Travel and Expense (T&E) Implementation

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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: [email protected], Voice: 882-2483
 Laura Bradshaw-Straub, Accounting
Services

Email: [email protected], Voice: 882-6433
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