Travel Authorization & Expense Report Processing

Create Travel Authorization

Travel Authorization Workflow

Creator

• Travel Authorization department initiator

Supervisor Approval

• The Reports To or Supervisor of the Traveler

Budget Authority

• Grants (PI) Approver

• Cost Center Approver

• Department Approver

• Capital Projects Approver

Travel Authorization

Navigate to Travel Authorization

Main Menu > Travel and Expenses > Travel and Expense Center

Create Travel Authorization

PeopleSoft Tips• Search for existing travel authorizations by using the Find

an Existing Value tab. • In step 3, you can also use the magnifying class to Search

by Name in the dropdown.• Please remember save this page as a favorite by clicking

the “Add to My Links” at the top of the page.

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1. Click Create under Travel Authorization.2. Click the Add a New Value tab.3. Enter the traveling Employee’s ID.4. Click Add.

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Enter General Travel Information

5. Fields under the General Information must be entered.A. Description – General description of travelB. Business Purpose – Use Drop down menu C. Default location - Use to select locationD. Date from & Date to - Enter appropriate datesE. Comment – optional F. Benefit – Use drop down menu G. Disposition of duties - Use drop down menuH. Washington D.C fields required for travel to D.C.

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PeopleSoft Tips• All fields that contain symbol

must be populated. • Attachments (Optional for Travel

Authorizations).• Travel Dates cannot be in the past.• For domestic trips in step 5C, enter

the state abbreviation and scroll down to select your city.

Enter Travel Expense Line

PeopleSoft Tips• For Expense Type, only use “TA-Travel-Auth-Encumbrance”.

• For Payment Type, only use “Paid by Emp”.

• For Billing Type, only use “Expense”.

• You may enter multiple Expense Type lines for different funding sources.

• Please use the Detail link in step 8 to navigate to the Accounting Details screen.

Fields under the Details section must be entered.6. Select only TA-Travel-Auth-Encumbran for the Expense Type.7. Enter Expense Date, Amount Spent, and Payment & Billing Type.8. Click the Detail hyperlink to continue to the Accounting Details

on the next screen.

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Enter Accounting Details

9. Enter trip Description.10. Click the Accounting Detail hyperlink. 11. Enter department Speed Chart # and press

enter on the keyboard.12. Click OK.13. Click Check Expense For Errors.14. Click the Return to Travel Authorization Entry

hyperlink to return to the Main Page.

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PeopleSoft Tips• The Speed Chart is the Cost Center or Project funding

source used to charge the travel. • NOTE! The icon indicates mandatory information

required to process.

Review Budget Status

15. Click Update Totals.16. Click Check For Errors.17. Click Save for Later to get the

Authorization ID number.18. Click the Budget Options hyperlink to go

to the Budget Checking page.

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PeopleSoft TipAuthorization ID is generatedafter document is saved. This is the number used by the Travel Agency.

The Submit button is grayed out until a successful budget check has been completed.

19. Click the Budget Check button.20. If Status is Valid, Click OK to

navigate to the main page. See the PeopleSoft tips at the bottom of the slide for Exceptions.

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PeopleSoft Tips• The Commitment Control Details shows a successful

budget check has been processed with a “Valid” status.• An “Exceptions” status indicates the document has

errors that need to be corrected before submitting.

Budget Check Travel Authorization

Submit Travel Authorization

PeopleSoft Tips• The travel document status is Pending

until document is submitted for approval.• The Submit button is available after a

successful “Valid” Budget Status.

21. Click Submit button to process and complete the travel authorization request. Document will route to the Supervisor of the Traveler for approval.

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Travel Authorization Status

22 22. Click OK to confirm and process document.

PeopleSoft Tips • After submitting a travel document for approval the

document status will read: “Submission in Process.”

View Workflow Approvers

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23. Click Refresh to see the next work flow approver on the list.

PeopleSoft Tips • Click Refresh button to see the next

approval step in the workflow.

