Discussion Outline for DC Meeting 07/13/17

Transcription

1 SFS Changes 1. The two new Tuition expense types: Before July 1 st all tuition reimbursement expenses are entered under the expense type of Tuition Reimbursement. After July 1 st there are two expense types: Training/Dvlp Career Related and Training/Dvlp Job Related. When entering dates prior to July 1 st users will receive an Invalid Value on the expense type so o Impact to GET 2. Preferred Hotels: Before July 1 st the old preferred vendor list will show. After July 1 st only the UW System contracted vendors will be displayed. o Impact to GET 3. Relocation Mileage expense type: Effective July 1 st there is a new Relocation Mileage expense type in e-reimbursement. UW Madison will not be requiring the use of this expense type at this time. If a user selects it that is ok though. The reason for the new expense type is related to the IRS policy; which defines a portion of mileage claimed related to a relocation as tax reportable. Using the new expense type would need to be used in combination with the.17 rate which is the non-tax reportable portion. Any reimbursement beyond that amount is tax reportable. The reason that we are not mandating the use of this new expense type is that we already split the relocation mileage claims on the back end and report appropriately. 4. Changes to Business Purposes: Business Purposes Within the Expense Module, the Business Purpose is used to summarize the official purpose of the travel or expense. The selected business purpose summary is used together with the business purpose details provided by the traveler in the Expense Justification and Supporting Details field of the expense report. There can only be one business purpose per expense report or travel authorization request. The following table briefly describes each business purpose category: BUSINESS PURPOSE Business Conference Fundraising DESCRIPTION Expenses for routine business travel, such as mileage or per diem to attend a meeting, not better classified in a category below. Expenses incurred to attend or host a conference, such as airfare or registration. Expenses incurred for University fundraising, such as mileage or

2 Job Candidate Hosting Local Travel Within headquarter location or surrounding areas Professional Development Recruiting Relocation Research Study Abroad & International Education Programs Student Travel Tuition, Training, Educational Coursework Team Travel Non-Travel hosted meal. Expenses incurred for hosting job candidates, such as airfare, lodging, hosted meals. Non-overnight, mileage or day trip meal allowance when traveling within the headquarter city or surrounding area. Expenses can be accumulated and filed on a weekly, bi-weekly, or monthly basis rather than on a per-trip basis. Expenses related to faculty presentation of papers, speaking engagements, etc. such as airfare, lodging, per diem. Expenses incurred for recruiting employees and students to the University such as airfare, hosted meals. Expenses incurred for employee relocation such as household moving, stipend, temporary lodging. Expenses incurred for research including fieldwork such as airfare, truck rental, M&IE per diem. Expenses incurred by travelers (faculty or students) for study abroad or other international education program such as airfare, lodging, hosted meals, etc. Expenses incurred by students for business (conferences, etc.) or educational (field trips, etc.) travel such as airfare, lodging. Does not include Study Abroad or International Education Programs. Employee expenses to accompany students select from other business purpose categories. Expenses incurred by employees for education or training such as tuition, fees, training registration. Expenses for sport team travel such as airfare, hosted meals, lodging. Non-Travel related expense reimbursement for low dollar purchases allowed by purchasing policy. Impact to GET (added relocation and other that were not previously available) o Added Business purposes that were not originally in GET such as RELOCATION and any brand new business purposes added in e-re o For business purposes where the name was the only thing that changed, we did not change these in GET and will seek user feedback to determine whether we should change these names or not. o For business purposes that were removed from e-reimbursement, we did not change these in GET; instead, we fed them to the desired business purpose in e-re.

3 Issues 5. Account codes Changes in e-reimbursement and UW System tables (see attached) o Impact to GET Account code 2100 was used at the header level to send the budget check to e-reimbursement (required field). When the account code was removed this caused the invalid account code error which was corrected. Three different issues as a result of recent upgrades: 1. CORS violation error for MAC users. 2. Due to a recent Microsoft Upgrade, if you are using Internet Explorer and are going to the Internet Explorer File Menu (see screen shot below) to print anything you will receive an error message. You must do Print Preview first and then it will allow you to print. 3. A PeopleTools fix was implemented in e-reimbursement which caused problems with any links that are sent to travelers or approvers. At this time, UW System does not know when PeopleSoft will be fixing it. They are working on figuring out the best solution to the link issue. For now, a note explaining the issue was added to the message in the . It will take programming changes for the link to get removed or changed. Please instruct your travelers or approvers to navigate to the Home Screen and then choose the Approve Transactions or Modify link depending on if they are approving for fixing something.

4 Upcoming changes - Post July 1 changes: o Additional Changes to Expense Types and Account Codes 1 Change Account codes to be named Transportation-Airfare. The following Expense Types will be coded to :

5 2 Change Account codes to be named Transportation-Other. The following Expense Types will be coded to :

6 3 MSN is not going to use and will add to their Account Tree to exclude them. 4 Update Business Purpose definition for Professional Development. Terri is going to update as deemed necessary. Here is the comment that MSN provided before the meeting: Specific to the Business Purpose narratives, UW-Madison recommends Professional Development definition be refined to indicate use for employees attending training/workshops to further develop skills. Under many federal agencies guidance, faculty presentation of papers, speaking engagements, etc. such as airfare, lodging and per diem are generally expected to be research related for business purposes. For information purposes attached is frequency of UW-Madison use of the various business purpose categories UPGRADE anticipated implementation This is completely change the user interface, in particular the entry of an expense report. I have requested UW System allow for a user acceptance testing phase to allow for feedback, etc. POLICY Changes: - See Newsletter Informational Upcoming Changes to the Approved Driver Database - DOA is changing the location of the database - Enterprise Fleet Management System. Travelers will have to reapply for approval. Risk Management will communicate to campus to resubmit for approval.