peoplesoft basics for travel & expenses learn to live, love and laugh friday, may 10, 2013

PeopleSoft BasicsFor Travel & Expenses

Learn to Live, Love and LaughFriday, May 10, 2013

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In PeopleSoft, ALL Non-Payroll payments to Employees,

Prospective Employees, and Student Travelers are made through the

Travel and Expenses module.

PeopleSoft BasicsFor Travel & Expenses

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PeopleSoft BasicsFor Travel & Expense

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PeopleSoft BasicsFor Travel & Expenses

DEFINE

Request for Travel Authorization

(“RTA” on “VE5 doc”)

PeopleSoft

Travel Authorization

(Travel Auth for short)

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PeopleSoft Basics For Travel & Expenses

DEFINE

RTA is entered by Admin Assistants

and a few Employees

PeopleSoft

Travel Auth isentered by EACH Employee or their assigned “Proxy”

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PeopleSoft Basics For Travel & Expenses

DEFINE

RTA may be entered and

approved before, during, or after

a trip.

PeopleSoft

Travel Auth MUST be Entered

and APPROVED PRIOR to the beginning of

travel.

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PeopleSoft Basics For Travel & Expenses

DEFINE

An RTA is completed with

guess-timates for all items - lodging,

meals, parking, etc.

PeopleSoft

A Travel Auth will auto-populate

some fields depending on the

destination location entered

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PeopleSoft Basics For Travel & Expenses

DEFINE

A reimbursement payment voucher (VP2, VPE, or VP5)

is entered by Admin Assistants

PeopleSoft

A reimbursement Expense Report isentered by EACH Employee or their assigned “Proxy”

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PeopleSoft Basics For Travel & Expenses

DEFINE Separate DEFINE vouchers may be

required to reimburse

expenses from ONE trip (VPE, VP2, or VP5)

PeopleSoft

One Expense Report may be

used to reimbursean Employee for

those same expenses!

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In PeopleSoft, employees may be set up

with a set of “default” chart fields so that

accounting information does not need to

be entered for every Expense Report.

PeopleSoft BasicsFor Travel & Expenses

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Person of Interest (POI) i.e.: Non-Employees

Before expenses can be reimbursed:

*Prospective employees must first be set up in the HR system as a POI.

*Student travelers must first be set up by the Travel Office as a POI.

PeopleSoft BasicsFor Travel & Expenses

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PeopleSoft Basics For Travel & Expenses

DEFINE

Direct Billed payments for hotels

are processed on “VP6” Travel

vouchers.

PeopleSoft

Direct Billed payments for hotels are VENDOR

payments and are processed through

Accounts Payable NOT Travel & Expenses.

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PeopleSoft Basics For Travel & Expenses

DEFINE

• In DEFINE, payments are made to employees and others receiving reimbursements either by direct deposit or paper check depending on how the individual’s Vendor record is set up.

PeopleSoft• In PeopleSoft, payments will

be made to employees based on how they are set up to be paid for payroll.

• If an employee receives payroll payments by direct deposit, he will receive expense reimbursements by direct deposit to the same payroll bank account.

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PeopleSoft Basics For Travel & Expenses

Any Travel or Expense

Questions?