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

WebNowWhat 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

Roles

Travelers

•Employees who travel•Needs a valid employee profile in travel & expense•Approved vendor status in AP•Employee ID needs to be present on vendor

Proxies•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 page printed

Barcode Form

Barcode & Receipts scanned

with MFDScan

Scanned receipts viewed from

PeopleSoft with ImageNow

View

T&E KURES

T&E UKANS

Two Buttons in “Mode Memory”

Travel Authorization

Dept.

Approve

r

•Approves•Travel

permission•Funding•Details

(dates, description, exp. types)

•Send back (Returns to entry person)•Incomplete or

inaccurate information

Cash Advance (KURES Only)

Dept.

Approve

r

•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 Approve

r

•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

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

Expense Reports

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 QuestionsIf 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.