Travel

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Travel Expense

• Business Case Review

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Employee Profile Load  Validation Process
OVERVIEW Emory currently uses application
messaging to bring data from Human Resources into
PeopleSoft Expenses. There are two specific data
records types that cause problems once they are
loaded into the Expense tables employees with a
WOC (without compensation) record flagged as
their default profile record and POI (persons of
interest) records that the program validates for
expense reimbursement when they should not be
eligible for expense reimbursement. In
discussions with the Human Resources team, it was
confirmed that the WOC records must remain in the
messaging process for use by the Grants
Management system. The custom validation program
has been modified to focus on the default profile
selection for employees (excluding WOC records)
and to ensure that POI employee records are not
validated for expense reimbursement. Emory is
currently using a custom expense approval process
designed by SmartERP, which does not require
employee profiles to have a valid report to or
supervisor ID populated on the employee profile.
We anticipate using the delivered 9.2 workflow
and the supervisor or designated approver field
being required to trigger the workflow process. A
bolt-on process to evaluate WOC (without
compensation) and POI (persons of interest)
records would be needed prior to the load and
validation process taking place in PeopleSoft
Expenses. The bolt-on would evaluate that no WOC
record is flagged as an employees default
profile record for Expenses and that POIs are
not marked as Valid for Expenses.
RECOMMENDATION The recommended design solution
is to utilize the 9.2 delivered application
messages to bring data into the PeopleSoft
Expenses staging tables. The staging tables would
be evaluated to determine if the records from the
messaging process are valid prior to running the
process to load the data into PeopleSoft. A
bolt-on application would be used to achieve the
business need and utilize delivered
functionality.
Owners Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
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Employee Profile Load  Validation Process
Impacts Impacts Impacts
People Module Support Minimal Testing of the delivered messaging process and the new bolton functionality for all future PUM upgrades.
People Central Administration HR Team would need to update Supervisor IDs in HR System
People Campus Users
Process Module Support
Process Central Administration Expense administrator would not have to manually correct default profiles.
Process Campus Users
System Module Support Low impact when using the delivered application messaging. Development required to create the bolt-on process to evaluate messaged data prior to loading into the PeopleSoft Expense tables.
System Central Administration
System Campus Users
Training Module Support
Training Central Administration
Training Campus Users
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Expense Report Summary
OVERVIEW The existing Expense Report Accounting
summary is a customized page that was based on
the Expense Report Project summary screen that
was delivered in PeopleSoft 9.0 Expenses and
shows the Expense line items along with the
accounting information. In addition to the custom
page for the Expense Report Accounting summary,
there are multiple customizations to the Expense
Report Entry screen that have been added and do
not exist in 9.2 Expenses. These customizations
include the Begin/End Dates, ID Type and the
Corporate Card holder message at the top of the
Expense sheet. The current Expense Report
Accounting Summary does not show the Program or
Event chartfields, nor does it show any of the
Sheet Header information that could be used to
help identify the trip being reviewed. The
Begin/End date fields are currently stored in the
EX_SHEET_HDR record, but they are custom fields
that are entered by the submitter of the Expense
report. This can lead to incorrect keying and
there is also existing code within the Expense
Report Entry screen that is checking the
Transaction dates against the Being/End Date,
which is unnecessarily causing errors to occur.
The summary is used primarily during the approval
process so users dont have to drill down to
multiple layers to review the expenses and
accounting eliminating it would be extremely
unpopular.
RECOMMENDATION To balance the need to have an
Accounting summary of the Expense report with
the goal of removing customizations to the
Expense Entry screen, we will develop a new
Expense Report Summary page that will incorporate
all of the customized data points that have been
added to the Expense Entry screen as well as show
the accounting detail for the expense
transactions on the Expense Report. To accomplish
this balance, we recommend developing a new XML
Publisher (XMLP) report based on the existing
Print Report with Barcode and add all of the
accounting data. The full string of chartfields
should be shown along with the Expense Type,
Merchant, Amount, Transaction Date and additional
comments made at the expense line level.
Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
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Expense Report Summary
Impacts Impacts Impacts
People Module Support Provides a report that contains the customizations rather than requiring individual customizations to the entry screen and the creation of a separate Accounting Summary page.
People Central Administration
People Campus Users Provides a page view of all the detailed transactional and accounting information for an Expense Report, which greatly aids during the approval process.
Process Module Support Facilitates system support by removing customizations
Process Central Administration
Process Campus Users Provides a single page to review transactions and also as a printable copy of the Expense Report.
System Module Support As an isolated bolt-on minimal maintenance is required to apply future PUM upgrades.
System Central Administration
System Campus Users
Training Module Support
Training Central Administration
Training Campus Users Training to use the new print version of the Expense Report (after saving) to review all transactional and accounting data.
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Mock-up of the proposed expense report
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Year-end Expense Report Processing
OVERVIEW Our current year-end process for
handling Expense reports that have creation dates
prior to the start of the new Fiscal Year is to
deny any Expense report that has not been fully
approved through workflow and delete those Denied
reports along with any pending reports that
have a date in the old fiscal year. This is
done to ensure that Expense reports with old
fiscal year accounting dates do not get
processed in the new Fiscal Year and back posted
to the prior period. The issue of back posting is
due to the fact that the Expenses module never
truly closes and the Journal Generate run
controls are what determines in which period to
