Travel Authorization & Expense Report Workflow …admin.utep.edu/.../travelAndExpenseWorkflow/... · Travel Authorization & Expense Report Workflow Processing . ... work flow approver

Travel Authorization & Expense Report

Workflow Processing

Workflow Agenda

• Travel Authorization Workflow

• Expense Report Workflow

• Approve Travel Authorizations

• Certify Expense Reports (by employee)

• Approve Expense Reports

• Other PeopleSoft updates

Workflow Changes

o No more IAP’s for Travel Authorizations and Expense Reports

o Receipts will be attached to the PeopleSoft Expense Reports

o Each document will now be Budget Checked by the department

o Budget checking errors will now be cleared by the department

o Document will automatically route to the next approval level

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New Workflow Steps

1) Add Attachments

2) Budget Checking

3) Clear Budget Check Errors

4) Submit for Approval

5) View Workflow (ie: Routing)

6) Send Expense Report cover sheet to the Travel Office or C&G Office for grants

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Travel Authorization Workflow

Travel Authorization Workflow

Creator

• Travel Authorization department initiator

Supervisor Approval

• The Reports To or Supervisor of the Traveler

Budget Authority

• Grants (PI) Approver

• Cost Center approver

• Department Approver

• Capital Projects Approver

Travel Authorization

Budget Check Travel Authorization

1. Click Save for Later to get the Authorization ID #.

2. Add Attachments. (optional for Travel Authorizations).

3. Click the Budget Options link to budget check.

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PeopleSoft Tips• Authorization ID is generated after document

is saved. This is the number used by the Travel Agency.

• Please add Attachments after clicking the Save for Later button to get your document number.

• The Submit button is grayed out until a successful budget check has been completed.

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3. Click Budget Check button.4. If status is Valid, Click OK.

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PeopleSoft Tips• The Commitment Control Details shows a successful budget check has been

processed with a “Valid” status.• An “Exceptions” status indicates the document has errors that need to be

corrected before submitting.

Budget Check Travel Authorization

Submit Travel Authorization

PeopleSoft Tips• The travel document status is Pending

until submitted for approval.• The Submit button is available after a

successful “Valid” budget status.

5. Click Submit to process travel requestand send for approval.

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Travel Authorization Status

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6. Click OK to confirm and process document.

PeopleSoft Tip • After submitting a travel document for approval the

document status will read: “Submission in Process.”

View Workflow Step

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7. Click Refresh to see the next work flow approver on the list.

PeopleSoft Tip• Please click the Refresh button to see the

next step approval step in the workflow.

Common Error Messages

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Error Type Document Message Error Error Description Solutions/ActionsBudget Budget Checking Errors Exist

(18021,91) Budget checking errorswere logged for this document.

Please check budget exception page.

Exceeds Budget

Tolerance

Transaction exceeds available budget

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) If insufficient funds; request Budget Transfer

from Budget Office or Contracts & Grants for grants.(use Budget Transfer Request Form)

Budget Budget Checking Errors Exist(18021,91) Budget checking errors

were logged for this document.Please check budget exception page.

No BudgetExists

Chart field combination doesnot exist for budget row. One

of the chart fields does notmatch the valid string.

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) Submit Help Desk ticket. Cost Center & Project

issues reviewed by Budget Office or Contracts & Grants (use Budget Transfer Request Form)



Budget Date out of Bounds

Budget date on transactionis not within project

Effective date.

(Error only impacts grant/project)

1) Review effective dates for project. a) If Service dates are within effective dates;

then re-budget checkb) If Service dates outside effective dates;

use another funding source.c) Notify Contracts & Grants of service date issues

2) Verify speed chart & re-budget check3) Use another speed chart & re-budget check

Chart Field

Budget Checking Errors Exist(18021,91) Budget checking errors


Required key CF is blank

(CF= Chart field)

A required chart field is missing.1) Use conversion tool to find missing chart fields for speed chart and additional lines, & re-budget check.

a) Cost Center field + Fund, Function, Deptb) Project field + Fund, Function, Dept, PC Busn Unit, Activity


Chart Field

At least 1 Distribution is missing anAccount Value. (7030,691). At least1 distribution is missing an Account

Value. This must be corrected before this voucher can be saved.

