PantherSoft Financials Travel & Expense
Mar 29, 2015
PantherSoft FinancialsTravel & Expense
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
Travel Policy & ProcedureThe Authority to incur travel expenses on behalf of Florida International University is governed by:
The FIU Travel & Expense Policy
Florida Statutes, Section 112.061
You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing
Travel Policy & Procedure
Please read the following University’s policy and procedure manuals prior to traveling:
Travel Manual: http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf
Travel Policy:http://policies.fiu.edu/record_profile.php?id=548
UPK Online Training Guide: http://panthersoft.fiu.edu/Financials/UPK/controllers.htm
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
Domestic Meal Rate Table
Meals are only $36 per day for “domestic travel”
Domestic Meal Rate Table (Continental U.S., territories and possessions of the U.S.)The meal allowances are reimbursed based on the following criteria:
Note - that the meal allowance should not be claimed when the meals are provided by the host location (i.e. seminar that provides lunch to participants).
Meals RateTravel Begins
prior to:
Extends beyond:
Breakfast $ 6.00
6:00 a.m. 8:00 a.m.
Lunch $ 11.00
Noon 2:00 p.m.
Dinner $ 19.00
6:00 p.m. 8:00 p.m.
Total Rate per day:
$ 36.00
Each day is broken into 4 Quarters
Travelers may receive $20 for each quarter in which they travel
Maximum of $80 daily based on quarters traveled
No meals and lodging allowed if claiming per diem
Must involve an overnight stay
Travel Domestic Flat Per Diem Allowance
Travel Per Diem
General Services Administration(GSA) Per Diem Rates for the Continental U.S.:
http://www.gsa.gov/portal/content/104877
* Rates are set by fiscal year, effective October 1st
Alaska, Hawaii, U.S. Territories and Possessions (Department of Defense):
http://www.defensetravel.dod.mil/site/perdiemCalc.cfm
Foreign Per Diem (Department of State):When traveling to a foreign country travelers should read appropriate U.S. State Department advisories
before beginning travel to a foreign destination and in general exercise prudence whenever traveling to a foreign location.
http://travel.state.gov/
Foreign Per Diem (Department of State):http://aoprals.state.gov/content.asp?content_id=184&menu_id=81
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
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.
Foreign Travel: Travel outside the United States. When traveling to a foreign country, and funded from a Project ID, air travel must be on a US carrier as per the “Fly America Act”, to the maximum extent possible. This applies when commercial air transportation is used between the United States and a foreign country or between foreign countries. Cost savings, convenience or personal preferences are not exceptions to using non U.S. flag carrier. For more information on exceptions, see the website at: http://www.fic.nih.gov/funding/grants_info/travel.htm.
Official Headquarters: The University campus where the employee’s office is located.
Travel & Expense Terms
Proxy – is when an employee has the access to create Travel Authorizations, Cash Advances and Expense Reports for another employee.
