Expense Module Training INTRODUCTION & OVERVIEW Maria Whalen, HR Training

Conference Call Muting *6 #6 DRAFT – DO NOT DISTRIBUTE 2

3 Objectives After the session, you will be able to: Create an expense report Correct expense report transaction line errors Save, Print and Submit an expense report View Transaction History

Who will use the Expense Module? Trip Preparer Traveler 4

Expense Module Benefits Allows employees to capture and submit expenses online Single report for all travel and expenses including US Bank – please note: Ghost Card/Departmental Travel Cards will remain processed through AP Ability to check for errors – expenses entered incorrectly will be flagged Ability to check the status of an expense report Payments disbursed through Payroll 5

Paycheck Information If an employee has direct deposit, the expense reimbursement will be automatically posted to the employee’s direct deposit bank account(s). reimbursements cannot be directed to a specific direct deposit account 6

Calendar Timeline for Reimbursement 7 Expense report must be submitted and hard copy received in Accounts Payable by the Thursday before paychecks are issue December 2010 SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY Expense Report A 10 Expense Report B Expense Report A Dispersed in Paycheck Expense Report B Dispersed in Paycheck

Expense Module Workflow 1. Review the expenses for compliance 2. Enter expenses in the PeopleSoft Expense module  Expenses should be entered on a per trip occurrence 3. Save the expense report 4. Print the expense report using the Printable View 5. Obtain necessary approvals/signatures 6. Submit the expense report electronically through PeopleSoft 7. Send a copy of the Printable View with all travel receipts and appropriate approvals/signature to Accounts Payable (AP) – without sending AP a copy of the expense voucher you will not be reimbursed. 8. Check is disbursed through Payroll 8