Missing Account Value

Missing Account number in theDistribution lines section.

1) The Account portion of the Chart field was not entered. Go to the Distribution lines section andsearch Account field using magnifying glass.

ChartField

Invalid value- press the promptbutton or hyperlink for a list of validvalues (15,11). The value entered inthe field does not match one of theallowable values. You can see theallowable values by pressing the

Prompt button or hyperlink

Invalid Value

One of the chart fields contain an invalid value.

1) Use conversion tool to verify chart fields for speed chart and additional lines, & re-budget check.

2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check

Budget Errors

1. If the document has an error, aMessage box will appear, Click OK.

2. Select Yes or No.- If Yes: Skip to Step 4- If No: Go to Step 3

3. Select the hyperlink “Go to Transaction Exceptions”.

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Budget Errors4. A description of error Exception will appear in the

Expense Sheet Exceptions tab.

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PeopleSoft Tips• All travel Exceptions need to be corrected by the

Creator before the travel document can be submitted. • Re-Budget check travel document needs to be

completed after Exceptions have been corrected.

Missing Reports To Errors

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B

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Missing Reports To Errors may appear after:A. Clicking Save for Later; to get Authorization ID B. Clicking Budget Options; to budget checkC. If a missing Reports To error appears, please

Create a Help Desk ticket immediately.

Expense Report Workflow

Expense Report Workflow

Creator:

• Expense Report department initiator

Employee:

Expense Certification

Budget Authority:

•Grants (PI)

• Cost Center

• Department

• Capital Project

Document Approver:

• Travel officeExpense Report

Review Budget Status

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1. Click Save for Later button to get the Report ID #.2. Include all receipts to the Attachments link. (REQUIRED)3. Click the Budget Options link to budget check.

PeopleSoft Tips• Get the Report ID number before

adding attachments. • Attachments are required for all grant

and non-grant travel. The Travel & C&G Offices will review receipts from the Attachments link.

• Athletics Department may still send documents to the Travel Office.

• The Submit button is available after a successful budget check has been completed.

• Please remember to LINK your Travel Authorization to your Expense Report.

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Budget Check Expense Report

3. Click Budget Check. 4. Click OK after budget check is complete.

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PeopleSoft Tips• The Commitment Control Details

shows a successful budget check has been processed with a “Valid” status.

• An “Exceptions” status indicates the document has errors that need to be corrected before submitting.

Submit Expense Report

5. A Pending status is shown until report is submitted. 6. Click Submit to process document and send to

workflow approval.7. Click Ok to save confirmation.

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Expense Report Status

PeopleSoft Tips• After submitting for approval, the status will read “Submission in Process.”• NOTE! After the expense report is created, the expense report must be certified by the

employee before it proceeds to the department approvers.

8. Click Refresh to see the next work flow approver.

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Send copy of Expense Report

PeopleSoft Tips• Print a copy of this sheet and send to the

Travel Office for Non-Grant travel and the Contracts & Grants Office for Grant travel. You do not need to send the actual receipts.

• Travel reimbursement will not be processed by the Travel Office or C&G without this copy.

Common Error Messages

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Error Type Document Message Error Error Description Solutions/ActionsBudget Budget Checking Errors Exist

(18021,91) Budget checking errorswere logged for this document.

Please check budget exception page.

Exceeds Budget

Tolerance

Transaction exceeds available budget

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) If insufficient funds; request Budget Transfer

from Budget Office or Contracts & Grants for grants.(use Budget Transfer Request Form)



No BudgetExists

Chart field combination doesnot exist for budget row. One

of the chart fields does notmatch the valid string.

