Creating Expense Reports

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Creating Expense

Reports

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2 of 92 Last Updated 05/08/15

Travel and Expense Module

User Defaults

The Travel and Expense module provides an employee profile where users can select default

settings that will help with the creation of an expense report.

Delegate Entry Authority

Employees can elect to delegate authority to another user to enter an expense report for them.

The other user can enter but must select the Save for Later function. At that point, it will be up to

the delegator to log in to their account, verify that everything entered is accurate and then submit

the expense report.

Creating an Expense Report

For employees, creating expense reports in the Travel and Expense module will replace the use

of the KCTCS BA3 Travel Expense Voucher form. Expense reports allow employees to request

reimbursement for bona fide business travel or any other bona fide business out of pocket

expense. Once the report is submitted and receives the appropriate approvals, the employee will

receive their reimbursement.

If the reimbursement is for non-travel expenses an employee must provide a note as to why the

Procard was not used to make the purchase. This note will be added to the description field

appearing on the Create Expense Report page located at the expense line.

If the reimbursement is for meals an employee must provide a note as to what meals are being

reimbursed and if the reimbursement is for a travel day. This note will be added to the

description field appearing on the Create Expense Report page located at the expense line. A

help link has been provided to help with amounts that can be claimed for meals. It is found on

the Create Expense Report page by selecting the help icon

beside the title

Expenses.

Copying an Expense Report

The An Existing Report option, found on the Create Expense Report page, gives an employee the capability to copy an existing expense report into their new expense report. This feature can be found in the Quick Start drop down field.

Print an Expense Report

Once an expense report has been submitted, the user can print a copy of the expense report.

View an Expense Report

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Setting User Defaults

This topic provides the knowledge and skills to update the employee’s user defaults for the Travel and Expense module. User defaults allow employees to set their default chartfield string values that will populate on their expense reports and default settings.

Procedure

Step Action

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Step Action

2. Click the Employee Self-Service folder.

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Step Action

5. The Employee Data page contains the employee’s personal information that is pulled directly from the Human Resources module and is view only.

If any information on this page needs to be updated, the employee must make the changes using Self-Service in the HR module.

6. Click the Organizational Data tab.

The Organizational Data page will contain the employees work/job information. The HR Information and Supervisor Information areas will contain information pulled directly from Human Resources module.

Employees will be able to set a default chartfield string here that will populate on the Create Expense Report page.

7. Complete the Default Chartfield Values area as follows:

 The GL Unit field is populated based on HR information and cannot be changed.  Enter or select the appropriate fund code for the Fund field.

 Enter or select the appropriate program code for the Program field.  Enter or select the appropriate class code for the Class field.  Enter or select the appropriate project code for the Project field.  Enter or select the appropriate department code for the Dept field.

This field will be populated with a code brought in based on HR information, but can be updated to the correct department code that will be used.

Your chartfield string should be provided by your supervisor, Business Office, or the person who will be paying for your expense.

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Step Action

9. Complete the User Defaults page according to these instructions:

 Select one of the following options for the Expense Report field, which will be used, as a default, when creating new expense reports:

- Copy from a Template: KCTCS is currently not using this feature.

- Copy an Existing Report: PeopleSoft Expenses will display Copy from an Existing Expense Report page, where you can select a previously saved expense report to copy.

- Open a Blank Report: PeopleSoft Expenses will display the Create Expense Report page.

 KCTCS is currently not using Time Report or Travel Authorization features.  Enter a description in the Business Purpose Description field that describes the

reason for the reimbursement request which you want to appear as the default in the Business PurposeDescription field of your expense reports.

 For the Business Purpose field, select from a predefined list the business purpose that you want to appear as the default in the Business Purpose field of your expense reports. EX. Meeting, Conferences, or Training.

 For the Billing Type field, select from a predefined list, either In State, Out of State, or International.

Please note that Billing Types are used to define if you are traveling in state, out of state, or out of country.

 For the Originating Location field, select a city that you want to appear by default on your expense reports as the originating location when requesting reimbursement for the expense type of mileage.

 For the Destination Location field, select a city you want to appear by default on your expense reports. This will be the city where you will incur the majority of the expense items that you are requesting reimbursement for on your expense reports.  The Payment Type field will default to PPY and should not be changed.

 KCTCS is currently not using Credit Card or Transportation ID features.

 For the Number of Nights field, enter the number of nights that you want to appear by default on your expense reports for the expense type Hotel/Lodging.

 For the Accounting Detail Default View field, select Collapsed or Expanded to indicate how the Accounting Detail section should appear on the expense reports when an expense type is selected.

