PeopleSoft Travel and Expenses (aka T&E, TRIP)

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PeopleSoft Travel and Expenses (aka TE, TRIP)
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Purpose of TE Module

• 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

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Benefits to Employees

• 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

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Who is Affected by TE Module?

• 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

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Start Date

• TE Go-Live date was July 5, 2011
• Six month phase-in period
• All MU departments will be using the TE 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

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MU Roll-Out Six Month Plan
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Approval Process

• 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

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Approval Process (Cont.)
Create and submit ER online
Routes to PI/PM if charged to grant
Fiscal Approval
Routes to Accounting if exceptions
Traveler paid
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Approval Process (Cont.)

• HR Supervisors/Administrative Superiors are not
  required to approve ER in TE
• 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 reports travel
  via monthly email messages
• Can view web report for more detail

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Use of Delegates

• 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 TE
  (one delegate and giving away your approval
  during that time)

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Major Travel Policy Changes

• 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

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Switch to Per Diems-DOMESTIC

• 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

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Switch to Per Diems (FOREIGN)

• 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

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Questions / Assistance

• UM Tutorials and Guides
• https//doit.missouri.edu/training/peoplesoft/fina
  ncials/travel_and_expenses.html
• Rita Wells, Accounting Services
• Email byrdr_at_missouri.edu, Voice 882-2483
• Laura Bradshaw-Straub, Accounting Services
• Email bradshawstraubl_at_missouri.edu, Voice
  882-6433