Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible...

19
Travel and Expense Pre- Go Live Webinar January 11, 2018

Transcript of Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible...

Page 1: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelandExpensePre- GoLiveWebinar

January11,2018

Page 2: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

Today’sAgenda

• BenefitsoftheTravelandExpenseModule• UpdateBankingInformation• Reviewoftransactiontypes• TravelExpenseRoles• TravelandExpenseChanges• RollOutSchedulebyOperatingUnit• CommunicationandTraining

Page 3: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

BenefitsoftheTravelandExpenseModule

• Thispowerful,yeteasytousemoduledramaticallyreducestheamountoftimeandeffortrequiredtosubmit,approve,process,andpayexpensereports.

• EncumberstheTravelAuthorizationonyourbudget.

Page 4: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

UpdatingBankingInformation

• FirststeptousingtheTravelandExpensemoduleisenteringbankaccountinformation.

• Enteringbankinginformationvalidatesthetraveler,allowingtransactionstobecompletedontheirbehalf.

• Besurebankinginformationiscorrectandupdatewhennecessary.

• ALL paymentswillbemadeviaACH.

Page 5: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

OverviewofExpenseTransactions

• TravelAuthorization• TravelAdvance• ExpenseReport

“IwouldliketothanktheTravelOfficefortheirpatienceandhardworkimplementingthisnewmodule. Iwasveryluckytobeapartofapilotgroup.Theylistenedtoourinputandmadesomerealchangesthat will helpallofusinthelongrun! ”

HopeJohnson,USCElectricalEngineering/ProgramCoordinator

Page 6: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelAuthorization• Atravelauthorizationisan“estimate”ofwhatthe

employee’scostsmaybeforhotel,transportation,etc.

• TravelAuthorizationsarerequiredfor:– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances

• AftertheTAissubmitted,budgetcheckedandapproved,theamountontheTAbecomesanencumbranceonyourbudget;thetotalamountontheTAis‘setaside’fromthebudget.

• TheTravelOfficeperformsfinalapprovalifcreatedforthecriteriastatedabove.

Page 7: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelAdvance

• Tominimizetheimpactofbusinesstravelonemployeepersonalfinances,youcancreateatraveladvancetopayforitemssuchashotel/lodgingandmeals.

• TravelAuthorizationisrequiredforaTravelAdvance.• ATravelAdvancecanbecreatedfor70%oftotal

estimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.

• Onlyoneadvancecanberequestedatatimeandmustbeappliedtoanexpensereportorrepaid.

• TheTravelOfficeperformsfinalapproval.

Page 8: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

ExpenseReport

• AnExpenseReportinPeopleSoftmakesiteasytotransformahandfulofreceiptsintoafinaldocumentforexpensereimbursement.

• CreateanExpensereport:– bynotassociatingaTravelAuthorization(doesnotmeet

therequirements)– byassociatingaTravelAuthorization(foreignor$5,000and

greater)– byassociatingaTravelAuthorizationandapplyingaTravel

Advance(traveladvancerequested)

Page 9: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelandExpenseChanges• TravelAuthorizationsareonlyrequiredfor:

– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances

• ATravelAdvancecanbecreatedfor70%oftotalestimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.

• Mealallowanceforonedaytravelisnolongerreimbursable.• PriortoJuly1st,2018,ifreimbursementtoanemployeeis

necessarypriortotravelingpleaseselectoneofthefollowingoptions:– PaymentRequest– DinersClubforAirlinetickets– PaymentdirectlytotheSupplier(usingPaymentRequest)

• AfterJuly1st,2018,reimbursementtoanemployeepriortotravelingwillnolongerbeallowable.

Page 10: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelandExpenseRoles

• Traveler• Proxy• Approver

“Iamveryappreciativeoftheopportunitytohaveinputintothehowtheactualtravelprocessworks. Justbecauseasystemisdesignedtoworkacertainway,doesn’tactuallymeanitisthebestway. TheTravelteamwelcomedoursuggestionsandalotofchangesweremadebecauseofthis.”

