panthersoft financials travel & expensefinance.fiu.edu/controller/docs/te_update.pdf · card or...

PantherSoft Financials

Travel & Expense

Agenda

Travel Policy & Procedure

Travel Per Diem

Travel & Expense Terms

Travel Authorization

Cash Advance

Expense Report

Website


The Authority to incur travel expenses on behalf of Florida

International University is governed by:

The FIU Travel & Expense Policy

Section 112.061 of Florida Statutes


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 Per Diem



Cash Advance

Expense Report

Website

Travel Per Diem Domestic Meal Allowance

Meals are only $36 per day for “domestic travel”

Domestic Meal Rate Table (Continental and Non-Continental 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 Rate

Travel

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 or lodging allowed if claiming per diem

Must involve an overnight stay

12 Midnight

6 PM 6 AM

12 Noon

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/gsa/ep/contentView.do?contentId=17943&contenttype=GSA_BASIC

* Rates are set by fiscal year, effective October 1st

Alaska, Hawaii, U.S. Territories and Possessions (Department of Defense):

http://www.defensetravel.dod.mil/perdiem/perdiemrates.html

Foreign Per Diem (Department of State):

http://aoprals.state.gov/content.asp?content_id=184&menu_id=81

Agenda


Travel Per Diem



Cash Advance

Expense Report

Website


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. 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.


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.

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 in PantherSoft to 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

Person wanting to become a Proxy for another:

In the case of an emergency, an e-mail request to

[email protected] with the traveler’s PID and the proxy’s PID

Travel & Expense Workflow Chart

Agenda


Travel Per Diem



Cash Advance

Expense Report

Website


A few reminders before filling out a TA:

FIU is a budget conscious organization

All Departmental Travel Card charges should be placed in the

comment fields ONLY to prevent a double encumbrance

Airfare, Train, or bus maybe paid for using the Departmental Travel

Card or the traveler’s personal credit card

Coach/economy class is allowed for airfare only, unless approved by

the CFO for a specific reason, such as medical necessity

Travelers 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


Florida


The Description field should be explanatory and give everyone an immediate sense of what or why document was created. Examples: 1737204 – Golden Panther FIU01 – 4400010999 Golden Panther Convention

@ Shark Valley Recruiting trip City, 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.


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.

Chartfield Combination Look-up Results Activity Nbr Project Foundation

*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.


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.


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.


If an error flag appears, click the arrow and you will be taken to the error to make corrections.


Departmental Travel Authorization Approval Workflow

Preparer

Traveler or

Proxy

Traveler HR

Supervisor

Supervisor of

the Traveler

Expense

Manager

Expense

Manager for

the

Department

Principal

Investigator


Project Travel Authorization Approval Workflow

Preparer

Traveler

or Proxy

Traveler HR

Supervisor

Supervisor

of the

Traveler

PI or

Designate

for the

Project

Division of

Research

Supplemental

DoR Post Award

Grants Manager

Expense

Manager


Foundation Travel Authorization Approval Workflow

Preparer

Traveler

or Proxy

Traveler HR

Supervisor

Supervisor

of the

Traveler

Expense

Manager for

the

Department

Principal

Investigator

PI or Designate

for the Project

in Foundation

Travel Authorization Approval Obstruction Travel Authorization Approval Workflow

Department

•Jane, PI/Dir

•John, Asst

HR Supervisor

•Josh

Departmental Expense Manager

•Joseph

•John

Project Manager

•Jane Travel

Authorization Approved

Pass Pass Pass Stop Not

Approved

Jane is traveling and John creates TA

Pass

delegates

authority

to James

Approved

John is traveling and John creates TA

Agenda


Travel Per Diem



Cash Advance

Expense Report

Website

Cash Advance

A few reminders before filling out 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

Cash Advance

Cash Advance

Only one line is needed for all expenses in the cash advance.

Cash Advance

Cash Advance Approval Workflow

Preparer

Traveler

or Proxy

Traveler HR

Supervisor

Supervisor

of the

Traveler

Prepay

Auditor

Auditor in

Travel

Department

Agenda


Travel Per Diem



Cash Advance

Expense Report

Website

Expense Report

A few reminders before filling out a 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 Report

Receipt & Map Quest Tips:

Get written explanation for Lost Receipt(s) Form

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

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

Fax all receipts with the Reimbursement of Travel Expenses for Non-

Employee Form to 7-1355

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

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 faxed.

3. Fax the documents to 7-1355

4. Once 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 are faxed to Image Now.

7. Contact the Travel department or 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

Expense Report Departmental Approval Workflow

Preparer

Traveler

or Proxy

Expense

Manager

Expense

Manager for

the

Department

Prepay

Auditor

Auditor in

Travel

Department

Expense Report

Expense Report Project Approval Workflow

Preparer

Traveler

or Proxy

Expense

Manager

Expense

Manager for

the

Department

Prepay

Auditor

Auditor in

Travel

Department

Principal

Investigator

PI or

Designate for

the Project

DoR

Supplemental

DoR Post

Award

Grants

Manager

Agenda


Travel Per Diem



Cash Advance

Expense Report

Website

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 ?