PeopleSoft Travel and Expenses

(aka T&E, TRIP)

Purpose of T&E Module2

Used to reimburse employees for travel expensesExpense Reports (ER) are created

and approved onlineReplaces the old method of

Preparing non-PO vouchers Travel Trip Expense Detail forms Routing paper forms for approval

Benefits to Employees3

Expense Reports (ER) can be prepared and approved from any computer with internet accessStatus of travel expense transactions can be tracked online by traveler

Faster reimbursements

Who is Affected by T&E Module?4

All University employees who travelNon-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

Start Date5

T&E Go-Live date was July 5, 2011

Six month phase-in periodAll MU departments will be using the

T&E module by December 31, 2011New paper forms for employees and transitional forms will remain available until December 31, 2011.

Non-employee forms will remain available

MU Roll-Out Six Month Plan

T&E Presentation – Student Affairs – June 2011

6

JULY AUGUST SEPTEME

R

OCTOBER NOVEMBER DECEMBE

R

Admin Services

Alumni & Development

Arts & Science

Education College of Business

Campus Budget

Campus Facilities

CAFNR Enrollment Mgmt

HES Engineering

Chancellor

ICA-Athletics

Extension Graduate School

School of Nursing

Vet Medicine

Student Affairs

Office of Research

Libraries Outreach & Extension

Health Professions

School of Medicine

Journalism

Law School

Provost

University Affairs

Approval Process7

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 unitTo Accounting on exception basis

Approval Process (Cont.)8

Create and

submit ER online

Routes to PI/PM if

charged to grant

Fiscal Approval

Traveler paid

Routes to Accountin

g if exception

s

Approval Process (Cont.)9

HR Supervisors/Administrative Superiors are not required to approve ER in T&EAdministrative Superior/HR Supervisor

approval is still required per policy; may be formal or informal/verbal.

HR supervisor/Administrative Superior will receive notification about direct report’s travel via monthly email messages Can view web report for more detail

Use of Delegates10

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 T&E (one delegate and giving away your approval during that time)

Major Travel Policy Changes11

New policies effective July 1, 2011Only 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

Switch to Per Diems-DOMESTIC12

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, $42Requires an overnight stay

Switch to Per Diems (FOREIGN)13

Foreign meal allowances according to U.S. Dept. of Defense guidelinesForeign currency amounts that are entered in Expense Reports are converted automatically to U.S. dollars No manual currency conversions required

Questions / Assistance14

UM Tutorials and Guides https://doit.missouri.edu/training/peoplesoft/financials

/travel_and_expenses.html

Rita Wells, Accounting Services Email: byrdr@missouri.edu, Voice: 882-2483

Laura Bradshaw-Straub, Accounting Services Email: bradshawstraubl@missouri.edu, Voice: 882-

6433