Processing Expense Report FormsFor Travel andNon-Travel Expenses

Welcome Todays AgendaIntroductionBasic Navigation in PeopleSoftCreating Travel and Expense ReportsTravel Authorizations(Training Part II)Travel Cash Advances(Training Part II)Expense ReportsOther Features

Chart of Accounts 101If you currently work in FRS, you will need to understand chartstrings in order to work in PeopleSoft after July 1. Like FRS account numbers and sub-accounts, the chart fields and chartstrings of the new Chart of Accounts are designed to provide an accurate picture of the financial effects of a given transaction. Instead of a six-digit account number and a four-digit sub-account code, a chartstring consists of up to ten fields that can total 42 digits.

Wed7-Jun-061:00pm-3:00pmCOAWaterman Memorial LoungeTue13-Jun-061:00pm-3:00pmCOACarpenter Auditorium

For more information, check out the Project Catalyst web site at:www.uvm.edu/catalyst

Basic Navigation in PeopleSoftLogging in to the SystemNavigating in PeopleSoftGetting Around in the T&E Module

Type catalyst.uvm.edu in the address field of any browser to access PeopleSofts portal.Enter your UVM Net ID and Password under the Finance Login, then click on Sign In.6

Home will take you back to your main page in PeopleSoft.Add to Favorites will add the current page to the top of your Menu sidebar on the left-hand side of the screen.

Sign Out will close your work session and sign you out of the system. This is the only correct way to exit PeopleSoft.Worklist contains a list of transactions that require further action. Your worklist is tied to your organizational role and your security.

You can navigate from the left-hand Menu or by the expanded choices in the grids in the center of the page. Either way will bring you to the same place as you click on the desired links.Important Navigational Notes:Always use the PeopleSoft directional navigation; NEVER use your browser back button, (i.e., use Save, OK, Return to Search, etc. to get around within the program).Sign out of the system rather than simply closing your browser. (Do not X out to close.)

Navigation: Employee Self-Service > Travel and Expense Center

* Asterisks denote required fieldsLook Up MenuCalendar to choose datesDrop-Down Menu+ or to Add or Delete RowsBlue hyperlinks will open another pageSave will store the information enteredNavigation Tools and Definitions

Questions?

Travel & Expense CenterTravel AuthorizationTravel Cash AdvanceExpense ReportEmployee Reimbursement

Travel & Expense CenterHR employee information is uploaded to the T&E moduleThe Chart String populates from the individual user profileSelecting an expense type (hotel, car rental, etc.) automatically selects the account number (i.e., the subcode in FRS)Universal templates are set up centrally (all campus users)Personal templates may be created (employee only)Other individuals may be assigned to enter forms on your behalf

Creating anExpense Report

Expense Report ScenarioI am traveling to Atlanta, Georgia for a 2-Day Training Class on the PeopleSoft Travel & Expense ModuleTravel Dates: May 4th and 5thExpenses Incurred:AirfarePersonal Credit CardHotel ChargesPersonal Credit Card Car RentalPurchasing CardTravel MealsCash

Navigation: Employee Self-Service > Travel and Expense Center > Expense ReportFind the Expense Report section of the Travel and Expense Center, then click on Create to open a new Expense Report form.

Creating an Expense Report will open a screen like this. Enter your new Employee ID number and click the Add button.If your Employee ID does not automatically populate in this field, you can click on Look Up.Look Up will bring up a list of employees on whose behalf you are authorized to enter expense reports along with your own Employee ID.

From the list, choose the correct person by clicking on their EmplID. Their name will populate into the EmplID field as seen on the next page.

Once your Employee ID is populated in this field, press the Add button.

You can create a new Expense Report from one of the following sources:A Blank Report A University Template or your own Personal TemplateA Travel AuthorizationAn Existing Expense ReportEntries from My Wallet (Personal P-card Transactions)

Choose a Business Purpose that relates to your trip from the drop-down menu.

In this example, we are searching for Atlanta, Georgia by Expense Location. Type in the first few letters of Atlanta, then press Look Up.Click on the ATL hyperlink to enter Atlanta, Georgia as the location in your Expense Report.Selecting a Default Location from the Look-Up Icon Button

Select an Expense Type from the drop-down menu simply click on the most appropriate one listed.

You will need to enter the detail information for this expense. Do so by clicking on the hyperlinked Detail button.