StacySomers,USCSchoolofMusic/BusinessManager

Page 11: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

TravelerThetraveler isanyemployee whotravels.InPeopleSoft,thetravelerisresponsiblefor:• UpdatingBankinginformationinPeopleSoft.Thiswillvalidate

themasatravelerinPeopleSoftallowingthemoraProxytocreateanexpensetransactionontheirbehalf.

• Whenexpensetransactionsarecreatedbyaproxyforthetraveler,thetravelerwillberesponsibleforapprovingthosetransactionsinPeopleSoft.

ItisimportanttonotethisimplementationisforEmployeesonly.Thecurrentprocessforstudentandnon-employeetravelwillnotchange.

Page 12: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

ProxyTheproxyisanyonewhowillcreateexpensetransactionsonbehalfofthetraveler.InPeopleSoft,theproxyisresponsiblefor:• Creatingexpensetransactionsonbehalfofthetraveler(Travel

Authorizations,TravelAdvances,andExpenseReports).

”Inrecentmonths,thepilotgroupmetseveraltimesandeachmeetingwasbothinformationalandproductive.Theleaderswereabletoguidetheusersfromstarttofinishmakingsurethateveryoneunderstoodeachaspectofthevariousprocesses.TheimplementationofthisgroupwillalsomakethetransitioneasierwhenthisplatformexpandstotheremainderofUSCinthespring.”

SamBeals,USCPhysicsandAstronomy

Page 13: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

ApproverTheapproverisanyonewhowillapproveexpensetransactions.InPeopleSoft,theapproverisresponsiblefor:• Approvingexpensetransactions(TravelAuthorizations,Travel

Advances,andExpenseReports).

ItisimportanttonotethatleveloneandleveltwoApproversinTravelandExpensearethesameastheyareinthepaymentrequestworkflowwiththeexceptionofhavingtheabilitytoadhoc.ThisfunctionisnotavailableinTravelandExpense.YoucanaddadditionalapproversforTravel. However,theywillalsobeincludedintheworkflowforpaymentrequest.

Page 14: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

RollOutSchedulebyOperatingUnit

Phase GoLive Date Operating UnitDescription

Phase 1 February5th,2018

ColumbiaCampus: SchoolofMedicine, AdministrationandFinance,Finance,Engineering-ComputingOtherCampuses: Aiken,Upstate

Phase2 March5th,2018 AllOtherColumbiaDepartments(notinPhase1,3-5)OtherCampuses: Lancaster,SchoolofMedicine-Greenville, Salkehatchie,Sumter,Union

Phase 3 April2nd,2018 ColumbiaCampus: Athletics,HonorsCollege,PublicHealth,MooreSchoolofBusiness,Research,MassComm-InformationStudies,InternationalPrograms

Phase 4 May7th,2018 ColumbiaCampus: ArtsandSciences,EnrollmentManagementServices

Phase5 June4th,2018 ColumbiaCampus: StudentAffairs,Pharmacy,HospitalityRetailSportsManagement,Education, SocialWorkOtherCampuses: Beaufort

Page 15: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

CommunicationandTraining

• BusinessManagerswillreceiveanemailaskingforadditionalusersnotonthelistprovided.

• Travelers,Proxys,andApproverswillreceiveacommunicationtoinformtheyhavebeenidentifiedasneedingtravelandexpensetraining45dayspriortogolive.

• Travelers,Proxys,andApproverswillreceivetargetedtraininginvitationswithdatestoselect.

• Travelers,Proxys,andApproverswillhaveaccesstotrainingdocumentationonthePeopleSoftResourcepage.

• Travelers,Proxys,andApproverswillreceivestepstotakeonthedayofGoLiveaweekbeforeandagainonGoLiveday.

