peoplesoft travel & expense module
DESCRIPTION
PeopleSoft Travel & Expense Module. Tips and Tricks. Resetting Password. A PeopleSoft user can reset his/her own password unless the account has been locked Go to Employee Self Service Portal https ://fprod-selfservice.gafirst.usg.edu Click on the ‘Forgot My Password’ link - PowerPoint PPT PresentationTRANSCRIPT
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PeopleSoftTravel & Expense Module
Tips and Tricks
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Resetting Password
• A PeopleSoft user can reset his/her own password unless the account has been locked– Go to Employee Self Service Portal
https://fprod-selfservice.gafirst.usg.edu – Click on the ‘Forgot My Password’ link– System will ask you several questions and will email you
a temporary password.• If you are unable to reset your password, your account is
locked and you will need to contact the ITS helpdesk for a reset.
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Resetting Password
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Profile Defaults
• Every user has a profile that will allow defaults to be set up.
• These defaults will populate on every expense report but can be changed on individual reports.
• Typical defaults are:– Chartstring– Origination location– Business Purpose– Description
• Delegates cannot access the profile of an employee they are doing data entry for.
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Profile Defaults
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Profile Defaults
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Templates
• Templates can be used to ease data entry.• Can be helpful for multi-day trips.
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Templates
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Templates
• Template Demonstration
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Understanding Workflow
• All transactions must be approved by at least one departmental approver and the AP/Travel Office.
• View the workflow routing to see where a transaction is in the process.
• A reassigned transaction means that it has escalated due to no activity and has been reassigned back to the required approver.
• Transactions on hold mean they have been placed on hold by the approver.
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Understanding Workflow
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Budget Errors
• An expense report must have a valid budget check to allow an approval.
• Approvers should verify the budget status.• It is not necessary to budget check the
transaction; it will automatically budget check during the next batch process.
• Budget Errors can be viewed on the Budget Exceptions page
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Budget Errors
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Budget Errors
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Hotel Wizard
• The hotel wizard is a tool to assist the traveler in splitting a hotel bill that has various expense types (i.e. room cost, parking, internet, etc.)
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Hotel Wizard
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Hotel Wizard
• Demonstration of Hotel Wizard
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Destination Location Lookup
• Locations can be searched by State/Country or by city if the state or country code is not known.
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Destination Location Lookup
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Destination Location LookupSearch by
Expense Location and Enter the
State or Country Abbreviation
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Destination Location Lookup
• Search by Description and enter the City
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Copying Expense Lines
• Expense lines can be copied for one or more days.
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Copying Expense Lines
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Copying Expense Lines
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Printing Expense Reports
• Printable View link• Ensure landscape format is selected• What about the REN server error?
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Printing Expense Reports
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Printing Expense Reports
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Printing Expense Reports
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Expense Report Status
• Pending – expense report can be modified by the traveler or delegate; it has not been submitted into workflow.
• Submitted for Approval – expense report has been submitted to the first approver
• Approvals in Process – expense report has been approved by at least one approver but not all approvers.
• Approved for Payment – expense report has received the final approval from the travel office and is being processed for payment.
• Paid – expense report has been paid.• Closed – typically means an error has occurred and a ticket
must be issued to ITS in Athens.
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Expense Report Status
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Expense Report Status
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Multiple Chartstrings
• An overall expense report can be split among multiple chartstrings
• An individual expense type/line can also be split amount multiple chartstrings.
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Multiple Chartstrings (by %)
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Multiple Chartstrings (by amt)
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Multiple Chartstrings (by amt)
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Entering Comments
• Travelers can use the comments field to document additional information or issues/problems experienced while on travel status.
• Replaces having to submit separate, approved justifications.
• Utilizing the comments field will allow the Approving Official to easily view the explanation at time of approval.
• Enter the expense date, expense type and brief explanation/justification
• Remember a very brief statement is all that is required.
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Entering Comments
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Questions???