PeopleSoft T & E Module

Challenges and Successes

Challenges

• Getting workflow set up• Training faculty and staff• Cash advance module• Hanging encumbrances• Closing Travel Authorizations

Challenges - Workflow

• Determine workflow and get it set up quickly• We use a three tier approval for most.– Budget Manager tier one– VP or President tier two– When grant is involved goes next to Grant

approver– The last approver, tier three, is always the AP

Auditor before payment is made

Solution - Workflow

• To solve issues with workflow• All levels were involved in process• Communication is key– Budget office must be in contact with Accounting

because Accounting oversees workflow– This is a two way street

Challenges - Training

• We offered several training sessions, but found it difficult to get people to attend

• We had a mandatory athletics training for all the coaches

• New employee training

Solution - Training

• We hope to develop an on line training program for use by employees

• We try to send out Travel Tips for the Week

Challenges – Cash Advance

• Process is confusing for most• Multiple dept requester is an issue• Confusing for requester when applying to

expense report• Confusing for Business Office • Reconciling cash advances has issues– Zero CA does not always reconcile– Journal entry created from manual recon

Solutions – Cash Advance

• Training is the best solution• Multiple dept requester must work closely

with approver• You only apply amount of cash advance used• Have requester print out copy of page

showing balance owed• DBI is needed when zero CA hangs up• Journal entry is corrected manually

Challenges – Hanging Encumbrances

• Encumbrances do not always release correctly• Requestors sometimes delete lines• Requestors do not always use the entire amt

Solution – Hanging Enc

• Training is important• Remind individuals not to delete lines– You enter credit lines or deny the lines

• There is a process you run to relieve them– BOR_KK_OPEN_TAUTH_ENC_CLS• Sometimes it takes more than a day to update• Sometimes ITS has to run

Challenges – Travel Auth

• People do not always travel and sometimes miss applying the TAuth to the expense report

• Date issues with TAuth

Solution - TAuth

• Keeping up with TAuth – I use Cancel Travel Authorizations to know what is

out there– Individuals are contacted if travels dates have

passed• We try hard to catch during expense review• When cancelling a TAuth, check accounting

date

Reconciling

• We reconcile the Asset accounts related to travel and leave the expense accounts to the budget managers

• Copies of Hotel Advance payments are provided to expense processor

• We track Cash Advances to ensure compliance with policies

Reconciling

• Accounts– 132160– 132170– 132300– 133100– 211500

Recon - 132160

• We modified BOR_EX_OPEN_PREPAID_BAL to better suit us, 840_EX_OPEN_PREPAID

• We compare the information from expense module to the general ledger trial balance

• We review for uncleared items– Manual adjustments are made each month• Ex. Registration prepaid with PCard and expensed at

that time, but requestor included on expense report

Recon - 132170

• We do not normally have prepaid travel for non-employees

• This area would not be included in the expense module

• We would track the prepaid manually to be sure items were expensed

Recon – 132300

• Modified BOR_EX_OPEN_CASHADV_BAL to better suit us, 840_EX_OPEN_CASHADV_BAL

• We compare the information from expense module to the general ledger trial balance

• This allows you to track outstanding cash advances to ensure policies are followed

Recon – 133100

• We use general ledger detail, 840_AUD_GL_BAL_SHEET_DETAIL_PR

• We compare receipts from Banner loads to postings from expense module.

• Areas to look at– Receipts are posted before expense report is

approved and posted to gl– A cash advance may be reconciled but receipt has

not posted

Recon – 211500

• We use BOR_EX_OPEN_LIABILITY_IN_EX and BOR_EX_OPEN_LIABILITY_NOT_FND

• We compare the information from expense module to the general ledger trial balance

• It is possible to have timing issues with this query• The query has had issues with doubling some

amounts in the past• If someone puts a cash advance to one dept and

then the expense report to another it will show both items all year

PeopleSoft T & E Module

• WRAP UP– Challenges with the expense module– Solutions we found– Reconciliations

PeopleSoft T & E Module

• Questions?????

• Contact infoLee H. VealMiddle Georgia Collegelveal@mgc.edu478 934-3513