 Expense Type Defaults area allows an employee to add default settings for particular expense types. These default settings will populate if the expense type is selected. This does not mean that selected expense types here will auto populate on the Expense Report.

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Step Action

10. Click the Bank Account tab.

This information will be directly pulled from Human Resources module and is view only. If any information on this page needs to be updated, the employee must make the changes using Self-Service in the HR module.

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Delegate Entry Authority

The PeopleSoft Travel and Expense module will allow an employee to delegate expense report entry to another employee. In order to delegate entry authority, the employee will need to login into PeopleSoft Financials, using their id and password and then add the person’s user id to the Authorize User page.

Procedure

Step Action

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Step Action

5. Click the Delegate Entry Authority link.

Step Action

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Step Action

7.

Enter the user id of the employee who will be entering expense reports on your

behalf in the Authorized User ID field of the new row. You may search for the

employee’s id by clicking the Lookup

icon

to display a list of user ids to choose

from.

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Step Action

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Step Action

4. Click the Expense Reports folder.

Step Action

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Step Action

6. PeopleSoft opens to the Add a New Value page. The Empl ID field will default to your employee id.

If you are entering an expense report for someone else, select the appropriate Empl ID by clicking on the Lookup icon next to the field. You will only be able to view and select empl ids to which you have been given authorization. If the desired name does not appear in this list, you must request to be assigned as a delegate.

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Step Action

8. Select the appropriate business purpose for this reimbursement from the drop down list in the Business Purpose field.

9. Click into the Business Purpose Description field and enter more detail about this reimbursement.

The description should give more detail as to the business purpose of this reimbursement. Ex. conference is selected for the Business Purpose field and the conference name, Higher Education User Group, is entered in the Business Purpose Description. This field has a 30 character limitation.

10. _{Click on the}_Lookup_icon _{next to the}_{Work Location}_{field and select your work} location.

11. _{Click on the}_Lookup_icon _{next to the}_{Destination Location}_{field and select your} destination.

The Destination Location is the travel destination or where a majority of the expenses will take place. If this is for non-travel reimbursement select the city that contains your work location.

12. Click the Attachments link.

Employees are required to add copies of receipts as a PDF attachment to the expense report based on requirements in KCTCS’ travel business procedures,

https://employees.kctcs.edu/info-center/businessservices/businessprocedures .

Please scan all receipts into one PDF file before attaching. These documents will remain with the expense report as a backup record and can be viewed by the HR supervisor, reimbursement auditors, or the employee, as necessary.

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Step Action

13. Click on the Add Attachment button

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Step Action

15. Click on thePDF file that needs to be uploaded and click on Open.

Step Action

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Step Action

17. Use the Description field to describe the attached file.

Click the Description field and enter the appropriate description.

18. Click the OK button.

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19. Use the Expenses section to specify expenses that were incurred and that need reimbursement.

20. Click in the Date field and enter the date that the expense was incurred.

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21. Select an expense type from the drop down list from the Expense Type field.

Expense types identify and classify the type of reimbursement that is being requested. Ex. Airfare, Mileage, Meals. Below is the list of available expense types and a description of their use.

 Air Travel

This expense type will be used for reimbursement needed for airline tickets.

 Airline Baggage Fee

This expense type will be used for reimbursement needed for baggage fees occurred during travel.

 Automobile Rental

This expense type will be used for reimbursement needed for when a vehicle was rented.

 Currency Conversion Fees

This expense type will be used for reimbursement needed for fees associated with currency conversion.

 Dues/Memberships/Registration

This expense type will be used for reimbursement needed for dues, memberships, or registration cost related to work.

 Gratuity

This expense type will be used for reimbursement needed for gratuity provided for service.

 Ground Transportation

This expense type will be used for reimbursement needed for ground transportation.

 Hotel/Lodging

This expense type will be used for reimbursement needed for hotel or lodging.

 Group Meal - Employee

This expense type will be used for reimbursement needed for when an event or meeting for employees was catered but Procard was not used.

 Group Meal - Student

This expense type will be used for reimbursement needed for when an event or meeting for students was catered but Procard was not used.

 Meals - Employee Travel

This expense type will be used for reimbursement needed for meals paid for by the employee during a business trip.

 Mileage

This expense type will be used for reimbursement needed for cost of mileage.