Review Budget Errors

A. If the Budget has an error, a message will pop up, Click OK.

B. Select Yes OR No.- If Yes is selected: Skip to Step “D”- If No is selected: Go to Step “C”

C. Select the hyperlink “Go to Transaction Exceptions”.

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Review Budget ErrorsD. A description of Budget issue will appear in the Expense

Sheet Exception screen under the Exception column.

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PeopleSoft Tips• All travel “Exceptions” need to be

corrected by the Creator before the travel document can be submitted.

• Re-Budget check travel document after Exceptions have been corrected.

Common Error Messages

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Error Type Document Message Error Error Description Solutions/ActionsBudget Budget Checking Errors Exist

(18021,91) Budget checking errorswere logged for this document.

Please check budget exception page.

Exceeds Budget

Tolerance

Transaction exceeds available budget

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) If insufficient funds; request Budget Transfer

from Budget Office or Contracts & Grants for grants.(use Budget Transfer Request Form)

Budget Budget Checking Errors Exist(18021,91) Budget checking errors

were logged for this document.Please check budget exception page.

No BudgetExists

Chart field combination doesnot exist for budget row. One

of the chart fields does notmatch the valid string.

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) Submit Help Desk ticket. Cost Center & Project

issues reviewed by Budget Office or Contracts & Grants (use Budget Transfer Request Form)

Budget Budget Checking Errors Exist(18021,91) Budget checking errors

were logged for this document.Please check budget exception page.

Budget Date out of Bounds

Budget date on transactionis not within project

Effective date.

(Error only impacts grant/project)

1) Review effective dates for project. a) If Service dates are within effective dates;

then re-budget checkb) If Service dates outside effective dates;

use another funding source.c) Notify Contracts & Grants of service date issues

2) Verify speed chart & re-budget check3) Use another speed chart & re-budget check

Chart Field

Budget Checking Errors Exist(18021,91) Budget checking errors

were logged for this document.Please check budget exception page.

Required key CF is blank

(CF= Chart field)

A required chart field is missing.1) Use conversion tool to find missing chart fields for speed chart and additional lines, & re-budget check.

a) Cost Center field + Fund, Function, Deptb) Project field + Fund, Function, Dept, PC Busn Unit, Activity

2) Verify speed chart & re-budget check3) Use another speed chart & re-budget check

Chart Field

At least 1 Distribution is missing anAccount Value. (7030,691). At least1 distribution is missing an Account

Value. This must be corrected before this voucher can be saved.

Missing Account Value

Missing Account number in theDistribution lines section.

1) The Account portion of the Chart field was not entered. Go to the Distribution lines section andsearch Account field using magnifying glass.

ChartField

Invalid value- press the promptbutton or hyperlink for a list of validvalues (15,11). The value entered inthe field does not match one of theallowable values. You can see theallowable values by pressing the

Prompt button or hyperlink

Invalid Value

One of the chart fields contain an invalid value.

1) Use conversion tool to verify chart fields for speed chart and additional lines, & re-budget check.

2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check

Create Expense Report

Expense Report Workflow

Creator

• Expense Report department initiator

Traveler

Employee Certification

Budget Authority

•Grants (PI)

• Cost Center

• Department

• Capital Project

Document Approver

• Travel Office

• Contracts & Grants Office

Expense Report

Create Expense Report Main Menu > Travel and Expenses > Travel and Expense Center

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1. Click Create under the Expense Report tab.2. Click the “Add a New Value” tab.3. Enter the traveling employee’s ID.4. Click Add.

PeopleSoft Tips• An existing expense report can be found

under the Find an Existing Value tab. You can also find all the Employee reimbursements if you search by name.

• In step 3, you can also look for employees by name by using the magnifying glass.

• Please remember to save this page as a favorite by clicking the “Add to My Links” at the top of the page.

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Using Quick Start Options

PeopleSoft Tips• Search by travel dates to locate Authorization ID if not visible. • Linking a Travel Authorization in step 5b is the only option available o

liquidate and disencumber the funds from the Travel Authorization.