1) Verify speed chart & re-budget check2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check4) Submit Help Desk ticket. Cost Center & Project

issues reviewed by Budget Office or Contracts & Grants (use Budget Transfer Request Form)



Budget Date out of Bounds

Budget date on transactionis not within project

Effective date.

(Error only impacts grant/project)

1) Review effective dates for project. a) If Service dates are within effective dates;

then re-budget checkb) If Service dates outside effective dates;

use another funding source.c) Notify Contracts & Grants of service date issues


Chart Field

Budget Checking Errors Exist(18021,91) Budget checking errors


Required key CF is blank

(CF= Chart field)

A required chart field is missing.1) Use conversion tool to find missing chart fields for speed chart and additional lines, & re-budget check.

a) Cost Center field + Fund, Function, Deptb) Project field + Fund, Function, Dept, PC Busn Unit, Activity


Chart Field

At least 1 Distribution is missing anAccount Value. (7030,691). At least1 distribution is missing an Account

Value. This must be corrected before this voucher can be saved.

Missing Account Value

Missing Account number in theDistribution lines section.

1) The Account portion of the Chart field was not entered. Go to the Distribution lines section andsearch Account field using magnifying glass.

ChartField

Invalid value- press the promptbutton or hyperlink for a list of validvalues (15,11). The value entered inthe field does not match one of theallowable values. You can see theallowable values by pressing the

Prompt button or hyperlink

Invalid Value

One of the chart fields contain an invalid value.

1) Use conversion tool to verify chart fields for speed chart and additional lines, & re-budget check.

2) Verify speed chart funds in Budget Overview3) Use another speed chart & re-budget check

Budget Errors

1. If the document has an error, a message will pop up, Click OK.

2. Select Yes or No.- if Yes: Skip to Step 4- if No: Go to Step 3

3. Select the link Go to Transaction Exceptions.

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Budget Errors4. A description of the error Exception will appear in the

Expense Sheet Exceptions tab.

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PeopleSoft Tips• All travel “Exceptions need to be

corrected by the Creator before the travel document can be submitted.

• Re-Budget check travel document after Exceptions have been corrected.

Accounting Date Errors

1. Review error Message for Accounting Date Errors.

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PeopleSoft Tips• Please make sure that all documents are final approved before

the month has been closed to avoid Accounting Date Errors.• The Approvers should return (Send Back) all documents with

Errors to the Creator for correction.

Correcting Accounting Date Errors2. The document is Not Budget Checked.3. Select Budget Check button.4. Make sure:

• Budget Checking Header Status is Valid• Commitment Control Tran Date is

Current Date 5. Click OK button.

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PeopleSoft Tip• Make sure the Commitment

Control Tran Date is the current date, you will use this same date on the Accounting Date in Step #6.

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6. Under Accounting Date enter the SAME date as under Commitment Control Tran Date, from previous screen.

7. Click Submit to re-send to workflow approval. 8. Click OK on the next Confirmation Screen.

Correcting Accounting Date Errors

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Approve Travel Authorizations

Approve using Email

Option 1: Email Approval1. Approver will receive the following email

notification: “Approval requested for …”2. Click hyperlink to navigate to the travel

approval page. 3. Enter your University credentials to log

into PeopleSoft.

PeopleSoft Tips• Using Option 1; (Email Approval) you will be routed to the travel

approval page to approve document.• Basic travel information is posted in the middle of the email.

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Approve using WorklistOption 2: Worklist Approval

1. Click the Worklist link located at the upper right corner of the home page.

2. From the Worklist Filters: dropdown box select Approval Routing (if available).

3. Select document Link to open document to review and approve.

PeopleSoft Tips• Using Option 2; (Worklist Approval) you will be directed to the

approval page to review and approve document.• Note, the document ID number will be embedded in the Link.• Select View All and arrow keys to move across multiple pages.

