Travel and Expenses an Overview Todd Carr, GMIS Team –

PeopleSoft HR DatabaseEmployeeDataPeopleSoftFinancialsDatabaseTravelandExpensesModule AgencyTravelDepartment GeneralLedger TravelAuthorizationExpenseReportCashAdvance THETHE PROCESS PROCESSTHETHE PROCESS PROCESS Review / Approve / Budget Check Cash Advance Expense Report AoS Paycycle SDO Check AoS Check Employee Self Service Manager CONCEPTS  Shares Data with HR  Leverages AP Paycycle  Employee ID Driven Self Servicefunctionality allows only authorized users  Self Service functionality allows only authorized users

Travel and Expenses an Overview Document and Track  Document and Track Traveler Involvement  Traveler Involvement Faster Processing  Faster Processing Accurate Data and Reporting Capabilities  Accurate Data and Reporting Capabilities WHAT YOU GET

Travel and Expenses an Overview Using Time and Labor  Using Time and Labor  Travel Administrator(s) and Sponsor  Discuss Business Processes and Agency Rollout WHAT YOU NEED

Travel and Expenses an Overview System Configuration - GMIS  System Configuration - GMIS  Testing  Set Target for Live Transactions  Train Administrators, Travelers, and Approvers WHAT IT TAKES

Travel and Expenses an Overview THE DOCUMENTS Cash Advance  Cash Advance  Travel Authorization Out-of-State Travel  Expense Report All Travel Expenses

Travel and Expenses an Overview Fiscal  Fiscal  IDOA Travel (Travel Auth)  HR Supervisor  Bus Unit Director (Travel Auth)  Agency Travel Department  Agency Executive (Travel Auth)  Auditor of State APPROVAL ROLES

PROFILE – Org Data

PROFILE – User Defaults

TRAVEL AUTHORIZATION

EXPENSE REPORT

ER – Expense Detail

ER – Accounting Detail

ER – Pending Actions

APPROVE TRANSACTIONS

EXPENSE PROCESSING

EXPENSE PROCESSES Transaction – Appr for Pymt  Transaction – Appr for Pymt  Stage Payments  Post Liabilities  Transfer to Paycycle  Post Payments  Update Paid Statuses Travel and Expenses an Overview

Travel and Expenses an Overview Todd Carr, GMIS Team –