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5. Using the Quick Start dropdown select either:a) “A Blank Report” for Non-Travel related

reimbursements. Manually populate the fields in the General Information section. Then Skip to step 10.

b) “A Travel Authorization” for Travel related reimbursements. This will LINK and automatically populate the General Information fields and the Expense Type lines entered from the original Travel Authorization. Continue with Step 6.

6. Select the appropriate Authorization ID to link.

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Modify Linked Travel Authorization Line

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7. Use the drop down arrow to MODIFY each line linked from the Travel Authorization

8. Select the appropriate Expense Type(s):a) TR Foreignb) TR in Statec) TR Out of Std) TR Stu/Non Empl

9. Update and complete the following fields:a) Expense Dateb) Amount Spentc) Payment Type

10. Click the *Detail link to complete the line entry.11. Select the “+” box to enter additional Expense

Type lines as needed.

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Enter Accounting Details12

12. Verify all expense details before processing.

13. Enter Description of trip.14. Click the Accounting Detail hyperlink. 15. Enter Speed Chart number and click Ok

button.16. Click Check Expense for Errors.17. Click Return to Expense Report.

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Review Budget Status

18. Click Update Totals.19. Click Check for Errors.20. Click Save for Later.21. Add Attachments (Receipts).22. Select Budget Options link to budget check.

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PeopleSoft Tips• After saving the document a Report ID is

generated.• NOTE! Attachments: Please include all

travel receipts by using the attachments hyperlink. The Travel Office will review receipts in this link.

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Budget Check Expense Report

23. Click Budget Check. 24. Click Ok after budget check is complete.

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PeopleSoft Tips• The Commitment Control Details

shows a successful budget check has been processed with a “Valid” status.

• An “Exceptions” status indicates the document has errors that need to be corrected before submitting.

Submit Expense Report

25. A Pending status is shown until report is submitted.

26. Click Submit to process document and send to workflow approval.

27. Click Ok to save confirmation.

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Expense Report Status

PeopleSoft Tips• After submitting for approval, the status will read “Submission in Process.”• NOTE! After the expense report is created, the expense report must be certified by the

employee/traveler before it proceeds to the next workflow step.

28. Click Refresh to see the next work flow approver.

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View Returned Documents

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1. Documents sent back for revision appear in Creators Outlook mailbox.

2. Write down the document number3. Please DO NOT CLICK the link at the

bottom of the email. This will not take you the document page.

4. Navigate to the “Modify” page to view comments and or make adjustments to the returned document.

5. The “Modify” page will show the comments entered or requested by the Reviewer/Approver.

6. Make requested modifications. Remember to Save, Budget Check and Re-Submit the document.

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Modify/Cancel Documents

Returning documents SEND BACK button used by Approvers or Submit Help Desk ticket

Correcting documents Modify page in Travel Authorization & Expense Report

Main Menu> Travel and Expenses> Travel and Expense Center> (Travel Authorization or Expense Report)> Modify

Canceling/Deleting documents TERMINATE button used by Approvers or Submit Help Desk ticket

Approval Methods

Two approval methods:

1) “EMAIL” method: Documents sent to Outlook Review document

information Click hyperlink at bottom

of email to open document2) “WORKLIST” method:

Log into PeopleSoft Click WORKLIST link

located at right hand corner of main page

Select document to review/approve

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Approver Two Step

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PeopleSoft Tips• If Approvers are having trouble, create Help Desk ticket and describe issue:

1) The Approver receives a “No Security Access” type message2) The Approver can not see the “Approve” button3) The “Approve” button is grayed out/ or locked. 4) Approver does not see the confirmation “OK” button after Step #1.

The system seems to be stuck processing or is very slow.

1. Click the Approve button to process the document or the Send Back button to return the document to the Creator. Comments need to be added to all documents Send Back.

2. Click the OK button on the next window to complete and submit confirmation

Questions?