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Approve Travel Authorization

4. Review General Information section. 5. Pending Actions shows pending Approvers.6. Click Attachments link to see receipts. 7. For “Funding” information, click the

Expense Type link for each line item.

PeopleSoft Tip• Funding information does not appear on

the main travel page. Please follow steps 7 to 11 to see funding source for the line item.

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Review Funding for Travel Authorization

8. Click Accounting Detail link.9. Funding information will appear.10. Click OK to go back to previous screen.11. Click Return to Travel Authorization Details to

go back to the Main Approval page.

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Approve Travel Authorization

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12. Approver Actions:• Approve: Document is approved and routed to next

approver.• Send Back: Document is sent back to creator for revision

and modifications.• Deny: Document is not approved and can not be restarted. • Hold: Document is placed on hold by the approver

pending further action.13. Click the OK button to submit confirmation and complete

approval action.

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PeopleSoft Tips• The Submit Confirmation page will appear if

the document has no errors.• If the document has errors, a Message error

box will appear. Follow steps 14 to 17 on the next page for error instructions.

• Please remember to add notes to the Comments section if Sending Back(returning) the document for correction.

Travel Authorization Error Messages

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14. A Message box will appear when Errors exist on the document. Click OK to continue.

15. Add any Approver comments or descriptions in the Comments section.

16. Click Send Back to return document to the Initiator for correction.

17. Click OK to Submit Confirmation. Document will be returned to the Initiator for correction.

Certify Expense Reports (by employee)

Certification using Email

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Option 1: Email Approval1. Approver will receive the following email

notification: “Expense Report … requires your attention”.

2. Click hyperlink to navigate to the employee certification review page.

3. Enter your University credentials to log into PeopleSoft.

PeopleSoft Tips• Using Option 1; (Email Approval) you will be routed to the employee

certification review page.• Basic expense report information is posted in the middle of the email.

Certification using Worklist 1

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employee certification review page.• Note, the document ID number will be embedded in the Link.• Select View All and arrow keys to move across multiple pages.

Option 2: Worklist Approval1. Click the Worklist link located at the upper

right corner of the home page.2. From the Worklist Filters: dropdown box

select Approval Routing (if available).3. Select document Link to open document to

review and approve.

Employee Certification Steps

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4. Review General Information section.5. Review Expense Line Items entered for

employee reimbursement. 6. Pending Actions section shows the

pending employee Certifier.7. Click Attachments link to see all the

receipts included with the employee reimbursement.

Employee Certification Steps8. Certifier Actions:

• Reviewed: Employee “certifies” that all the attached invoices are correct, accounts are true and unpaid.

• Send Back: Document is returned back to the Initiatorfor correction and modification.

• Refresh: Shows the budget authority who received the document for review and approval.

9. Click the OK button to submit confirmation and complete approval action.

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Expense Report Messages

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11. Add new Approver comments or descriptions in the Comments section.



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Approve Expense Reports

Approve by EmailOption 1: Email Approval1. Approver will receive the following email

notification: “Approval requested for …”2. Click hyperlink to navigate to the travel

approval page. 3. Enter your University credentials to log

into PeopleSoft.

PeopleSoft Tips• Using Option 1; (Email Approval) you will be routed to the travel

approval page to approve document.• Basic travel information is posted in the middle of the email.

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Approve by Worklist

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Option 2: Worklist Approval1. Click the Worklist link located at the upper

right corner of the home page.2. From the Worklist Filters: dropdown box

select Approval Routing (if available).3. Select document Link to open document to

review and approve.


approval page to review and Approve document.• Note, the document ID number will be embedded in the Link.• Select View All and arrow keys to move across multiple pages.

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Approve Expense Reports

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4. Review the General Information section. 5. Pending Actions shows pending Approvers. 6. Click Attachments link to see receipts. 7. For “Funding” information, click the Expense

Type link for each line item.

