PeopleSoft Travel AuthorizationsCreated on 2/26/2016 10:57:00 PM

Training GuidePeopleSoft Travel Authorizations

Table of ContentsPeopleSoft Expenses..........................................................................................................1

PeopleSoft Expenses 9.2.............................................................................................................1Preparing Travel Authorizations..............................................................................................................1

Creating Travel Authorizations.............................................................................................................................2Adding Multiple Travel Authorization Expense Lines.......................................................................................38Viewing and Modifying Travel Authorizations..................................................................................................69Attaching a Document to a Travel Authorization...............................................................................................87Copying Travel Authorization Expense Lines....................................................................................................94Deleting Travel Authorizations.........................................................................................................................106

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PeopleSoft Expenses

 PeopleSoft Enterprise Expense Management allows your employees to capture and submit time and expenses in online, disconnected, or wireless mode. Employees save time and you save on processing costs. This module reviews the fundamentals you will need to use PeopleSoft Expenses.

Upon completion of this module, you will be able to:  

Prepare travel authorizations. Prepare cash advances. Prepare expense reports. Process expense report exceptions. Use commitment control with Expenses. Manage approvals in Expenses. Process expense payments. View accounting transactions in Expenses. Run reports.

Preparing Travel Authorizations

 Expenses provides a travel authorization system to manage the pre-trip approval of estimated travel costs. If you use Commitment Control, Expenses supports budget checking of travel authorizations. From the Travel and Expense Center, you can create, modify, view, cancel, delete, and print travel authorizations. As you prepare a travel authorization request, Expenses provides the options to create cash advances, modify the default accounting, or change the general information. You can save travel authorizations for more input at a later time—with invalid or missing information—or you can submit them for approval. Expenses provides functionality to decrease the time that you spend entering travel authorizations. You can:

Create travel authorizations populated with information from user defaults. Copy expense transaction lines from another travel authorization. Copy multiple expense transaction lines at one time on a travel authorization.

Upon completion of this lesson, you will be able to: 

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Create a travel authorization. Copy expense lines. Add multiple expense lines. Modify default accounting. Review accounting detail information. View and modify travel authorizations. Delete a travel authorization. Cancel an approved travel authorization. Attach a document to a travel authorization.

Creating Travel AuthorizationsCreating Travel Authorizations

When you create a travel authorization, you have options on which to base the new document, and the selection that you make triggers other choices that prompt you for details about the travel authorization. You can start with a blank document or populate one with data from another source.

Procedure

In this topic you will learn the following:

- How to create a travel authorization

Step Action1. From the Travel and Expense Center, click the Create/Modify link under the

Travel Authorizations heading.

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Step Action2. Click the Add button.

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Step Action3. Enter the desired information into the Description field.

Enter "Training in Dallas".

Step Action4. Click the Training list item.

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Step Action5. Click the Look up Destination (Alt+5) button.

Step Action6. Click the DALLA link.

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Step Action7. Click the Choose a date (Alt+5) button.

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Step Action8. Click the desired date.

Step Action9. If the day you select is not 30 days in advance of your travel, a warning message

appears and an explanation comment will be required.

Click the OK button.

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Step Action10. Click the Choose a date (Alt+5) button.

Step Action11. Click the desired date.

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Step Action12. Enter the required information into the Comments field.

Enter "Just found out about class today".

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Step Action13. Enter the desired information into the Relevance Or Benefit to CCC field.

Enter "UPK Training".

Step Action14. Add attachments that include supporting information about your trip.

Click the Attachments link.

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Step Action15. Click the Add Attachment button.

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Step Action16. Click the Browse button.

Step Action17. Navigate to the file attachment.

Click the 5dae4814-9658-4530-ac99-14d6279027d3.config.xml list item.

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Step Action18. Click the Upload button.

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Step Action19. Enter the desired information into the Description field. Enter "Travel

itinerary".

Step Action20. Click the OK button.

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Step Action21. Click the Expense Type list.

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Step Action22. Choose the type of expense.

Click the Airfare list item.

Step Action23. Click the Choose a date (Alt+5) button.

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Step Action24. Click the desired date.

Step Action25. Enter the desired information into the Amount field. Enter "150".