In order to add or become a Proxy do one of the following: The TRAVELER wanting to make another their Proxy:
Navigate to MyFIU > Financials Self Service > Employee Self Service >Travel & Expense Center > Profiles and Preferences > Delegate Entry Authority > click the ‘+’ symbol – enter the Panther Id of the person you wish to give the delegation – tab to insure this is the correct person – click the yellow Save button – click the OK button
Go to UPK training guide to practice and learn to perform action stated above
Restricted Purchases (Travel)The following list, which is not all-inclusive, represents some travel expenses that are not reimbursable through the University Travel :
* View entire list on the Travel Website* View entire list on the Travel Website
Office of the Controller
Alcoholic beverages Pay-for-view movies in hotel/motel room
Cancellation charges (unless justified) Personal insurance on rental vehicles
Non University business related cell phone expenses Personal phone calls, including calls home
Childcare costs Pet care costs
Expenses for non-business related activities such as sightseeing or entertainment
Personal plane use
Expenses incurred by spouse or family Repairs, towing service, etc. for personal vehicles
Extra baggage charges for personal items, i.e. golf clubs or skis
Room service
Late checkout fees Fees for the use of a hotel safe, unless mandatory by the hotel
Laundry, cleaning, pressing expenses for trips of six days or less
SunPass transponder rental charges on rental vehicles in addition to cost of tolls
Lodging within 50 miles of headquarters or home (unless justified)
Supplies associated with the business activities of a trip costing more than $100
Lost or stolen cash or personal property Tips for maid services
Meals included in the cost of registration Traffic citations, parking tickets, and other fines
Mileage from home to headquarters or headquarters to home Travel insurance
Mini Bar Charges Bank overdraft fees
Parking expenses at assigned workplace Credit card late fees and/or interest charges
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
Travel AuthorizationA few reminders before creating a TA:FIU is a budget conscious organizationAll Departmental Travel Card charges should be placed in the comment fields ONLY to prevent an additional encumbrance for a paid chargeAirfare, Train, or bus maybe paid for using the Departmental Travel Card or the traveler’s personal credit cardCoach/economy class is allowed for airfare only, unless approved by the CFO for a specific reason, such as medical necessityTravelers should rent compact cars or the most economical class available. With prior supervisory approval in writing, the following exceptions are available:
• Rental of a larger size car when shared with other travelers• When circumstances would necessitate a larger size car, such as
physical or medical condition or • When the nature of the travel is such that it would damage the
vehicle because of the terrain
Travel Authorization
Travel Authorization
Travel Authorization
Travel Authorization
Travel Authorization
Travel Authorization
Florida
This is your DESTINATION Location
Travel Authorization
The Description field should be explanatory and give everyone an immediate sense of what or why document was created.Examples:1737204 – Golden PantherFIU01 – 4400010999Golden Panther Convention @ Shark ValleyRecruiting tripCity, State
Travel Authorization The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University.Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA.
Billing Type is always “FIU Expense”.
List the estimated “Out of Pocket” expenses for traveler as actual Expense Types.
Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $600, Conference $950, Airfare $700 = $2500.
Travel Authorization
The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel.
Travel Authorization
Chartfield Combination Look-up Results
Activity Nbr Contract & Grant Projects Foundation Projects
*These are the Chartfield combinations that a SpeedType field will produce depending on the Activity Nbr/Project ID that you search for. These are the ONLY numbers that PeopleSoft will take for a given Activity Nbr/Project.
For all Projects, please note that the Site field will be only one digit.
These fields are optional fields.
Travel Authorization
Travel Authorization - Expense Account & Cost PID
The “Expense Type” you choose will determine the Account and Alt Account to be charged.Never change the Account and Alt Account that it is systematically populated.
Cost PID is mandatory for all funds using 651 and 652
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.
Travel Authorization
If an error flag appears, click the arrow and you will be taken to the error to make corrections.
Travel Authorization Workflow
Prepare/Submit Travel Authorization
HR Supervisor Approves
Departmental Expense Manager Approves
Project Manager Approves (Only if paid by a Project)
• Once T.A. is approved • Make Travel arrangements• Collect all receipts • Funds are encumbered
Division Of Research(Fund Code 660-665)
Any amount
Travel Authorization Approval ExceptionTravel Authorization Approval Workflow
Jane is traveling and John creates TA
Pass
delegates authority to James
Approved
John is traveling and John creates TA
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
Cash Advance
A few reminders before creating a CA:You can get up to 80% of expected out of pocket expenses
Only one Cash Advance is allowed at any time
You may request an advance of 30 calendar days prior to any travel
You will receive the advance no more than 10 days in advance of your travel
Travel Authorization
Cash Advance
Cash Advance
Cash Advance
Only one line is needed for all expenses in the cash advance.
