PeopleSoft Basics For Travel & Expenses

Learn to Live, Love and Laugh Friday, May 10, 2013

PeopleSoft Basics For Travel & Expenses In PeopleSoft, ALL Non-Payroll payments to Employees, Prospective Employees, and Student Travelers are made through the Travel and Expenses module.

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PeopleSoft Basics For Travel & Expense 3

PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

Request for Travel Authorization ( “RTA” on “VE5 doc” ) Travel Authorization ( Travel Auth for short ) 4

PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

RTA is entered by Admin Assistants and a few Employees Travel Auth is entered by EACH Employee or their assigned “Proxy” 5

PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

RTA may be entered and approved before, during, or after a trip.

Travel Auth MUST be Entered and APPROVED PRIOR to the beginning of travel.

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PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

An RTA is completed with guess-timates for all items - lodging, meals, parking, etc.

A Travel Auth will auto-populate some fields depending on the destination location entered 7

PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

A reimbursement payment voucher (VP2, VPE, or VP5) is entered by Admin Assistants A reimbursement Expense Report is entered by EACH Employee or their assigned “Proxy” 8

PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

Separate DEFINE vouchers may be required to reimburse expenses from ONE trip (VPE, VP2, or VP5) One Expense Report may be used to reimburse an Employee for those same expenses!

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PeopleSoft Basics For Travel & Expenses 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.

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PeopleSoft Basics For Travel & Expenses

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.

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PeopleSoft Basics For Travel & Expenses

DEFINE PeopleSoft

Direct Billed payments for hotels are processed on “VP6” Travel vouchers.

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?

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