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PeopleSoft Tip• Funding information does not appear on

the main travel page. Please follow steps 7 to 11 to see funding source for the line item.

Review Funding for Expense Report

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8. Click Accounting Detail link.9. Funding information will appear.10. Click OK to go back to previous screen.11. Click Return to Expense Report to go back to the

Main Approval page.

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Approve Expense Report

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12. Approver Actions:• Approve: Document is approved and routed to next

approver.• Send Back: Document is sent back to creator for revision or

modifications.• Deny: Document is not approved and can not be restarted. • Hold: Document is placed on hold by the approver pending

further action.13. Click the OK button to submit confirmation and complete

approval action.

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Expense Report Messages


15. Add new Approver comments or descriptions in the Comments section.



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Travel Workflow Steps

1) Add Attachments (Receipts)

2) Budget Check

3) Correct Budget Errors

4) Submit document

5) Review Pending approvers

6) Send hardcopy Expense Report page to the Travel Office or C&G Office for grants

Send copy of Expense Report

PeopleSoft Tips• Print a copy of this sheet and send to the

Travel Office for Non-Grant travel and the Contracts & Grants Office for Grant travel. You do not need to send the actual receipts.

• Travel reimbursement will not be processed by the Travel Office or C&G without this copy.

Travel Workflow Rollout

• Travel & Workflow available for campus:

– Process new travel documents on April 4th

• PeopleSoft Travel blackout period:

– Travel module unavailable March 30th to April 1st

• Pending Travel documents:

– All travel documents must be final approved by Tuesday March 29th

Other PeopleSoft Updates

• Account Reconciliation Detail Report:

– Used only for reconciling Expense and Revenuetransactions on a monthly basis.

• Budget Overview:

– Used for reviewing all Account Balances.

– Used for reconciling Encumbrance transactions.

Encumbrance Reconciliation

1. Navigation to Budgets Overview page2. Select appropriate Tab:

a) Add a New Value (OR)b) Find an Existing Value

3. Click Search button4. Budget Type section dropdowns:

a) For Cost Centers1) Ledger Inquiry Set2) UTEP

b) For Projects (grants) enter1) Ledger Group2) GRT_CHILD1

5. Enter Budget Periods6. Chartfield Criteria. Enter appropriate Cost

Center or Project number7. Click Save button8. Click Search button

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Main Menu > Commitment Control > Review Budget Activities > Budgets Overview

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Encumbrance Balances

9. Scroll down to the Budget Overview Results section.

10. The Encumbrance column lists all the encumbrance balances by budget Account.

11. Select the corresponding budget Account Encumbrance hyperlink to see detail transactions for the Encumbrance balance.

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PeopleSoft Tips• If you click on any hyperlinked amount

on this page, it will take you to the detail transactions page for that amount.

• If you receive an error message “More rows are available”, please click OK and enter 9999 in the Max Rows field.

Encumbrance Line Review12. Use arrow bar to scroll up/down Activity Log page.13. Document Label column identifies the document type.14. Document ID column identifies the document number.15. Monetary Amount shows transaction amount.16. Click icon to export transactions to Excel.

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PeopleSoft Tip• Do not check or use the Display open

encumbrances only check box. Please extract file to Excel spreadsheet in step 16.

Export Encumbrances to Excel

17. Excel spreadsheet is downloaded from PeopleSoft.

18. You may Sort/Filter by the Document Label or Document ID column to group similar documents.

19. Review the Monetary Amounts for each Document ID. See PeopleSoft tips

PeopleSoft Tips• All Encumbrance transactions including

Purchase Orders and Travel Authorizations will be downloaded into the Excel spreadsheet.

• You can reconcile the Encumbrances (+), against the Liquidations (-). See yellow and orange highlighted examples above.

• Reconciled Encumbrances with a balance balance have not been fully Liquidated.

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Questions?

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