PeopleSoft T & E Module
Challenges and Successes
Challenges
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Getting workflow set up
Training faculty and staff
Cash advance module
Hanging encumbrances
Closing Travel Authorizations
Challenges - Workflow
• Determine workflow and get it set up quickly
• We use a three tier approval for most.
– Budget Manager tier one
– VP or President tier two
– When grant is involved goes next to Grant
approver
– The last approver, tier three, is always the AP
Auditor before payment is made
Solution - Workflow
• To solve issues with workflow
• All levels were involved in process
• Communication is key
– Budget office must be in contact with Accounting
because Accounting oversees workflow
– This is a two way street
Challenges - Training
• We offered several training sessions, but
found it difficult to get people to attend
• We had a mandatory athletics training for all
the coaches
• New employee training
Solution - Training
• We hope to develop an on line training
program for use by employees
• We try to send out Travel Tips for the Week
Challenges – Cash Advance
• Process is confusing for most
• Multiple dept requester is an issue
• Confusing for requester when applying to
expense report
• Confusing for Business Office
• Reconciling cash advances has issues
– Zero CA does not always reconcile
– Journal entry created from manual recon
Solutions – Cash Advance
• Training is the best solution
• Multiple dept requester must work closely
with approver
• You only apply amount of cash advance used
• Have requester print out copy of page
showing balance owed
• DBI is needed when zero CA hangs up
• Journal entry is corrected manually
Challenges – Hanging Encumbrances
• Encumbrances do not always release correctly
• Requestors sometimes delete lines
• Requestors do not always use the entire amt
Solution – Hanging Enc
• Training is important
• Remind individuals not to delete lines
– You enter credit lines or deny the lines
• There is a process you run to relieve them
– BOR_KK_OPEN_TAUTH_ENC_CLS
• Sometimes it takes more than a day to update
• Sometimes ITS has to run
Challenges – Travel Auth
• People do not always travel and sometimes
miss applying the TAuth to the expense report
• Date issues with TAuth
Solution - TAuth
• Keeping up with TAuth
– I use Cancel Travel Authorizations to know what is
out there
– Individuals are contacted if travels dates have
passed
• We try hard to catch during expense review
• When cancelling a TAuth, check accounting
date
Reconciling
• We reconcile the Asset accounts related to
travel and leave the expense accounts to the
budget managers
• Copies of Hotel Advance payments are
provided to expense processor
• We track Cash Advances to ensure compliance
with policies
Reconciling
• Accounts
– 132160
– 132170
– 132300
– 133100
– 211500
Recon - 132160
• We modified BOR_EX_OPEN_PREPAID_BAL to
better suit us, 840_EX_OPEN_PREPAID
• We compare the information from expense
module to the general ledger trial balance
• We review for uncleared items
– Manual adjustments are made each month
• Ex. Registration prepaid with PCard and expensed at
that time, but requestor included on expense report
Recon - 132170
• We do not normally have prepaid travel for
non-employees
• This area would not be included in the
expense module
• We would track the prepaid manually to be
sure items were expensed
Recon – 132300
• Modified BOR_EX_OPEN_CASHADV_BAL to
better suit us, 840_EX_OPEN_CASHADV_BAL
• We compare the information from expense
module to the general ledger trial balance
• This allows you to track outstanding cash
advances to ensure policies are followed
Recon – 133100
• We use general ledger detail,
840_AUD_GL_BAL_SHEET_DETAIL_PR
• We compare receipts from Banner loads to
postings from expense module.
• Areas to look at
– Receipts are posted before expense report is
approved and posted to gl
– A cash advance may be reconciled but receipt has
not posted
Recon – 211500
• We use BOR_EX_OPEN_LIABILITY_IN_EX and
BOR_EX_OPEN_LIABILITY_NOT_FND
• We compare the information from expense
module to the general ledger trial balance
• It is possible to have timing issues with this query
• The query has had issues with doubling some
amounts in the past
• If someone puts a cash advance to one dept and
then the expense report to another it will show
both items all year
PeopleSoft T & E Module
• WRAP UP
– Challenges with the expense module
– Solutions we found
– Reconciliations
PeopleSoft T & E Module
• Questions?????
• Contact info
Lee H. Veal
Middle Georgia College
lveal@mgc.edu
478 934-3513