PeopleSoft Basics For Travel & Expenses Learn to Live, Love and Laugh Friday, May 10, 2013

In PeopleSoft, ALL Non-Payroll payments to Employees, Prospective Employees, and Student Travelers are made through the Travel and Expenses module. 2 PeopleSoft Basics For Travel & Expenses

PeopleSoft Basics For Travel & Expense 3

PeopleSoft Basics For Travel & Expenses DEFINE Request for Travel Authorization ( “RTA” on “VE5 doc” ) PeopleSoft Travel Authorization ( Travel Auth for short ) 4

PeopleSoft Basics For Travel & Expenses DEFINE RTA is entered by Admin Assistants and a few Employees PeopleSoft Travel Auth is entered by EACH Employee or their assigned “Proxy” 5

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. 6

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 7

PeopleSoft Basics For Travel & Expenses DEFINE A reimbursement payment voucher (VP2, VPE, or VP5) is entered by Admin Assistants PeopleSoft A reimbursement Expense Report is entered by EACH Employee or their assigned “Proxy” 8

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 reimburse an Employee for those same expenses! 9

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. 10 PeopleSoft Basics For Travel & Expenses

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. 11 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. 12

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. 13

PeopleSoft Basics For Travel & Expenses Any Travel or Expense Questions? 14