Travel and Expense Module

Travel and Expense Module

What: • PeopleSoft delivered travel and expense module Why: • System delivered functionality • Email notifications • Electronic approvals Who: • Traveler proxies • Approvers When: • July 2

Travel and Expense Advantages

Quicker reimbursement for travelers Proxies may enter on behalf of traveler Electronic approvals Email notification for approvers No need to remember travel expense accounts No need to remember mileage rates No need to remember meal rates Create reimbursement from travel authorization Expansion of users able to view receipts Helps ensure procedures are followed (no backdated travel auths.) Ability to travelers and proxies to check status of reimbursement

WebNow What is WebNow?

• Scanned document storage • View documents related to transaction

What if I don’t have WebNow

• All persons will have access • Use a link within the T&E module

How do I login?

• Use KU online ID

Travel and Expense Module

Travelers Proxies

Roles

•Employees who travel •Needs a valid employee profile in travel & expense •Approved vendor status in AP •Employee ID needs to be present on vendor •Authorized department entry users •Can only see assigned travelers Approvers •Dept. managers (pooled group-all receive notification, but only one will approve) •Central audit staff

Travel and Expense

Travel Authorizations Cash Advances Expense Reports •Authorizes out-of-state & international travel •Specifies destination •Creates encumbrance •

Must be approved before travel occurs

•KURES only •Requires approved travel authorization •Must be repaid •Itemized reimbursable expenses •Scanned receipts •Should be created from travel auth. for out-of state and international •Apply pending cash advances (KURES only) •One travel auth. per expense report •Relieves encumbrance All three trigger email notification for electronic approvals

Expense Report Process

Barcode Form

Barcode page printed

Scan

Barcode & Receipts scanned with MFD Two Buttons in “Mode Memory” T&E KURES T&E UKANS

View

Scanned receipts viewed from PeopleSoft with ImageNow

Travel Authorization

Dept. Approver

• •

Approves

• Travel permission • Funding • Details (dates, description, exp. types)

Send back

(Returns to entry person) • Incomplete or inaccurate information

Cash Advance (KURES Only) Dept. Approver

• •

Approves

• Valid travel • Eligible for advance • Reasonable amount • Verify the travel auth. has been created and approved

Send back

(Returns to entry person) • Incomplete or inaccurate information

Central Approver

• •

Approves (Final approver for payment of advance)

• Eligible for advance • Verify the travel auth. has been created and approved • Reasonable amount

Send back

(Returns to entry person) • Incomplete or inaccurate information

Expense Reports Dept. Approver

• •

Approves

• Appropriate expense • Verify receipts • Validate funding • Review comments and adjustments

Send back

(Returns to entry person) • Incomplete or inaccurate information

Central Approver

• •

Approves (Final approver for payment of reimbursement)

• Appropriate expense • Verify receipts • Validate funding • Review comments and adjustments

Send back

(Returns to entry person) • Incomplete or inaccurate information

Demonstration

Frequently Asked Questions

How to process travel authorizations created in the current system?

• Travel that begins in the old system will be finished in the old system using the current process.

Will scanning work with PaperCut installed on my MFD?

• Yes.

What is the process for non-employee travel (ex. students)?

• These persons will need to be added as vendors with classification of “Stu Travel.” Based on this classification a non-employee ID will be assigned.

Is a travel authorization created if I am using the P-card?

• Yes, if the travel is out-of-state or international. However, the P-card expenses are not entered as expenses on the travel authorization. Only expenses to be reimbursed are entered.

Frequently Asked Questions

If I use the P-card and do not know what expenses are going to be reimbursed, do I still create a travel authorization?

• Yes. Use the expense description “ST-NO REIMBURSABLE EXPENSE” or “RS-NO REIMBURSABLE EXPENSE.” A $1.00 encumbrance will be created with account 125999. This will be periodically relieved centrally for completed travel.

How do I reduce the meal allowance if meals are provided?

• Identify the meals provided in the comments, and enter the applicable meals to be reimbursed on the expense report.

Can I use one travel authorization for multiple expense reports?

• No. If an employee submits additional expenses after the travel has occurred, contact central accounting services for direction.

What if my traveler did not complete a travel authorization?

• Instruct the traveler on proper procedures, and contact central accounting services for direction.