Page 16: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

AdditionalPre-GoLiveWebinars

• January18th – 9-10am

• January25th – 9-10am

Note:RecordedwebinarsandPPTwillbeavailableontheTravelandExpenseResourcepageonthePeopleSoftwebsite.

Page 17: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

PeopleSoftResourcePage

Page 18: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

Questions

Page 19: Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible for: • Updating Banking information in PeopleSoft. This will validate them as a

The Responsible Traveler Guide - HotelsCombined.comgreen.hotelscombined.com/.../Downloads/responsible-traveler-guide.pdf · The Responsible Traveler Guide. 1. l. Introduction People

The Responsible Traveler Guide - HotelsCombined.comgreen.hotelscombined.com/.../Downloads/responsible-traveler-guide.pdf · The Responsible Traveler Guide. 1. l. Introduction People

PeopleTools 8.4: PeopleSoft Mobile Agent · PeopleSoft Mobile Agent Preface This PeopleBook covers PeopleSoft Mobile Agent, which extends PeopleSoft Application Designer to enable

PeopleTools 8.4: PeopleSoft Mobile Agent · PeopleSoft Mobile Agent Preface This PeopleBook covers PeopleSoft Mobile Agent, which extends PeopleSoft Application Designer to enable

Show 101: IBM Traveler Highly Availability - Deployment ... · 3 Agenda Introduction / Current State with Traveler Standalone – Why Traveler HA and Traveler HA Infrastructure Show

Show 101: IBM Traveler Highly Availability - Deployment ... · 3 Agenda Introduction / Current State with Traveler Standalone – Why Traveler HA and Traveler HA Infrastructure Show

January 23, 2006Transportation Research Board 85 th Annual Meeting Using Ground Truth Geospatial Data to Validate Advanced Traveler Information Systems.

January 23, 2006Transportation Research Board 85 th Annual Meeting Using Ground Truth Geospatial Data to Validate Advanced Traveler Information Systems.

PeopleSoft Keynote: PeopleSoft Investment Strategy and Roadmap

PeopleSoft Keynote: PeopleSoft Investment Strategy and Roadmap

IBM Notes Traveler 9.0.0.1 Devices + Mobile Data …...29.09.13 3 5 IBM Notes Traveler – Aktueller Stand Domino Traveler 6 IBM Notes Traveler - History ! 2008.01 - Traveler 8.0.1

IBM Notes Traveler 9.0.0.1 Devices + Mobile Data …...29.09.13 3 5 IBM Notes Traveler – Aktueller Stand Domino Traveler 6 IBM Notes Traveler - History ! 2008.01 - Traveler 8.0.1

peoplesoft fscm training | peoplesoft fscm online training | peoplesoft fscm course

peoplesoft fscm training | peoplesoft fscm online training | peoplesoft fscm course

Introduction to PeopleSoft PeopleSoft Training v4.0 2010 1.

Introduction to PeopleSoft PeopleSoft Training v4.0 2010 1.

Getting Started on PeopleSoft Installation · • Oracle’s PeopleSoft Change Impact Analyzer • Oracle’s PeopleSoft Data Mover ... • Oracle’s PeopleSoft Enterprise Performance

Getting Started on PeopleSoft Installation · • Oracle’s PeopleSoft Change Impact Analyzer • Oracle’s PeopleSoft Data Mover ... • Oracle’s PeopleSoft Enterprise Performance

World Traveler LEVELED BOOK S Ibn Battuta World Traveler

World Traveler LEVELED BOOK S Ibn Battuta World Traveler

PeopleSoft 8.9 BasicsIntroduction to PeopleSoft Version · PDF filePeopleSoft 8.9 BasicsIntroduction to PeopleSoft Version 9.2version 8.9version 9.2 OUHSC - PeopleSoft Financials 9.2

PeopleSoft 8.9 BasicsIntroduction to PeopleSoft Version · PDF filePeopleSoft 8.9 BasicsIntroduction to PeopleSoft Version 9.2version 8.9version 9.2 OUHSC - PeopleSoft Financials 9.2