post the expenses. There is a great deal of
manual effort involved by the Expenses
Administrators for the University and Healthcare
to monitor those Expense reports that are in
workflow with old fiscal year creation dates
and to ultimately make the decision to deny the
Expense report. In addition to the manual effort
to monitor and address the reports in workflow,
there is a custom App Engine that has to be run
by a PeopleSoft developer to go through and
select and delete the appropriate Expense reports
that are in Denied or Pending status with an old
fiscal year creation date.
RECOMMENDATION We would like to review and
possibly redesign the custom App Engine that is
used to mass delete the Denied and Pending
expense reports to see if this functionality can
be extended to the Expense Administrators to run
themselves. PeopleSoft 9.2 also introduces a new
functionality for accruing Expense reports. We
would like to examine this functionality to
determine if it can replace the existing manual
process of managing the Expense reports that are
in workflow and eliminate the need for the custom
App Engine. The new functionality to perform
Period End Accruals for Expenses allows for
expense liabilities to be posted in one period
and then reversed in the next period.
Owners Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
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Year-end Expense Report Processing
Impacts Impacts Impacts
People Module Support Retain the two custom App Engines, but enhance them to make them available to be run by the Expense Administrators.
People Central Administration
People Campus Users
Process Module Support Development doesnt have to get involved in year-end EX clean-up
Process Central Administration Would ensure that Expense reports are posted to the correct accounting period and Fiscal Year by deleting those Expense reports with prior year accounting dates. Automates accrual for outstanding expense reports at month end to allow for expense accrual and reversal of the accrual. The functionality to mass delete the Expense reports would be extended to the Expense Administrators and remove the work from the Developers.
Process Campus Users
System Module Support Requires the retrofit and/or redesign of the custom App Engines
System Central Administration Does not alleviate the manual monitoring and denial process of Expenses in workflow at year-end.
System Campus Users
Training Module Support
Training Central Administration
Training Campus Users
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Expense Report User Interface
OVERVIEW With the initial implementation of
PeopleSoft, a large number of customizations were
made to the Expense Report entry screen in an
effort to mimic the pre-PeopleSoft online Expense
report page. Since the initial implementation,
there was an additional effort to enhance and
streamline the Expense report entry process while
adding functionality that did not exist in
delivered 9.0 Expenses, primarily the ability to
attach documentation/receipts to the Expense
report. One of the customizations to the
Expense Entry screen, the Begin/End date fields
which are not delivered fields, also had logic
embedded in them that caused a number of
problems, primarily with the Payment Method being
changed if the Expense transaction date was
outside of the Begin/End date range. The overall
number and complexity of overlapping
customizations to the Expense Entry screen makes
it extremely difficult to apply patches and
upgrades to the Expenses module. The majority of
the Expense Entry customizations should be
removed to facilitate future upgrades and patches
from PeopleSoft. Some of the customizations, such
as the Expense Report Accounting Summary, should
be redesigned to provide enhanced information and
capture the information included in the current
customizations. A large number of the Listening
Tour requirements focused on the need to improve
ease of use for the Expense Entry screen,
particularly regarding the number of clicks or
drill downs required to populate an expense
transaction.
RECOMMENDATION Adopt the redesigned and
streamlined Expense Entry screen delivered in
9.2, which addresses many prior concerns. Create
a new custom Expense Report Summary that will
incorporate the informational customizations to
the Entry screen along with the Accounting
Summary for the Expense Report. Rollout the
Mobile Expenses application.
Owners Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
10
Expense Report User Interface
Impacts Impacts Impacts
People Module Support Minimal support required because of moving to delivered functionality.
People Central Administration
People Campus Users Greatly improved and streamlined User Interface that reduces the drill down and clicks required to complete an Expense report.
Process Module Support Greatly reduced support requirements because of using delivered functionality without customizations.
Process Central Administration
Process Campus Users The delivered 9.2 Expense Entry screen is much more user-friendly than the existing screen in 9.0.
System Module Support Future upgrades for patches and enhanced functionality could be implemented with minimal retrofit and testing effort.
System Central Administration
System Campus Users New features and functionality could be delivered easily with future PUMs.
Training Module Support
Training Central Administration
Training Campus Users Requires significant re-training effort for users of the Expenses module.
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Expense Report User Interface -
A lot of modifications that we can see, and many
more we cannot
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Expense Entry Interface
New, more intuitive, Expense Report entry
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Expense Entry Interface
Meal Attendees
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Expense Entry Interface
Itemize Hotel Bill
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Expense Entry Interface
Receipt Split
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Expense Entry Interface
Mobile Expenses Application
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Expense Entry Interface
Mobile Expenses Application Create an Expense
Report
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Expense Entry Interface
Mobile Expense Application Add a line
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Corporate Card Load process
OVERVIEW The current Corporate Card load is a
custom job that processes a flat file provided to
us by JP Morgan Chase (JPMC), our Corporate Card
provider. The existing custom load process was
designed to replicate the delivered load process
in PeopleSoft 9.2. Since the initial
implementation, there have been numerous issues
logged related to error handling during the
processing of the Visa file. These errors have
typically been a result of the data being sent
from JPMC that did not adhere to the Visa file
format standard upon which the load process was
built. For Fiscal Year 2014, the Corporate Card
represented 57 of the dollars processed through
the Expenses module with over 2,800 users and
39,000 reports.

