PeopleSoft Basics For Travel & Expenses Learn to Live, Love and Laugh Friday, May 10, 2013.
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Transcript of PeopleSoft Basics For Travel & Expenses Learn to Live, Love and Laugh Friday, May 10, 2013.
PeopleSoft BasicsFor Travel & Expenses
Learn to Live, Love and LaughFriday, May 10, 2013
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In PeopleSoft, ALL Non-Payroll payments to Employees,
Prospective Employees, and Student Travelers are made through the
Travel and Expenses module.
PeopleSoft BasicsFor Travel & Expenses
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PeopleSoft BasicsFor Travel & Expense
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PeopleSoft BasicsFor Travel & Expenses
DEFINE
Request for Travel Authorization
(“RTA” on “VE5 doc”)
PeopleSoft
Travel Authorization
(Travel Auth for short)
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PeopleSoft Basics For Travel & Expenses
DEFINE
RTA is entered by Admin Assistants
and a few Employees
PeopleSoft
Travel Auth isentered by EACH Employee or their assigned “Proxy”
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PeopleSoft Basics For Travel & Expenses
DEFINE
RTA may be entered and
approved before, during, or after
a trip.
PeopleSoft
Travel Auth MUST be Entered
and APPROVED PRIOR to the beginning of
travel.
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PeopleSoft Basics For Travel & Expenses
DEFINE
An RTA is completed with
guess-timates for all items - lodging,
meals, parking, etc.
PeopleSoft
A Travel Auth will auto-populate
some fields depending on the
destination location entered
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PeopleSoft Basics For Travel & Expenses
DEFINE
A reimbursement payment voucher (VP2, VPE, or VP5)
is entered by Admin Assistants
PeopleSoft
A reimbursement Expense Report isentered by EACH Employee or their assigned “Proxy”
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PeopleSoft Basics For Travel & Expenses
DEFINE Separate DEFINE vouchers may be
required to reimburse
expenses from ONE trip (VPE, VP2, or VP5)
PeopleSoft
One Expense Report may be
used to reimbursean Employee for
those same expenses!
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In PeopleSoft, employees may be set up
with a set of “default” chart fields so that
accounting information does not need to
be entered for every Expense Report.
PeopleSoft BasicsFor Travel & Expenses
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Person of Interest (POI) i.e.: Non-Employees
Before expenses can be reimbursed:
*Prospective employees must first be set up in the HR system as a POI.
*Student travelers must first be set up by the Travel Office as a POI.
PeopleSoft BasicsFor Travel & Expenses
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PeopleSoft Basics For Travel & Expenses
DEFINE
Direct Billed payments for hotels
are processed on “VP6” Travel
vouchers.
PeopleSoft
Direct Billed payments for hotels are VENDOR
payments and are processed through
Accounts Payable NOT Travel & Expenses.
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PeopleSoft Basics For Travel & Expenses
DEFINE
• In DEFINE, payments are made to employees and others receiving reimbursements either by direct deposit or paper check depending on how the individual’s Vendor record is set up.
PeopleSoft• In PeopleSoft, payments will
be made to employees based on how they are set up to be paid for payroll.
• If an employee receives payroll payments by direct deposit, he will receive expense reimbursements by direct deposit to the same payroll bank account.
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PeopleSoft Basics For Travel & Expenses
Any Travel or Expense
Questions?