 Miscellaneous Charges

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22. Once an employee selects an expense type, PeopleSoft provides multiple options to help in completing an expense report. Appendix B describes the options and how they can be used. 23. Use the Description field to provide additional information pertaining to the expense type

based on requirements outlined by KCTCS Travel Business procedures.

https://employees.kctcs.edu/info-center/businessservices/businessprocedures

If the reimbursement is for non-travel expenses an employee must provide a note as to why the Procard was not used to make the purchase. This note will be added to the description field appearing on the Create Expense Report page located at the expense line.

If the reimbursement is for meals an employee must provide a note as to what meals are being reimbursed and if the reimbursement is for a travel day. This note will be added to the description field appearing on the Create Expense Report page located at the expense line. A help link has been provided to help with amounts that can be claimed for meals. It is found on the Create Expense Report page by selecting the help icon beside the title Expenses.

24. The Payment Type field defaults to Personal Payment for you.

25. Click in the Amount field and enter the total for the expense type.

26. The Currency code will default to USD, do not change. This value is populated from the

business unit set up and should not be changed.

27. Select the appropriate Billing Type based on where the expense occurred.

The Billing Type selection will identify the correct account code that will be used for this expense. The account code will auto-populate in the account field located below, do not change.

28. The Default Rate check box by default is checked, do not change.

29. The Non-Reimbursable check box is used when an expense type total should be excluded from the whole expense report total.

30. The No Receipt check box is used when a receipt cannot be provided but should be based on KCTCS travel and reimbursement policy.

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31. The Exchange Rate field default to 1.00000000, do not change.

32. Based on the expense type chosen you may be need to fill in additional required information.

Appendix A provides a list of the expense types and the additional required fields that will need to be completed.

Step Action

33. Use the Accounting Details section to enter the correct chartfield values for the expense. 34. The Amount field auto-populates based on amount entered on the expense line.

35. The GL Unit populates based on employee information pulled from HR.

This field can be updated to match the GL Business unit that will be charged for this expense if different from what was populated.

Your chartfield string should be provided by your supervisor, Business Office, or the person who will be paying for your expense.

36. The Account field populates based on the Billing Type, do not change. 37. Enter or select the appropriate fund code for the Fund field.

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Step Action

42. The Affiliate field is not being used by KCTCS, leave blank.

43. If you need to split the expense amount across multiple chartfield strings click the Add a new row button.

Step Action

44. Update the Amount fields to their correct amounts.

Repeat steps 33 – 39 to complete the chartfield values.

45. _{If additional expense types need to be added, select the}_{Insert Line} _button.

Repeat steps 19 – 40 to list all reimbursement items to the expense report.

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Step Action

46. Click the Save for Later link if you would like to save the expense report and complete or update it at a future date. The report is saved and assigned a Report number, with a pending status.

Any user entering an expense report on behalf of another employee must click Save for Later and the employee seeking reimbursement must sign into PeopleSoft and submit their report.

47. Click Summary and Submit, if the expense report is complete and ready to be submitted for review and approval.

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49. Final review available, click OK button to complete the submittal process. Click Cancel to return to expense report, if changes are necessary.

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Making Changes to an Expense Report

If changes to an Expense Report are necessary before it has been submitted for review and approval an employee may make changes by completing the following steps.

Procedure

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6. Click the Find an Existing Value tab.

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Step Action

8. Select the expense report from the list that needs updating.

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Copying an Expense Report

The An Existing Report option, found on the Create Expense Report page, gives an employee the capability to copy from an existing expense report into their new expense report. This feature can be found in the Quick Start drop down field.

Procedure

Step Action

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Step Action

51. PeopleSoft opens to the Add a New Value page. The Empl ID field will default to your employee id.

If you are entering an expense report for someone else, select the appropriate Empl ID by clicking on the Lookup icon next to the field. You will only be able to view and select empl ids to which you have been given authorization. If the desired name does not appear in this list, you must request to be assigned as a delegate.

52. Click Add to display the Create Expense Report page.

Step Action

6. Use the Quick Start drop down field to view additional options

KCTCS is not using A Travel Authorization or Entries from My Wallet.

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Step Action

8. Click Select next to the expense report that you want to be copy.

This will copy the prior expense report into the new expense report. The copy feature will pull all entered data from the previous expense into the new expense report, except Originating Location which may change from trip to trip.

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Printing an Expense Report

Once an expense report has been submitted, the user can print a copy of the expense report.

Procedure

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6. Click Search to return all expense reports for an employee.

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8. Click the Print Expense Report link.

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View an Expense Report

Employees can view expense reports to see header information, amount due to employee, and where in the approval process the expense report can be found. Delegates can view expense reports for

themselves or the individuals to which they are assigned as the delegate.