• RECOMMENDATION The recommended design solution
  is to move to the Corporate Card load process
  that is delivered in PeopleSoft 9.2 Expenses and
  make the proposed enhancements to that program.
  We further recommend working with JPMC to
  determine if there is a newer, or better, file
  format that we can receive that has better data
  consistency to reduce the amount of error
  handling required by the load program. Summary
  of enhancements to the Corporate Card load
  process
• Error handling for known data issues that have
  caused problems historically. Error handling for
  known data issues should be built into the load
  program to prevent the entire process from
  failing when a required piece of data is missing
  or in an incorrect format.
• Prevent, or mark as deleted, the Late Payment
  Fees from JPMC. We currently prevent Late
  Payment Fees from JPMC from being displayed in an
  end-users My Wallet so they cannot be added to
  an Expense report.
• Enhance the Error reload page to give more
  clarity as to how to resolve the problem. There
  are normal instances where a transaction will not
  load correctly and something needs to be
  corrected in (Compass) PeopleSoft before the
  transaction will load. Because the existing,
  delivered page does not show what the cause of
  the error is, it requires the Expense
  Administrator to contact the Developer
  responsible for Expenses and obtain a copy of the
  days file that contains the erroneous
  transaction.

Owners Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
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Corporate Card Load process
Impacts Impacts Impacts
People Module Support New 9.2 configuration to include external data account maintenance to help automate the addition of new cards to the system delivered error handling will be used when a new card cant be matched to an employee, allowing the admin to take action when necessary. Error handling within the load program will prevent a developer from having to spend time trying to track down the source of the problem.
People Central Administration
People Campus Users
Process Module Support Enhancing the Review Errors page will remove the need for the Expense Administrator to involve a technical resource to assist with a functional task
Process Central Administration
Process Campus Users Preventing Late Fees from appearing in My Wallet will ensure that the departments are not being charged for Fees that are the responsibility of the Cardholder.
System Module Support Developers working closely with the Corporate Card providers technical resources to determine file formatting with enhanced data. Utilizing the new 9.2 maintenance and error handling features to minimize errors/issues.
System Central Administration
System Campus Users
Training Module Support
Training Central Administration
Training Campus Users
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Mass Proxy Maintenance

• OVERVIEW We need a process by which proxy
  submitters can be created for multiple employees
  from a central screen rather than making changes
  to each employee individually. This process would
  also allow for the duplication and/or
  reassignment of proxy authority from one user to
  another and the deletion of proxy authority.
  Within PeopleSoft Expenses, individuals have the
  ability to submit expense reports for themselves
  or on behalf of others as a proxy submitter. In
  FY2014, 70 of the Expense Reports were submitted
  by a proxy. The utilization of proxy delegations
  is an important part of Emorys business and any
  setup functionality will be customized. The
  options are
• Design a new Mass Proxy Maintenance page that
  incorporates all of the required functionality
  into a central screen that can be utilized by the
  Expense Administrator for easily maintaining,
  adding and deleting proxy authority for multiple
  employees.
• Change nothing and migrate the existing Custom
  page into the 9.2 environment. While this option
  requires no new development, it requires the same
  amount of time as Option 1 and provides no new
  functionality.
• Remove the custom page and require all proxy
  setups to use costly, manual effort to maintain
  proxy submitters, which are used very heavily at
  the University.

RECOMMENDATION We recommend to enhance and
improve our current Mass Proxy maintenance
process to better meet Emorys business needs
while maintaining controls and security checks
for the proper delegation of proxy authority.
Owners Owners
Overall Process Policy Change Owners Melanie Widmer
Module Owners David Wright Carol King
Project Work Owners David Wright Carol King
22
Mass Proxy Maintenance
Impacts Impacts Impacts
People Module Support
People Central Administration Greatly reduces manual effort needed to establish a proxy submitter for multiple users.
People Campus Users Campus administrators could have control over the proxy assignments and management for departments for which they are approvers.
Process Module Support
Process Central Administration Provides a single page for creating and managing proxies.
Process Campus Users Would allow campus administrators to proactively create replacement or substitute proxies prior to an individual leaving and being replaced, or in the event of an extended period of absence. Allows for the creation of separate roles of a proxy viewer and submitter to grant appropriate levels of access to different sets of individuals.
System Module Support Requires new development of a bolt-on that will need to be maintained and retrofitted during all upgrade testing
System Central Administration Creates a single control page that is integrated with Unified Workflow that can be used to perform all of the necessary proxy assignments.
System Campus Users
Training Module Support
Training Central Administration Minimal training effort required for Central users if functionality is extended to the campus.
Training Campus Users Specific training would be needed for those campus users who are approvers and would have access to the Mass Proxy page.