PantherSoft Financials
Travel & Expense
Agenda
 Travel & Expense Terms
 Reimbursement for Students
 Reimbursement for Non-Employees
 Travel Authorization
 Cash Advance
 Expense Report
Travel & 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.
Cash Advance (CA): Cash Advances cannot exceed 80% of the total out
of pocket expenses as computed on the TA. CA’s are treated as an
Accounts Receivable in the General Ledger.
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.
Travel & Expense Terms
Per Diem: A subsistence allowance that a traveler is authorized to
receive when traveling on official University business.
Vicinity Travel: One-way travel within 50 miles from the traveler’s
official headquarters.
Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s
official headquarters.
Foreign Travel: Travel to foreign countries and non U.S. possessions
and territories.
Official Headquarters: The University campus where the employee’s
office is located.
Travel & Expense Terms
Proxy – Delegating another employee authority to access and
report expense information on your behalf.
The TRAVELER wanting to make another their Proxy must follow
this navigation:
3333333
Blue, Peter
Reimbursement for Student Travel & Expenses
The form can be found in the Office of the Controller’s website and can be
emailed to the Purchasing Services Department at vendors@fiu.edu.
http://finance.fiu.edu/controller/Docs/StudentInformationForm_Travel_Expenses.pdf
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.
http://finance.fiu.edu/controller/Docs/ReimTravExp4NonEmpl.pdf
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
Training
Florida, Orlando
01/05/2015
01/05/2015
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 the Benefit to
FIU or Project section including the total expenses for the TA.
Creating a Travel Authorization
Training
Training for system upgrade…
Training
Florida, Orlando
01/05/2015
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
01/05/2015
Out of Pocket
“Prepaid Expenditures” would be used for POs, Requisitions, invoices and any
other prepayment not utilizing an University Credit Card, but is paid by FIU.
Creating a Travel Authorization
50
Creating a Travel Authorization
Creating a Travel Authorization
Creating a Travel Authorization
Creating Travel Authorization
Foundation: If a foundation funding source is being
utilized for travel, you may not use a Departmental Travel
Card to make arrangements.
To make travel arrangements you must contact Foundation
at ext. 7-3758.
View & Modify a Travel Authorization
Only available if it’s in your queue
Status
Workflow
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
Travel
Authorization (TA)
- Project #
Travel
Authorization (TA)
- Activity #
FIU Travel Authorization (TA) Approval Workflow
HR Supervisor
Expense Manager
HR Supervisor
Project Manager (PM) This level is skipped if
Traveler is the PM
Supplemental Approver
(OSRA) - Fund code
660-665, all dollar
amounts and any Grant
& Foundation related
TA
Workflow
Status
Description
System has initiated the approval routing process and TA is waiting approval action; TA requires Budget Checking prior to
Submitted
Approval. Approver(s) receive email notification to Approve
TA is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email
Approve
notification to Traveler or Proxy
If Approver Sends Back the TA , the Traveler or Proxy will receive an email with comments, Traveler or Proxy can make
Send Back
changes to the TA and resubmit for approval (if needed)
Hold
If Approver puts the TA on hold, the Traveler or Proxy will receive an email notification with comments
TA Approvals
TA Approvals
In order to Send Back
you must enter a
comment
Creating a Cash Advance
A few reminders before creating a Cash Advance:
 To request a Cash Advance an Approved TA is required.
 Cash Advances requests can be made up to 30 days prior
to the trip, but it’s only given up to 10 days prior to the
trip.
 A Cash Advance is limited to 80% of the out-of pocket
expenses the traveler will incur.
Creating a Cash Advance
Creating a Cash Advance
Training
Training
123456
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
Creating a Cash Advance
Your Cash Advance 0000004749 has been submitted for approval.
Training
123456
Training
Accounts Payable
System Upgrade Training
50.00
Creating a Cash Advance
When you
withdraw,
status changes
to Pending
Workflow
Cash Advance Workflow
Cash Advance (CA)
Cash Advance Approval Workflow
HR Supervisor
Prepay Auditor
CA
Workflow
Status
Description
Submitted System has initiated the approval routing process and CA is waiting approval action.
CA is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email
notification to Traveler or Proxy
If Approver Sends Back the CA, the Traveler or Proxy will receive an email with comments, Traveler or Proxy can make
Send Back
changes to the CA and resubmit for approval (if needed)
Hold
If Approver puts the CA on hold, the Traveler or Proxy will receive an email notification with comments
Approve
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.
http://finance.fiu.edu/controller/Docs/TRAVEL_LOSTRECEIPT_FORM.pdf
 Additional Documents may be required by the Travel Department
 Any questions refer to the Travel Manual
http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf
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
You will be
provided an
option to
link to an
approved TA.
Creating an Expense Report
Florida, Naples
Training
11/24/2014
Out of Pocket
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.
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
Verify the Accounting Details. It can be edited, add multiple Activity Nbrs and/or
Projects. The following optional fields can be used: Cost PID, Task or Budget Ref.
If using a Project ID or Activity Nbr, fill out the appropriate Speedtype information.
Creating Expense Report
Florida, Naples
Training
11/24/2014
Domestic Mileage
Out of Pocket
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 305-348-1355.
4.
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. 7-2543 if images do not appear.
8.
Contact Financial Systems & Support Services if assistance is needed in
completing the process.
Creating an Expense Report
Creating an Expense Report
Creating an Expense Report
Creating an Expense Report
Required
Creating an Expense Report
Workflow
Expense Report Workflow
Expense Report
(ER) - Activity #
Expense Manager
Prepay Auditor (if
expenses are
reimbursable)
Expense Report
(ER) - Project #
FIU Expense Report (ER) Approval Workflow
Project Manager (PM) This level is skipped if
Traveler is the PM
Supplemental Approver
(OSRA) if ER is over
$10K
Prepay Auditor (if
expenses are
reimbursable)
Expense
Report
Workflow
Status
Description
System has initiated the approval routing process and ER is waiting approval action and requires Budget Checking prior to
Submitted
Approval. Approver(s) receive email notification to Approve
ER is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email
Approve
notification to Traveler or Proxy
If Approver Sends Back the ER, the Traveler or Proxy will receive an email with comments, Traveler or Proxy can make
Send Back
changes to the ER and resubmit for approval (if needed)
Hold
If Approver puts the ER on hold, the Traveler or Proxy will receive an email notification with comments
Travel Team Contacts
Name
Title
Phone
Inez Stokes
Travel Manager
305-348-2543
Sandra Ocampo Ciak
Travel (A, G, I, J, M, R)*
305-348-4041
Yaniz Gallimore
Travel (B, D, K, N, S, V)*
305-348-2663
Alejandra Blanco
Travel (C, F, L, P, U, W, Z)*
305-348-1141
Noel Urbina
Travel (E, H, O, Q, T, X, Y)*
305-348-2438
*Represents the First letter of the Employee Last Name
Website & Links
Questions ?