Travel and Expense Module Training Presentation for Auto Mileage Reimbursement

Transcription

1 Travel and Expense Module Training Presentation for Auto Mileage Reimbursement

2 Thank you for taking the Travel and Expense Module Training online for Auto Mileage Reimbursement. The Travel and Expense Module was implemented in Financials as a means of streamlining the processing of travel documents including the Travel Authorization, which replaces the current TAR and the Expense Report, which replaces the current TEV. In the Travel and Expense Module, these documents are completed online by either the traveler, or a delegate whom the traveler has authorized to enter documents on his or her behalf.

3 This training has been modified/shortened for Auto Mileage- Allowance/Reimbursement, also referred to as in-state mileage. If you are completing an expense report for travel related to an out of state trip, you should complete the full Travel and Expense Module Training. Please go to the Controller s Website for more information on the Travel and Expense Module.

4 The Travel and Expense Module is accessed via Financials and offers: Online preparation of Travel Authorizations (TAs) and Expense Reports (ERs) by the individual traveler, or a delegate authorized by the traveler. Online approval of the TA and ER via workflow

5 If you are a new user in Financials, you will need to login to e-campus and change your password. This will create a User ID and password in Financials that mirror your User ID and password in e-campus. You should then submit the PeopleSoft Financials Security Access Request Form below. Access-Request-Form-0116.pdf

6 Training is broken down into these areas: General Banking Information Expense Report Preparation- (Replaces Mileage Reimbursement Form)

7 Direct Deposit Information To be reimbursed via Direct Deposit for travel expenses, you must enter your personal bank information in the Travel and Expense Module. This must be done even if you are already being reimbursed via direct deposit from Accounts Payable.

8 Direct Deposit Information To enter your personal bank information for Travel and Expense direct deposit reimbursement, go to Employee Self-Service>Travel & Expenses>My Bank Information. Your individual profile screen shows up.

9 Click on Bank Account Tab to view Default Profile.

10 To input direct deposit information: Change Payment method from System Check to Automated Clearing House (ACH), which is direct deposit.

11 To add direct deposit account, click default check box and then click Bank icon.

12 All fields are required Bank and Branch Name are both the bank name Enter Account Type of either Checking or Savings

13 Bank ID and Depository Financial Institution are the the Bank Routing Number from your personal check. Bank ID Qualifier and DFI Qualifier should always be 001 and 01, respectively.

14 Routing Number and Account Number can be found on your personal checks. The Routing number is 9 digits long. All information should be verified by traveler.

15 After entering all information and verifying routing and account numbers, Click Save.

16 The Controller s Office is requesting all traveler s complete the direct deposit input upon completion of this training.

17 Supervisor Supervisor is a person within the traveler s department who approves the traveler s time card in e-campus. The Supervisor also approves Expense Reports for Auto Mileage Reimbursement. There is no back-up for this person. If this person is out and the TA needs approval, the supervisor should contact PeopleSoft Financials Group to have the TA reassigned.

18 Expense Report (ER) The Expense Report (ER) in the Travel and Expense Module replaces the Travel Expense Voucher (TEV) and Auto Mileage Allowance Form for auto mileage reimbursement. Training of the online Expense Form is broken into: General Information Details Expense Types Totals including Employee Reimbursement.

19 Auto Mileage-Allowance Form is no longer needed. X

20 Navigation to Create an Expense Report: In Financials, Employee Self Service>Travel and Expense Center>Expense Report>Create If creating a document as a delegate for someone else, remove your (the delegate s) Employee ID and click the magnifying glass to choose the traveler, other than yourself. Click Add.

21 Navigation to Create an Expense Report: In Financials, Employee Self Service>Travel and Expense Center>Expense Report>Create

22 General Information-Mileage Reimbursement On the Quick Start Menu below, choose A Blank Report. Name

23 General Information-Mileage Reimbursement Complete the General Information here. The Travel Dates/Times and Comments fields are free form fields to describe the travel. For mileage, this could be the month the reimbursement is covering.

24 General Information-Mileage Reimbursement Business purpose is chosen from the list below, General Travel and Expense would describe mileage reimbursement.

25 General Information-Mileage Reimbursement City would be the originating city, such as Kingston. Type Kingston and click the magnifying glass to choose Kingston, RI.

26 General Information-Mileage Reimbursement Accounting Defaults can be used to expedite the entry of a default chartfield string (CFS), if all the mileage will be charged to the same CFS. This CFS will populate all lines if it is input in the Accounting Defaults.

27 2 nd Section - Detail Lines Mileage Reimbursement The Details section includes a separate line for each day trip to be reimbursed. The expense type, date, payment type and billing type are chosen for each line.

28 2 nd Section - Detail Lines Mileage Reimbursement The expense type for mileage reimbursement is Auto Mileage - In State and can be found by clicking the drop down box on expense type.

29 2 nd Section - Detail Lines Mileage Reimbursement The expense date is the date of your trip for which you are seeking mileage reimbursement. Each day should have a separate line.

