Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible...
Transcript of Travel and Expense - University of South Carolina€¦ · PeopleSoft, the traveler is responsible...
TravelandExpensePre- GoLiveWebinar
January11,2018
Today’sAgenda
• BenefitsoftheTravelandExpenseModule• UpdateBankingInformation• Reviewoftransactiontypes• TravelExpenseRoles• TravelandExpenseChanges• RollOutSchedulebyOperatingUnit• CommunicationandTraining
BenefitsoftheTravelandExpenseModule
• Thispowerful,yeteasytousemoduledramaticallyreducestheamountoftimeandeffortrequiredtosubmit,approve,process,andpayexpensereports.
• EncumberstheTravelAuthorizationonyourbudget.
UpdatingBankingInformation
• FirststeptousingtheTravelandExpensemoduleisenteringbankaccountinformation.
• Enteringbankinginformationvalidatesthetraveler,allowingtransactionstobecompletedontheirbehalf.
• Besurebankinginformationiscorrectandupdatewhennecessary.
• ALL paymentswillbemadeviaACH.
OverviewofExpenseTransactions
• TravelAuthorization• TravelAdvance• ExpenseReport
“IwouldliketothanktheTravelOfficefortheirpatienceandhardworkimplementingthisnewmodule. Iwasveryluckytobeapartofapilotgroup.Theylistenedtoourinputandmadesomerealchangesthat will helpallofusinthelongrun! ”
HopeJohnson,USCElectricalEngineering/ProgramCoordinator
TravelAuthorization• Atravelauthorizationisan“estimate”ofwhatthe
employee’scostsmaybeforhotel,transportation,etc.
• TravelAuthorizationsarerequiredfor:– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances
• AftertheTAissubmitted,budgetcheckedandapproved,theamountontheTAbecomesanencumbranceonyourbudget;thetotalamountontheTAis‘setaside’fromthebudget.
• TheTravelOfficeperformsfinalapprovalifcreatedforthecriteriastatedabove.
TravelAdvance
• Tominimizetheimpactofbusinesstravelonemployeepersonalfinances,youcancreateatraveladvancetopayforitemssuchashotel/lodgingandmeals.
• TravelAuthorizationisrequiredforaTravelAdvance.• ATravelAdvancecanbecreatedfor70%oftotal
estimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.
• Onlyoneadvancecanberequestedatatimeandmustbeappliedtoanexpensereportorrepaid.
• TheTravelOfficeperformsfinalapproval.
ExpenseReport
• AnExpenseReportinPeopleSoftmakesiteasytotransformahandfulofreceiptsintoafinaldocumentforexpensereimbursement.
• CreateanExpensereport:– bynotassociatingaTravelAuthorization(doesnotmeet
therequirements)– byassociatingaTravelAuthorization(foreignor$5,000and
greater)– byassociatingaTravelAuthorizationandapplyingaTravel
Advance(traveladvancerequested)
TravelandExpenseChanges• TravelAuthorizationsareonlyrequiredfor:
– Expenses$5,000orgreater– AllForeignTravel– AllTravelAdvances
• ATravelAdvancecanbecreatedfor70%oftotalestimatedexpensesofHotel/LodgingandMealsupto$3,000withoutrequiringpre-authorizationfromtheTravelOffice.
• Mealallowanceforonedaytravelisnolongerreimbursable.• PriortoJuly1st,2018,ifreimbursementtoanemployeeis
necessarypriortotravelingpleaseselectoneofthefollowingoptions:– PaymentRequest– DinersClubforAirlinetickets– PaymentdirectlytotheSupplier(usingPaymentRequest)
• AfterJuly1st,2018,reimbursementtoanemployeepriortotravelingwillnolongerbeallowable.
TravelandExpenseRoles
• Traveler• Proxy• Approver
“Iamveryappreciativeoftheopportunitytohaveinputintothehowtheactualtravelprocessworks. Justbecauseasystemisdesignedtoworkacertainway,doesn’tactuallymeanitisthebestway. TheTravelteamwelcomedoursuggestionsandalotofchangesweremadebecauseofthis.”