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Step Action26. Click the Payment Type list.

Step Action27. Click the Employee Paid list item.

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Step Action28. Click the Detail link.

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Step Action29. The Detail link takes you to the Authorization Detail page to enter the details

about the expense.

Step Action30. Enter the desired information into the Ticket Number field.

Enter "abcde".

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Step Action31. Click the Preferred list.

Step Action32. Click the United Airlines list item.

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Step Action33. Click the Accounting Detail link.

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Step Action34. The chartfield string (budget) will default but you may need to add or change

additional chartfield information.

Click the Look up Fund (Alt+5) button.

Step Action35. Click the 00003 link.

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Step Action36. Click the Look up Dept (Alt+5) button.

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Step Action37. You can search for the Department. Enter the desired information into the begins

with field.

Enter "0023001".

Step Action38. Click the Look Up button.

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Step Action39. Click the 0023001 link.

Step Action40. Click the Look up Program (Alt+5) button.

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Step Action41. Enter the desired information into the begins with field. Enter "80000".

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Step Action42. Click the 80000 link.

Step Action43. Click the Look up Class (Alt+5) button.

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Step Action44. Click the 00000 link.

Step Action45. Click the OK button.

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Step Action46. Click the Check Expense For Errors button.

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Step Action47. Click the Return to Travel Authorization Entry link.

Step Action48. Click the Save for Later button.

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Step Action49. Note: Click the Save for Later button to save the travel authorization without

submitting it for approval. You can save the report with or without invalid information and modify it later.

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Step Action50. Click the Submit button.

Step Action51. Note: When you click the Submit button, Expenses displays the Submit

Confirmation page to indicate that it successfully saved and submitted the travel authorization.

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Step Action52. Click the OK button.

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Step Action53. In this topic you have learned the following:

- How to create a travel authorization.

You have successfully completed this training session.End of Procedure.

Adding Multiple Travel Authorization Expense LinesAdding Multiple Travel Authorization Expenses

 Expenses enables you to select multiple expense types to add to a travel authorization. You can also select whether to add one occurrence or a daily occurrence of the expense types for a date range that you specify. Expenses adds the multiple expense lines to your travel authorization and you enter the remaining information that pertains to each expense type.

In this topic, you have already started a travel authorization for a five-day business trip. You want to quickly add lines for lunch and breakfast expense items.

Procedure

In this topic you will learn the following:

- How to add multiple travel authorization expense lines.

Step Action1. Begin by navigating to the Travel and Expense Center page.

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Step Action2. From the Travel and Expense Center, navigate to the Travel Authorizations

options.

Click the Create/Modify link.

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Step Action3. Click the Find an Existing Value tab.

Step Action4. Click the Search button.

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Step Action5. Search for the Travel Authorization to be modified.

Click the 0000000175 link.

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Step Action6. To add an new expense line, click the Add button.

Step Action7. Click the Expense Type list.

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Step Action8. Click the Hotel list item.

Step Action9. Click the Payment Type list.

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Step Action10. Click the Employee Paid list item.

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Step Action11. Click the Detail link.

Step Action12. Click the Marriott Brand Hotels list item.

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Step Action13. Enter the desired information into the Nightly Rate field. Enter "110".

Step Action14. Click the Accounting Detail link.

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Step Action15. The chartfield string (budget) will default but you may need to add or change

additional chartfield information.

Click the Look up Fund (Alt+5) button.

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Step Action16. Click the 00003 link.

Step Action17. Click the Look up Program (Alt+5) button.

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Step Action18. Click the 00000 link.

Step Action19. Click the Look up PC Bus Unit (Alt+5) button.

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Step Action20. Click the CCCGO link.

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Step Action21. Click the Look up Project (Alt+5) button.

Step Action22. Click the 0000000 link.

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Step Action23. Click the OK button.

Step Action24. Click the Check Expense For Errors button.

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Step Action25. Click the Return to Travel Authorization Entry link.

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Step Action26. To add an new expense line, click the Add button.

Step Action27. Click the Expense Type list.

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Step Action28. Click the Taxi list item.

Step Action29. Enter the desired information into the Amount field. Enter "30".