Oracle PeopleSoft · Develop new PeopleSoft Enterprise applications. Create and deploy a PeopleSoft internet application. Customize existing PeopleSoft Enterprise applications. Create

Oracle PeopleSoft · Develop new PeopleSoft Enterprise applications. Create and deploy a PeopleSoft internet application. Customize existing PeopleSoft Enterprise applications. Create

Configuring Amazon RDS as an Oracle PeopleSoft Database · PeopleSoft FSCM PeopleSoft CRM PeopleSoft IAH PeopleSoft Campus Solutions PeopleTools 8.53 Applications Application Server

Configuring Amazon RDS as an Oracle PeopleSoft Database · PeopleSoft FSCM PeopleSoft CRM PeopleSoft IAH PeopleSoft Campus Solutions PeopleTools 8.53 Applications Application Server

PeopleSoft and ElasticSearch Security Examined - PeopleSoft... · 2020. 7. 17. · PeopleSoft Elasticsearch Plugins Installed Oracle PeopleSoft Security Plugin (orcl-security-plugin)

PeopleSoft and ElasticSearch Security Examined - PeopleSoft... · 2020. 7. 17. · PeopleSoft Elasticsearch Plugins Installed Oracle PeopleSoft Security Plugin (orcl-security-plugin)

PeopleSoft Enterprise 9.2 Introduction to PeopleSoft Human ......PeopleSoft Enterprise 9.2 Introduction to PeopleSoft Human Capital Management Presented by: Tony Townsend, SpearMC

PeopleSoft Enterprise 9.2 Introduction to PeopleSoft Human ......PeopleSoft Enterprise 9.2 Introduction to PeopleSoft Human Capital Management Presented by: Tony Townsend, SpearMC

PeopleSoft 8.3 eCompensation Manager Desktop PeopleBook · PEOPLESOFT 8.3 E COMPENSATION MANAGER DESKTOP PEOPLEBOOK PEOPLESOFT PROPRIETARY AND CONFIDENTIAL PREFACE vii of PeopleSoft

PeopleSoft 8.3 eCompensation Manager Desktop PeopleBook · PEOPLESOFT 8.3 E COMPENSATION MANAGER DESKTOP PEOPLEBOOK PEOPLESOFT PROPRIETARY AND CONFIDENTIAL PREFACE vii of PeopleSoft

PEOPLESOFT LIFECYCLE MANAGEMENT MADE EASY WITH PEOPLESOFT ...apps.questdirect.org/eweb/upload/CFP_Files/PS... · PEOPLESOFT LIFECYCLE MANAGEMENT MADE EASY WITH PEOPLESOFT TEST FRAMEWORK

PEOPLESOFT LIFECYCLE MANAGEMENT MADE EASY WITH PEOPLESOFT ...apps.questdirect.org/eweb/upload/CFP_Files/PS... · PEOPLESOFT LIFECYCLE MANAGEMENT MADE EASY WITH PEOPLESOFT TEST FRAMEWORK

JDE & Peoplesoft 3 _ Marc Weintraub _ PeopleSoft Roadmap.pdf

JDE & Peoplesoft 3 _ Marc Weintraub _ PeopleSoft Roadmap.pdf

JDE & Peoplesoft 3 _ Marc Weintraub _ PeopleSoft Financials.pdf

JDE & Peoplesoft 3 _ Marc Weintraub _ PeopleSoft Financials.pdf

PeopleSoft Supply Chain Management 9.1 Common Information ... · PDF file• PeopleSoft Order Management. • PeopleSoft Enterprise Pricer. • PeopleSoft Supplier Contract Management.

PeopleSoft Supply Chain Management 9.1 Common Information ... · PDF file• PeopleSoft Order Management. • PeopleSoft Enterprise Pricer. • PeopleSoft Supplier Contract Management.