Cash Advance Workflow
Prepare Cash Advance
HR Supervisor Approval Prepay Auditor Approval
Agenda
Travel Policy & Procedure Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense Report Website
Expense ReportA few reminders before creating an ER:Panther ID for Traveler
Receipts
Agendas for Conferences, Conventions, Workshops or Seminars
Travel Authorization Number
Correct Chartfield String(s)
Cash Advance Number
Departmental and FIU Travel Card charges
All information to avoid a supplemental Expense Report if at all possible
Additional Documents may be required by the Travel Department
Expense ReportOther reminders before creating an ER:You can not pay for or enter into a contract for service on behalf of FIU. Any such agreement, must be approved and paid through Purchasing
Get written explanation for Lost Receipt(s) Form for all missing and lost receipts.
Use red marker to block or fold under any “Bar Codes” from vendors so as to not interfere with the Expense Report Bar code
MapQuest link:
http://mapquest.com/directions
Money Exchange Information link:
http://www.oanda.com/convert/classic
Travel Authorization
Expense Report
Choose the Panther ID of the traveler you wish to create the Expense Report for.
Expense Report
After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted.
If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry.”
Expense Report
Reimbursement of Non-Employees:
If the Department Travel Card is being used, create an Expense Report under the name of the person with the card. Otherwise, any employee can create an ER using their name on behalf of the non-employee as a non-reimbursable expense.
Check off the appropriate boxes as non-reimbursable
Scan (preferred) or fax the Signed Expense Report to 305-348-1355
Scan (preferred) or fax all receipts with the Reimbursement of Travel Expenses for Non-Employee Form to 305-348-1355
Expense Report
Accounting Defaults:
If Expense Report is populated from a Travel Authorization, the default is what was entered on the TA.
If blank Expense Report (non travel or vicinity travel) – the default department is the employee’s department.
It may or may not be the desired place where you wish to charge a transaction.
Expense Report
Other Accounting Icons:
Accounting Details: The account is predetermined by your choice of Expense type and should not be changed.
Receipt Split: This is where you are allowed to split a receipt. For example airfare bought on one charge; however, there were two airlines involved, a domestic and a foreign, and may require splitting purposes.
Expense Report
Expense Report
Expense Report
Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75.
Expense Report
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”.
Expense Report
Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525.50, Conference $950.00, Airfare $645.25 = $2195.75.
Expense Report
Expense Report
Expense Report
Expense Report
Expense Report
Expense Report
Expense Report
If an error flag appears, click the arrow and you will be taken to the error to make corrections.
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 traveler before it is submitted.
3.Scan (preferred) or fax the documents to 305-348-1355
4.Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed documents.
5.If missing some documents, take the ER and the pages missing in image now and refax.
6.Repeat process until all pages appear in Image Now.
7.Contact the Travel department or Financial Systems and Support Helpdesk if images do not appear.
Expense Report
Expense Report
Non-Reimbursable Expenses:
If an ER is budget checked, then returned to the submitter for revision (mark expenses as Non-Reimbursable).Then make sure the ER is budget checked again a 2nd time after resubmission.
Expense Report Workflow FIU 01
Prepare Expense Report
Expense ManagerApproves
Prepay Auditor Approves
Project Manager Approves (Only if paid by a Project)
• Expense Report Approved• Payment is issued
Division Of Research(Fund Code 660-665)
If amount is greater than $10k
All receipts should be scanned & attached
It can also be faxed 7-1355
Expense Report Workflow FIU 02
Prepare Expense Report
Expense ManagerApproves
Prepay AuditorApproves(if amount is less than $1000)
Project Manager Approves (Only if paid by a Project)
• Expense Report Approved• Payment is issued
Supplemental Approver(if amount is greater than $1001)
All receipts should be scanned & attached
It can also be faxed 7-1355
Agenda
Travel Policy & Procedure
Travel Per Diem Travel & Expense Terms Travel Authorization Cash Advance Expense ReportWebsite
Website & Links
Tips & Tools
User Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment.
panthersoft.fiu.edu/financials/onlinetraining.htm
Questions ?