On the Detail page, enter the detailed information related to this expense. Remember, every field marked with an asterisk is REQUIRED. Some information will populate automatically and the rest will need to be filled in.

Once youve entered all the appropriate information on this page, click on Check Expense for Errors to double check your entry. If something is missing, a red flag will appear along with an explanation. Correct the report as necessary.

After Expense Detail information is complete, click on the Accounting Detail Link. This will open the Chartstring fields so that you may accurately charge the expense.

To charge a different budget or project, make the necessary changes by clicking on the Look Up Icon and choosing the correct value.Departmental Chartfields will populate based on your User Profile settings.To split charges between multiple budget lines, click the Add Chartfield Line button. This will open another line and allow you to split the transaction by dollar amount.

1.) Enter each expense for this report by choosing it from the drop-down menu under Expense Type.2.) Click on the Detail link to fill in the required fields for this expense.

Which fields must be completed for each transaction varies by expense type. (For example, Hotel expense must include the number of nights and Airfare must include the ticket number.)If you have a Hotel Bill that includes room charges, room service (meals), parking, or other services, you can easily sort these on your expense report by choosing the Itemize Hotel Bill link on your expense detail page.Super Cool Feature

The Itemize Hotel Bill link will open a listing to allow you to choose types of charges which were incurred on your hotel bill. Simply check the appropriate expense types from your bill, then click Continue.

PeopleSoft will ask for the amounts that make up each of the lines you have selected: Room ChargeRoom Service (meals)Parking

Once youve entered an amount for the Room Charge, click Continue. This will bring you to the next item: Room Service.

Under Room Service, enter a Date, Meal Type and Dollar Amount, then click Continue.Notice that the software keeps a running total of your hotel bill on the right hand side of the page.

Continue entering detail in this way until you have accounted for all hotel expenses. When you are finished, the system will congratulate you.Your Hotel Bill is in balance and you can return to the Expense Report by clicking the Done button.

Once the Hotel Bill is itemized, the expense lines will be populated in your expense report for you.To add more expense lines, click on the + button on the right or the Add button under New Expense.

Need to add Travel Meals? Choose Travel Meals-Daily and click on the Detail link to enter the required fields.

Travel Meals can be combined on one expense line for the full days meal total. Please provide adequate information regarding the individual meals. See the example to the left.

PurCard Review ItemsT & E = My WalleteProcurement- Hotels- Airfare- Car Rentals- Supplies- Meals- Equipment

PurCard Expense TransactionsTo insert expenses from your PurCard into your Expense Report, simply click on the New Expense drop-down menu, select Expenses from My Wallet, and click Add.

A list of all travel- related expenses will appear under My Wallet. These expenses represent charges you made with your PurCard for travel-related items. Select the charges that relate to the expense report you are completing by clicking in the box at the left of each line, then click Done.To view more detail on a particular credit card charge, click the blue hyperlink under Expense Type.

Expenses from My Wallet populate to the expense report and the totals are calculated at the bottom for you.Click the Detail Link to enter any required information that didnt populate from My Wallet.

Save for Later or Submit ReportThe Save for Later button saves your report, allowing you to modify it later.Submit sends your report for approval in workflow and you will no longer be permitted to make any changes.

When you click Save for Later or Submit, the system will assign a unique number to your expense report. This will allow you to view or print your report in the system at a later time.

Once you have hit the Submit Button, PeopleSoft will ask you one last time if you are sure. Clicking OK will send the report to workflow for approvals. Clicking Cancel will allow you to make more changes.

Once your expense report has been through workflow and approved for payment, you will receive an e-mail notification.

Modify, Print, View, or Deletean Expense ReportNavigation: Employee Self-Service > Travel and Expense Center > Expense Report

View ReportsClicking on the View link will open a Search List.Here you can search on specific expense information you enter, or you can click the Search button with no criteria filled in to see a list of all expense reports processed.

Opening an existing report allows you to view the status of approvals in workflow.The Action History section shows who has approved the report. The Pending Actions section shows who still needs to approve it before it is ready for payment.Viewing Approval Status

Delegating Entry Authority to Other Users on Your BehalfNavigation: Employee Self-Service > Profiles and Preferences > Delegate Entry Authority

To add additional authorized users:Click the + button at the end of a lineClick the Look Up icon on the new lineSearch for the User IDClick on Save

Questions?

Please complete the Post-Seminar Survey and leave it on the table by the door as you leave.Also, there are clipboards to sign if you would like to request additional hands-on training.

Thank You !!