PantherSoft Financials Travel & Expense

Agenda Frequently Used Terms The Travel Process Travel Authorization Travel and Reimbursement for Non-Employees Travel and Reimbursement for Students Cash Advance Expense Report – linked/not linked to TA Understanding Commitment Control – Budget

Objectives By the end of this class you will be able to: Complete a Travel Authorization, Expense Report, and Cash Advance Assign a Proxy and Delegate Approvers Recall the travel process for students and non- employees. View commitment control screens

Travel & Expense Terms Budget Exception – transactions that fail budget checking. Cash Advance (CA): a request for a check to be issued to the traveler prior to travel Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee. Foreign Travel: Travel to foreign countries and non U.S. possessions and territories.

Travel & Expense Terms Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s official headquarters. Official Headquarters: The University campus where the employee’s office is located. Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business. Proxy Access: one employee can assign another employee authority to access and report expense information on their behalf. The employee who has been assigned is the proxy for the traveler.

Travel and Expense Terms Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger. Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters.

The Travel and Reimbursement Process Must have the 001 role granted via user access. Can enter for yourself or whomever you are proxy for To travel on behalf of FIU business, a travel authorization must be completed in the system indicating all estimates of travel both out of pocket and pre-paid. Upon completion of travel, an expense report must be completed to issue payment to traveler.

Reimbursement for Student Travel & Expenses The form can be found in the Office of the Controller’s website and can be ed to the Purchasing Services Department at

Reimbursement for Travel and Expenses for Non-Employee A department may reimburse Travel and Expenses for Non-Employees such visitors, candidates and other Non-University Personnel. The form can be found in the Office of the Controller’s website and must include the supporting documentation of the expense report.

Creating a Travel Authorization A few reminders before creating a TA:  Proxy access must be delegated in order to create a TA for someone else.  Traveler’s Panther Id  Trip dates & destination  Total estimated expenses  Correct Speedtype

Creating a Travel Authorization Traveler’s PID

Creating a Travel Authorization Training Florida, Orlando 01/05/2015

Creating a Travel Authorization The Accounting Defaults information is set to the employee’s default department. The following are optional fields to be filled in if applicable: Cost PID, Task or Budget Ref Total Chartfield lines MUST equal 100%

Creating a Travel Authorization The Benefit to FIU or Project Box is a required field used to give greater detail of the travel and it's purpose to the University. The estimated and/or actual expenses that are prepaid by the University (i.e. Dept. Travel Card and Purchase Order) should be indicated in this section including the total expenses for the TA.

Creating a Travel Authorization 01/05/2015

Creating a Travel Authorization 50

Creating a Travel Authorization

Creating Travel Authorization Using FIU 02 Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements. You do have to make sure the travel/expense falls within the parameters of Foundation use of funds..

Foundation 3 Tests Must Be Passed Is expense allowed by FIU Foundation policy ? Yes Is Expense fulfilling funding source (project) Restrictions? Yes Is project cash available? YesNo * See Foundation Policy Is Expense Considered for Reimbursement?

View & Modify a Travel Authorization Only available if it’s in your queue Workflow Status

Deleting a Travel Authorization A TA can only be deleted when it is in Pending status If the TA has been fully approved and budget checked, it needs to be cancelled; not deleted. (In order to release the encumbrance)

Cancelling a Travel Authorization A TA can only be cancelled when it’s in Approved status and not associated to an Expense Report.

Travel Authorization Workflow

Creating a Cash Advance To request a Cash Advance an Approved TA is required.

Creating a Cash Advance Explain how FIU/Project benefits by the traveler attending the conference, meeting, etc. List all items prepaid by FIU (Purchase Order, ProCard) in this section. Required Accounts PayableSystem Upgrade Training Your Cash Advance has been submitted for approval. Training

Creating a Cash Advance Workflow When you withdraw, status changes to Pending

Cash Advance Workflow

Creating an Expense Report A few reminders before creating an ER:  Panther ID for Traveler  Receipts  Agendas for Conferences, Conventions, Workshops or Seminars  Travel Authorization Number & Cash Advance Number (If applicable)  Correct Speedtype  Departmental and FIU Travel Card charges  All information to avoid a supplemental Expense Report if at all possible  Prepare Lost Receipt(s) Form for all missing and lost receipts.  Additional Documents may be required by the Travel Department  Any questions refer to the Travel Manual

Creating an Expense Report Use marker to block or fold under any “Bar Codes” from vendors so it does not interfere with the Expense Report Bar code.

Creating an Expense Report If you ‘ve created a TA under the same PID you will create the ER, it will give you the option to link it.

Creating an Expense Report From the Quick Start drop down menu, you can Select to Create the Expense Report from a Template, a Travel Authorization, An Existing Report, or Entries from My Wallet. Training 11/24/2014

Creating an Expense Report Importing My wallet Transactions to an ER reminders:  To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”.  Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card.  You can import these charges directly to your expense report.  These charges will come over to your ER as a “University Credit Card”.

Creating an Expense Report The Accounting Details information may or may not be the desired place where you wish to make this charge from. An employee may change the default accounting or add multiple Activity Nbrs and/or Projects per expense line. In addition, the following are optional fields, use if applicable: Cost PID, Task or Budget Ref. If using a Project ID or Activity Nbr, fill out the appropriate Speedtype information.

Creating Expense Report

Creating an Expense Report Steps to faxing ER to Image Now: 1.When you have completed the ER and “Saved for Later” print the document to produce a page that includes the “Bar Code” for the ER. 2.ER must be signed by the individual whose name the report is created in before it is submitted. 3.Scan & upload in a PDF file or fax the documents to Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed/scanned documents. 5.If missing some documents, take the ER and the pages missing in image now and redo the process. 6.Repeat process until all pages appear in Image Now. 7.Contact the Travel department at ext if images do not appear. 8.Contact Financial Systems & Support Services if assistance is needed in completing the process.

Creating an Expense Report

Required

Creating an Expense Report Workflow

Expense Report Workflow

Travel Team Contacts NameTitlePhone Inez StokesTravel Manager Sandra Ocampo CiakTravel (A, G, I, J, M, R)* Yaniz GallimoreTravel (B, D, K, N, S, V)* Alejandra BlancoTravel (C, F, L, P, U, W, Z)* Noel UrbinaTravel (E, H, O, Q, T, X, Y)* *Represents the First letter of the Employee Last Name

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