the shortest route driving directions from online mapping source and click the Calc Mileage button.

NOTE: Please reference FMC 2017-2 (Travel Policy) for additional policy and documentation requirements.

B. Originating Location City where the travel event begins. Type the city name and click the magnifying glass to assign a zip code. The zip code does not need to be exact.

C. Location Destination city. Type the city name and the magnifying glass to assign a zip code. The zip code does not need to be exact.

https://secure.in.gov/sba/files/fmc_2017-2.pdf

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D. Description Enter the start and end points for mileage.

E. Accounting Detail Click Accounting Detail to enter chart field information. Information that was previously entered will default to the appropriate lines.


• If accounting

defaults have been setup, chart field information will default. Fields are able to be modified if needed.





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Expense Type Parking & Tolls All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Parking & Tolls from the drop down menu

2) Date Enter the date the expense is incurred

3) Amount Enter the daily parking fee or toll amount.




7) Detail Click the Detail link to enter the additional information for Parking and Tolls. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter the purpose of the charge.


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Expense Type Per Diem- Out of State All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Per Diem-Out of State from the drop down menu

2) Date Enter the date per diem is being claimed.

3) Amount Enter the per diem amount for daily meals being claimed in accordance to travel policy.

4) Currency This field is set to United States Dollars (USD). If the travel event is outside of

the United States, expenses need to be converted to USD.



7) Detail Click the Detail link to enter the additional information for Per Diem. Information that you previously entered will default to appropriate lines. Complete the blank fields.




C. Description Enter any meals provided.

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NOTE: Do not make changes to GL Unit, Bud Ref, or Budget Date fields. • If accounting

defaults have been setup, chart field information will default. Fields are able to be modified if needed.




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Expense Type Rental Car All expenses for a travel event should be listed on the Travel Authorization. Use the Expense Type Quick Reference Guide for assistance with Payment Type and Billing Type.

1) Expense Type

Select Rental Car from the drop down menu

2) Date Enter the date the rental vehicle is used. A separate line will need to be entered for each day of use if the rental was used over multiple days.

3) Amount Enter the daily rental usage rate.

4) Currency This field is set to United States Dollars (USD). If the travel event is outside of

the United States, expenses need to be converted to USD.



7) Detail Click the Detail link to enter the additional information for Rental Car. Information that you previously entered will default to appropriate lines. Complete the blank fields.



B. Merchant This should always be listed as Preferred: Enterprise Rentals through the State’s QPA

C. Location Destination city. Type the city name and the magnifying glass to assign a zip code. The zip code does not need to be exact.

D. Description Enter the vehicle class that will be used.

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E. Accounting Detail Click Accounting Detail to enter chart field information. Information that was previously entered will default to the appropriate lines.

NOTE: Do not make changes to GL Unit, Bud Ref, or Budget Date fields. • If accounting defaults

have been setup, chart field information will default. Fields are able to be modified if needed.





Submission Once all expenses have been entered and supporting documents have been attached, you are ready to submit for approval.

Click Submit

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View a Travel Authorization Navigate to: Main Menu > Travel and Expenses > Travel and Expense Center


Click View

There are several search criteria that can be used to reference a Travel Authorization.

Enter the appropriate information (last 4 digits of the Authorization ID or Empl ID)

Click Search

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Modify a Travel Authorization Navigate to: Main Menu > Travel and Expenses > Travel and Expense Center


Click Modify

Enter the last 4 digits of the Authorization ID

Click Search

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Print a Travel Authorization There are 2 options to print a Travel Authorization. The Travel Authorization can be printed directly from the approved TA in View, or the Travel Authorization can be printed by navigating to Print.

Printing from the TA in View Navigate to: Main Menu > Travel and Expenses > Travel and Expense Center


Click View

There are several search criteria that can be used to reference a Travel Authorization.

Enter the appropriate information (last 4 digits of the Authorization ID or Empl ID)

Click Search

Scroll to the bottom of the TA

Click Printable View

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The Printable View screen will list the reports you have requested to run

A. Click Refresh until the status is Posted

B. Click the hyperlinked description

C. Regardless of the printing method, ensure your User ID and number of days are filled in with no other filters selected

PDF copy of the State Form 823 will generate, allowing you to print from the document

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Printing from the TA in Print Navigate to: Main Menu > Travel and Expenses > Travel and Expense Center


Click Print

A. Select an existing Run Control ID

If you do not have a saved search you will need to create one.

B. Click on Add a New Value

C. Run Control ID: This can be named at the user’s discretion or choose something that identifies the process, such as Print_TA. There can be no spaces or special characters in the Control ID name.

D. Click Add

E. Enter your Travel Auth ID. This must include the 6 leading zeros, i.e.: 000000XXXX.

F. Click Run

G. Select Web

H. Select PDF

I. Click OK

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J. Click the Process Monitor hyperlink

K. Click Refresh until the Run Status shows Success and the Distribution Status shows Posted

L. Click Details

M. Click View Log/Trace

N. Click the hyperlink name ending in .PDF

A PDF copy of the State Form 823 will generate, allowing you to print from the document

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Delete a Travel Authorization Navigate to: Main Menu > Travel and Expenses > Travel and Expense Center


Click Delete

NOTE: A TA cannot be deleted if it has been submitted for approval. If the TA is sent back for corrections it can be deleted.

NOTE: Depending on your PeopleSoft account profile settings, you may be directed to skip the following steps A and B.

A. Enter your Empl ID which is the 11 digit number from your badge

B. Click Search C. Mark the Select box of the

Authorization ID(s) that you want to delete.

D. Click Delete Selected Authorization(s)

A Delete Confirmation page will confirm that the action was successful

Click OK

Select Return to Travel Authorization

PeopleSoft Travel and Expense Travel Authorization (TA) · Page 1 of 33. Indiana Department of...

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