What:
• PeopleSoft delivered travel and expense module
Why:
• System delivered functionality
• Email notifications
• Electronic approvals
Who:
• Traveler proxies
• Approvers
When:
• July 2

Quicker reimbursement for travelers
Proxies may enter on behalf of traveler
Electronic approvals
Email notification for approvers
No need to remember travel expense accounts
No need to remember mileage rates
No need to remember meal rates
Create reimbursement from travel authorization
Expansion of users able to view receipts
Helps ensure procedures are followed (no backdated travel auths.)
Ability to travelers and proxies to check status of reimbursement

What is
WebNow?
• Scanned document storage
• View documents related to transaction
What if I don’t have WebNow
• All persons will have access
• Use a link within the
T&E module
How do I login?
• Use KU online ID

Travelers
Proxies
•Employees who travel
•Needs a valid employee profile in travel & expense
•Approved vendor status in AP
•Employee ID needs to be present on vendor
•Authorized department entry users
•Can only see assigned travelers
Approvers
•Dept. managers (pooled group-all receive notification, but only one will approve)
•Central audit staff

Travel
Authorizations
Cash
Advances
Expense
Reports
•Authorizes out-of-state
& international travel
•Specifies destination
•Creates encumbrance
• Must be approved before travel occurs
•KURES only
•Requires approved travel authorization
•Must be repaid
•Itemized reimbursable expenses
•Scanned receipts
•Should be created from travel auth. for out-ofstate and international
•Apply pending cash advances (KURES only)
•One travel auth. per expense report
•Relieves encumbrance
All three trigger email notification for electronic approvals

Barcode
Form
Barcode page printed
Scan
Barcode &
Receipts scanned with MFD
Two Buttons in “Mode Memory”
T&E KURES
T&E UKANS
View
Scanned receipts viewed from
PeopleSoft with
ImageNow

• Approves
• Travel permission
• Funding
• Details (dates, description, exp. types)
• Send back (Returns to entry person)
• Incomplete or inaccurate information

• Approves
• Valid travel
• Eligible for advance
• Reasonable amount
• Verify the travel auth. has been created and approved
• Send back (Returns to entry person)
• Incomplete or inaccurate information
• Approves (Final approver for payment of advance)
• Eligible for advance
• Verify the travel auth. has been created and approved
• Reasonable amount
• Send back (Returns to entry person)
• Incomplete or inaccurate information

• Approves
• Appropriate expense
• Verify receipts
• Validate funding
• Review comments and adjustments
• Send back (Returns to entry person)
• Incomplete or inaccurate information
• Approves (Final approver for payment of reimbursement)
• Appropriate expense
• Verify receipts
• Validate funding
• Review comments and adjustments
• Send back (Returns to entry person)
• Incomplete or inaccurate information

How to process travel authorizations created in the current system?
• Travel that begins in the old system will be finished in the old system using the current process.
Will scanning work with PaperCut installed on my MFD?
• Yes.
What is the process for non-employee travel (ex. students)?
• These persons will need to be added as vendors with classification of “Stu Travel.”
Based on this classification a non-employee ID will be assigned.
Is a travel authorization created if I am using the P-card?
• Yes, if the travel is out-of-state or international. However, the P-card expenses are not entered as expenses on the travel authorization. Only expenses to be reimbursed are entered.

If I use the P-card and do not know what expenses are going to be reimbursed, do I still create a travel authorization?
• Yes. Use the expense description “ST-NO REIMBURSABLE EXPENSE” or “RS-NO
REIMBURSABLE EXPENSE.” A $1.00 encumbrance will be created with account 125999. This will be periodically relieved centrally for completed travel.
How do I reduce the meal allowance if meals are provided?
• Identify the meals provided in the comments, and enter the applicable meals to be reimbursed on the expense report.
Can I use one travel authorization for multiple expense reports?
• No. If an employee submits additional expenses after the travel has occurred, contact central accounting services for direction.
What if my traveler did not complete a travel authorization?
• Instruct the traveler on proper procedures, and contact central accounting services for direction.