StacySomers,USCSchoolofMusic/BusinessManager
TravelerThetraveler isanyemployee whotravels.InPeopleSoft,thetravelerisresponsiblefor:• UpdatingBankinginformationinPeopleSoft.Thiswillvalidate
themasatravelerinPeopleSoftallowingthemoraProxytocreateanexpensetransactionontheirbehalf.
• Whenexpensetransactionsarecreatedbyaproxyforthetraveler,thetravelerwillberesponsibleforapprovingthosetransactionsinPeopleSoft.
ItisimportanttonotethisimplementationisforEmployeesonly.Thecurrentprocessforstudentandnon-employeetravelwillnotchange.
ProxyTheproxyisanyonewhowillcreateexpensetransactionsonbehalfofthetraveler.InPeopleSoft,theproxyisresponsiblefor:• Creatingexpensetransactionsonbehalfofthetraveler(Travel
Authorizations,TravelAdvances,andExpenseReports).
”Inrecentmonths,thepilotgroupmetseveraltimesandeachmeetingwasbothinformationalandproductive.Theleaderswereabletoguidetheusersfromstarttofinishmakingsurethateveryoneunderstoodeachaspectofthevariousprocesses.TheimplementationofthisgroupwillalsomakethetransitioneasierwhenthisplatformexpandstotheremainderofUSCinthespring.”
SamBeals,USCPhysicsandAstronomy
ApproverTheapproverisanyonewhowillapproveexpensetransactions.InPeopleSoft,theapproverisresponsiblefor:• Approvingexpensetransactions(TravelAuthorizations,Travel
Advances,andExpenseReports).
ItisimportanttonotethatleveloneandleveltwoApproversinTravelandExpensearethesameastheyareinthepaymentrequestworkflowwiththeexceptionofhavingtheabilitytoadhoc.ThisfunctionisnotavailableinTravelandExpense.YoucanaddadditionalapproversforTravel. However,theywillalsobeincludedintheworkflowforpaymentrequest.
RollOutSchedulebyOperatingUnit
Phase GoLive Date Operating UnitDescription
Phase 1 February5th,2018
ColumbiaCampus: SchoolofMedicine, AdministrationandFinance,Finance,Engineering-ComputingOtherCampuses: Aiken,Upstate
Phase2 March5th,2018 AllOtherColumbiaDepartments(notinPhase1,3-5)OtherCampuses: Lancaster,SchoolofMedicine-Greenville, Salkehatchie,Sumter,Union
Phase 3 April2nd,2018 ColumbiaCampus: Athletics,HonorsCollege,PublicHealth,MooreSchoolofBusiness,Research,MassComm-InformationStudies,InternationalPrograms
Phase 4 May7th,2018 ColumbiaCampus: ArtsandSciences,EnrollmentManagementServices
Phase5 June4th,2018 ColumbiaCampus: StudentAffairs,Pharmacy,HospitalityRetailSportsManagement,Education, SocialWorkOtherCampuses: Beaufort
CommunicationandTraining
• BusinessManagerswillreceiveanemailaskingforadditionalusersnotonthelistprovided.
• Travelers,Proxys,andApproverswillreceiveacommunicationtoinformtheyhavebeenidentifiedasneedingtravelandexpensetraining45dayspriortogolive.
• Travelers,Proxys,andApproverswillreceivetargetedtraininginvitationswithdatestoselect.
• Travelers,Proxys,andApproverswillhaveaccesstotrainingdocumentationonthePeopleSoftResourcepage.
• Travelers,Proxys,andApproverswillreceivestepstotakeonthedayofGoLiveaweekbeforeandagainonGoLiveday.
AdditionalPre-GoLiveWebinars
• January18th – 9-10am
• January25th – 9-10am
Note:RecordedwebinarsandPPTwillbeavailableontheTravelandExpenseResourcepageonthePeopleSoftwebsite.
PeopleSoftResourcePage
Questions