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Step Action30. Click the Employee Paid list item.

Step Action31. Click the Detail link.

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Step Action32. Enter the desired information into the Description Required field. Enter "Taxi

from Airport".

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Step Action33. Click the Accounting Detail link.

Step Action34. The chartfield string (budget) will default but you may need to add or change

additional chartfield information.

Click the Look up Fund (Alt+5) button.

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Step Action35. Click the 00003 link.

Step Action36. Click the Look up Program (Alt+5) button.

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Step Action37. Click the 00000 link.

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Step Action38. Click the Look up PC Bus Unit (Alt+5) button.

Step Action39. Click the CCCGO link.

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Step Action40. Click the Look up Project (Alt+5) button.

Step Action41. Click the 0000000 link.

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Step Action42. Click the OK button.

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Step Action43. Click the Check Expense For Errors button.

Step Action44. Click the Return to Travel Authorization Entry link.

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Step Action45. Click the Save for Later button.

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Step Action46. In this topic you have learned the following:

- How to add multiple travel authorization expense lines.

You have successfully completed this training session.End of Procedure.

Viewing and Modifying Travel AuthorizationsViewing and Modifying Travel Authorizations

 Once a travel authorization has been entered, it can be viewed at any time. Typically an employee would view travel authorization to check the status of an existing travel authorization request.

If you access the Travel Authorization Details page using the View navigation, Expenses displays the page in read-only mode. You can only view travel authorizations that you submitted for approval.

If you access the Travel Authorization Details page using the Modify navigation, Expenses enables you to edit all the fields. You can modify a travel authorization if you have not submitted it for approval or if an approver sent it back for revision or correction.

In this topic, you are going to view a travel authorization to make sure everything was entered correctly. Upon viewing it, you realize that you forgot to add an expense item. You then need to modify it to add the missing item.

Procedure

In this topic you will learn the following:

- How to view and modify travel authorizations.

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Step Action1. Begin by navigating to the View/Modify Page.

Click the Main Menu button.

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Step Action2. Click Employee Self-Service.

Step Action3. Click Travel and Expenses.

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Step Action4. Click Travel Authorizations.

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Step Action5. Click View.

Step Action6. Use the Travel Authorization Details page to review the details of the travel

authorization. This page is read-only and cannot be modified.

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Step Action7. Click the Return to Search button.

Step Action8. Click Travel Authorizations.

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Step Action9. Click Create/Modify.

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Step Action10. Click the Find an Existing Value tab.

Step Action11. Click Search.

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Step Action12. Click the Add multiple new rows at row 3 (Alt+7) button.

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Step Action13. You are prompted to enter multiple expense items. For this example, you will

accept the default value.

Click OK.

Step Action14. Select an expense type to add an expense item.

Click the Expense Type list.

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Step Action15. Click the Car Rental list item.

Step Action16. Click in the Amount field.

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Step Action17. Enter the desired information into the Amount field. Enter "15".

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Step Action18. Click the Payment Type list.

Step Action19. Click the Employee Paid list item.

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Step Action20. The Detail link will access the Authorization Detail page to enter additonal

information for the expense transaction line.

Click the Detail link.

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Step Action21. Click the Preferred list.

Step Action22. Click the Hertz Rental list item.

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Step Action23. Click the Return to Travel Authorization Entry link.

Step Action24. Click the Save for Later button.

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Step Action25. In this topic you have learned the following:

- How to view and modify travel authorizations.

You have successfully completed this training session.End of Procedure.

Attaching a Document to a Travel AuthorizationAttaching a Document to a Travel Authorization

 PeopleSoft Expenses enables you to attach documents to Travel Authorizations, Cash Advances, Expense Reports,and My Wallet transactions.  To use the Attachment feature, you must access the Installation Options - Expenses page (Set Up Financials/Supply Chain, Install, Installation Options, Expenses). In the Receipts Configuration group box, select Attachments in the Option list, and select the attachment location that you want to use for Expenses. The attachment location indicates where you allow employees to attach documents; at the header level, the line level, or both.  When attaching large documents to transactions, it is recommended that you create and save the transaction prior to attaching large documents.  In this topic, you will create a travel authorization for air travel, attach the agenda at the header level, and attach your other document at the line level. Then you will save the authorization.

