PeopleSoft Travel and Expenses (aka T&E, TRIP) Purpose of T&E Module 2 Used to reimburse employees for travel expenses Expense Reports (ER) are created and approved online Replaces the old method of Preparing non-PO vouchers Travel Trip Expense Detail forms Routing paper forms for approval Benefits to Employees 3 Expense Reports (ER) can be prepared and approved from any computer with internet access Status of travel expense transactions can be tracked online by traveler Faster reimbursements Who is Affected by T&E Module? 4 All University employees who travel Non-employees, such as guest speakers, and student employees who travel for student organizations, will continue to use paper travel expense forms and non-PO vouchers for their travel reimbursements Start Date 5 T&E Go-Live date was July 5, 2011 Six month phase-in period All MU departments will be using the T&E module by December 31, 2011 New paper forms for employees and transitional forms will remain available until December 31, 2011. Non-employee forms will remain available MU Roll-Out Six Month Plan 6 JULY AUGUST SEPTEMER OCTOBER NOVEMBER DECEMBER Admin Services Alumni & Arts & Development Science Education College of Business Campus Budget Campus Facilities CAFNR Enrollment Mgmt HES Engineering Chancellor ICAAthletics Extension Graduate School School of Nursing Vet Medicine Student Affairs Office of Research Libraries Outreach & Extension Health Professions School of Medicine Journalism Law School Provost University Affairs T&E Presentation – Student Affairs – June 2011 Approval Process 7 Expense Report (ER) are created in PS Travel & Expenses by the traveler or their delegate Workflow routes ER through approval process after traveler/delegate “submits” To Principal Investigator (PI)/Program Manager (PM) if grant funded To Fiscal Approver assigned by unit To Accounting on exception basis Approval Process (Cont.) 8 Create and submit ER online Fiscal Approval Traveler paid Routes to PI/PM if charged to grant Routes to Accounting if exceptions Approval Process (Cont.) 9 HR Supervisors/Administrative Superiors are not required to approve ER in T&E Administrative Superior/HR Supervisor approval is still required per policy; may be formal or informal/verbal. HR supervisor/Administrative Superior will receive notification about direct report’s travel via monthly email messages Can view web report for more detail Use of Delegates 10 An employee may delegate authority to prepare their electronic ER to another employee (may have one or multiple delegates) Fiscal approval for travel purposes may be delegated by assigning multiple employees on a particular DeptID or Department Node. Delegate for fiscal approval may also be assigned in T&E (one delegate and giving away your approval during that time) Major Travel Policy Changes 11 New policies effective July 1, 2011 Only require fiscal approval unless travel is funded by a grant Meal reimbursements based upon per diems, not actual expenditures Campuses cannot impose more restrictive policies than BPM Switch to Per Diems-DOMESTIC 12 Domestic meal allowances determined by hours in travel status Less than 8 hours, $0 8 hours and less than 12 hours, $21 12 hours or more, $42 Requires an overnight stay Switch to Per Diems (FOREIGN) 13 Foreign meal allowances according to U.S. Dept. of Defense guidelines Foreign currency amounts that are entered in Expense Reports are converted automatically to U.S. dollars No manual currency conversions required Questions / Assistance 14 UM Tutorials and Guides https://doit.missouri.edu/training/peoplesoft/financials/trav el_and_expenses.html Rita Wells, Accounting Services Email: byrdr@missouri.edu, Voice: 882-2483 Laura Bradshaw-Straub, Accounting Services Email: bradshawstraubl@missouri.edu, Voice: 882-6433