30 2 nd Section - Detail Lines Mileage Reimbursement The amount spent will calculate on the next page, the details page, where the amount will calculate automatically based on the odometer readings entered.

31 2 nd Section - Detail Lines Mileage Reimbursement Attachments can be added here if any are required for auto mileage reimbursement.

32 2 nd Section - Detail Lines Mileage Reimbursement Payment Type is chosen from the drop down box. For auto mileage the payment type is usually cash or Employee s Personal credit card, describing how you pay for your gas in your car.

33 2 nd Section - Detail Lines Mileage Reimbursement Billing Type is either Billable or Internal. If the chartfield string being charged is Fund 500, the Billing Type is always Billable. Billing type for all other funds is Internal.

34 2 nd Section - Detail Lines Mileage Reimbursement Click the Detail link at the end of the line to enter information related to your personal auto and the odometer reading for this trip.

35 Note: The Expense Detail page must be fully completed. Be sure to complete all the required (*) fields. The miles will automatically calculate based on the odometer readings entered. The Car Registration #, make/model, and insurance information will only need to be entered on the first detail line of each expense report. Originating location is the city you start this trip (eg. Kingston) and the Destination City is where you drove (eg. Providence).

36 Note: The first Expense Detail sheet for Auto Mileage- Allowance will have all the information completed as shown here. The next lines for the month will only require the odometer readings and the originating and destination cities (*). Click the Accounting Detail link to enter/change or verify the CFS.

37 Accounting Detail Enter the CFS here, or if Accounting Defaults was used, modify the CFS here, if necessary. The Account will automatically populate based on the expense type of Auto Mileage-In State and is 5741.

38 Accounting Detail If the CFS is Fund 500, there is required information in addition to the Fund, Department, Program and Project. PC Bus Unit is always URIPS. Activity is always Research.

39 Detail Lines Continue to add detail lines to the report for each day there is mileage to report for reimbursement.

40 Splitting Expenses To split an expense type between two different CFS, which do NOT have a Payment Type of URI Travel VISA, the expense must be entered on two separate lines, as shown in the Registration expense below. Click on the Detail link and then the Accounting Detail link to enter the two different CFS. Eg. Total Registration Cost is $350, split on 2 CFS. Payment Type is not URI Travel VISA.

41 Click Save for Later as you enter each detail line.

42 Once the report is saved, the number will populate. You can then come back to this report daily or weekly to update/modify monthly mileage by adding more lines as needed.

43 Check for Errors as you enter lines. If there are errors on the expense report, they are denoted with a red flag as shown below. Click on the flag to go to the details sheet and see the explanation for the error.

44 x The error(s) are explained on the left. In this case, originating and destination cities were not entered. Combo error is another common error that refers to an incorrect CFS. All errors must be corrected before submitting the form for approval and payment.

45 Totals Review Once all expense lines are complete, review the totals section for accuracy. Amount to be reimbursed.

46 Once all the necessary lines are entered, the report can be submitted for approval.

47 Submit Confirmation Page Click OK

48 Once submitted, the status becomes Submission in Process, and the Budget Status is Not Budget Checked. No changes can be made at this point.

49 Paper Copy Requirement Once the Expense Report is completed, a paper copy must be printed and submitted to the Accounting Office with the original receipts attached, if there are receipts to submit. This is not required for In-state Mileage Reimbursement only. To Print the report, go to Employee Self Service>Travel and Expense Center>Expense Report>View; Click

50 Paper Copy Requirement The screen will show the report as Queued, then processing and then success and the report will open in a PDF file on the screen.

51 Pa Submit this report with original travel receipts to Carlotti Administration Bldg, Room 103.

52 Expense Report Approval Level Workflow If the only expense submitted on the expense report is AutoMileage-InState and/or Tolls-InState, the workflow approval is as follows: Traveler submits the form: 1. Supervisor (Departmental Approver per timecard) 2. Level 1 Approver per Signature Authorization 3. Level 2 (Final) Approver per Signature Authorization 4. Sponsored Projects and/or Foundation 5. Prepay Audit Clerks (aka Travel Clerks) 6. Travel Managers Reimbursement occurs when the University runs the weekly payment process, usually on Mondays.

53 Reminder: URI Travel Policy should be followed at all times, in conjunction with the Travel and Expense Module.

54 This completes the online training for the Travel and Expense Module In-state auto-mileage reimbursement. The Controller s Website contains user guides available for review which include a table of contents for easier reference. The application for the URI Travel VISA Credit Card is also located on the website, on the Forms page, for any employee traveling out of state who would like to apply. Contact information for additional information is on the last slide below.

55 URI Controller s Website - Thank You! To view Reference Guides on the website, click Departments, under Accounting click on Travel. The reference guides are shown there. Questions? Contact Information: Shaune Hogan shogan@uri.edu x4417 Judy Moore jhmoore@uri.edu x4419 Ginny Byrnes vbyrnes@uri.edu x4428