Procedure

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In this topic you will learn the following:

- How to attach a document to a travel authorization.

Step Action1. Use the Travel Authorization Entry page to create a new travel authorization

request.

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Step Action2. When attaching large documents to transactions, it is recommended that you

create and save the transaction first.

In this case, the attachments are small.  You will crate a travel authorization for air travel, save the authorization and then attach the agenda at the header level. 

Step Action3. After creating and saving the Travel Authorization, click the Attachments link.

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Step Action4. Click the Add Attachment button.

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Step Action5. Click the Browse button.

Step Action6. Navigate to the document you want to attach.

Click the TA_Agenda_Dallas_Mtg_H.docx list item.

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Step Action7. Click the Upload button.

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Step Action8. Enter the desired information into the Description field. Enter "Travel

Itinerary".

Step Action9. Click the OK button.

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Step Action10. In this topic you have learned the following:

- How to attach a document to a travel authorization.

You have successfully completed this training session.End of Procedure.

Copying Travel Authorization Expense LinesCopying Travel Authorization Expense Lines

 Expenses enables you to copy one or more selected expense lines for a single day or a range of dates. You can also indicate whether you want to include holidays and weekends. The functionality associated with the Copy Selected Expenses page is for all expense types, including per diem expense types. When you copy an expense line to create new expense lines, Expenses automatically populates the new expense lines with the same ChartFields as the original line item.

Procedure

In this topic you will learn the following:

- How to copy travel authorization expense lines.

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Step Action1. Begin by navigating to the Travel and Expense Center page.

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Step Action2. From the Travel and Expense Center, navigate to the Travel Authorizations

options.

Click the Create/Modify link.

Step Action3. Click the Find an Existing Value tab.

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Step Action4. Click the Search button.

Step Action5. Click the 0000000175 link.

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Step Action6. Use the Travel Authorization Entry page to copy expense lines for travel

authorizations.

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Step Action7. Click the Select option.

Step Action8. Click the Copy Selected button.

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Step Action9. Expenses warns you if you selected expense lines that have errors or have not

been checked for errors. Click the Cancel button to correct the appropriate errors or click OK to continue.

Click the OK button.

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Step Action10. Click the Copy to One Date option.

Step Action11. Click the Choose a date (Alt+5) button.

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Step Action12. Click the desired date.

Step Action13. Use the Copy to Range of Dates option to copy each line multiple times with the

expense date for the new lines set to each date within the specific date range.

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Step Action14. If you do not select to include weekends, Expenses checks the day of the week

and does not copy expense lines for Saturdays or Sundays.

If you do not select to include holidays, Expenes checks the holiday calendar for the employee's business unit.

Expenses does not copy expense lines for days that the calendar designates as holidays.

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Step Action15. Click the OK button.

Step Action16. Click the Save for Later button.

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Step Action17. In this topic you have learned the following:

- How to copy travel authorization expense lines.

You  have successfully completed this training session.End of Procedure.

Deleting Travel AuthorizationsDeleting Travel Authorizations

 Expenses enables you to delete travel authorizations: 

If you create a travel authorization and decide not to process it, you can delete it before you submit it for approval.

If you submit a travel authorization and the approver returns it to you, you can delete the travel authorization.

If you cancel the travel authorization, you may delete it.

In this topic, you will delete a travel authorization for a business trip that was cancelled. 

Procedure

In this topic you will learn the following:

- How to delete a travel authorization that is in pending status.

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Step Action1. Begin by navigating to the Travel and Expense Center page.

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Step Action2. From the Travel and Expense Center, navigate to the Travel Authorizations

options.

Click the 2 More... link.

Step Action3. Click the Delete link.

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Step Action4. Note: Expenses displays a list of unsubmitted or denied travel authorizations.

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Step Action5. Search for the Travel Authorization to be deleted.

Click the Select option.

Step Action6. Click the Delete Selected Authorization(s) button.

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Step Action7. Click the OK button.

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Step Action8. In this topic you have learned the following:

- How to delete a travel authorization that is in pending status.

You have successfully completed this training session.End of Procedure.

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