Procedure

Step Action

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5. Click the View link.

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Step Action

7. Select the Report ID from the list of the expense report you would like to review.

Step Action

8. The expense report details can be viewed as well as the approval history.

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Appendix A – Listing of Expense Types and Required Fields

The following pages list the expense types that can be used on an expense report and the fields needing to be completed for each type.

Air Travel

This expense type will be used for reimbursement needed for airline tickets.

Airline Baggage Fee

This expense type will be used for reimbursement needed for baggage fees accrued during travel.

Automobile Rental

This expense type will be used for reimbursement needed for when a vehicle was rented.

Currency Conversion Fees

This expense type will be used for reimbursement needed for fees associated with currency

conversion.

Dues/Memberships/Registration

This expense type will be used for reimbursement needed for dues, memberships, or registration

cost related to work.

Gratuity

This expense type will be used for reimbursement needed for gratuity provided for service.

Ground Transportation

This expense type will be used for reimbursement needed for ground transportation

.

Hotel/Lodging

This expense type will be used for reimbursement needed for hotel or lodging.

Group Meal - Employee

This expense type will be used for reimbursement needed for when an event or meeting for

employees was catered but Procard was not used.

Group Meal - Student

This expense type will be used for reimbursement needed for when an event or meeting for

students was catered but Procard was not used.

Meals - Employee Travel

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Mileage

This expense type will be used for reimbursement needed for cost of mileage.

Miscellaneous Charges

This expense type will be used for reimbursement needed for charges not associated with any

other expense type provided.

Other Guest Expenses

This expense type will be used for reimbursement needed for other guest expenses not associated

with any other expense type provided.

Other Parcel Service

This expense type will be used for reimbursement needed for parcel service not associated with

postage.

Parking

This expense type will be used for reimbursement needed for fees or charges relating to parking.

Postage

This expense type will be used for reimbursement needed for fees or charges relating to postage.

Preapproved Amount

This expense type will be used for when an employee has only been approved for a set dollar

amount for reimbursement.

Printing

This expense type will be used for reimbursement needed for fees or charges relating to printing.

Service/Maintenance - Vehicles

This expense type will be used for reimbursement needed for service or maintenance relating to

KCTCS owned vehicles.

Special Purchases

This expense type will be used for reimbursement needed for purchases outside the normal

course of business operations. Examples may include purchasing a retiree gift, flowers for

bereavement, student and employee recognition awards, celebratory decorations for special

events, Chamber of Commerce Events, etc. Questions should be forwarded to the System

Director of Business Services.

Subscriptions

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Supplies/Material - Food Serv

This expense type will be used for reimbursement needed for purchased food services materials

or supplies when the Procard was not available.

Supplies/Material - Hazardous

This expense type will be used for reimbursement needed for hazardous materials or supplies

when the Procard was not available.

Supplies/Material Non Instruc

This expense type will be used for reimbursement needed for purchased non-instructional

materials or supplies when the Procard was not available.

Supplies/Material- Other

This expense type will be used for reimbursement needed for purchased materials or supplies not

covered in other expense types, when the Procard was not available.

Supplies/Material-Instruction

This expense type will be used for reimbursement needed for purchased instructional materials

or supplies when the Procard was not available.

Supplies/Material-Motor Fuels

This expense type will be used for reimbursement needed for purchased motor fuel materials or

supplies when the Procard was not available.

Step Action

1. Additional fields are required for this Expense type. Complete according to these instructions.

2. Click on the Lookup icon next to the Location field and select the location where the expense was incurred.

3. Non-Preferred will default for the Merchant field, do not change.

KCTCS does not have preferred merchants.

4. Click in the Merchant field and enter the name of the merchant that was used for this expense type.

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Dues/Memberships/Registration Expense Type Required Fields

This expense type will be used for reimbursement needed for Dues, Memberships, or Registration cost related to work.

Procedure

Step Action

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Gratuity Expense Type Required Fields

This expense type will be used for reimbursement needed for gratuity provided for service.

Procedure

Step Action

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Ground Transportation Expense Type Required Fields

This expense type will be used for reimbursement needed for ground transportation.

Procedure

Step Action

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Hotel/Lodging Expense Type Required Fields

This expense type will be used for reimbursement needed for hotel or lodging.

Procedure

Step Action

2. Click in the Number of Nights field and enter the number of nights stayed at the hotel.

KCTCS does not have preferred merchants.

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Group Meal - Employee Expense Type Required Fields

This expense type will be used for reimbursement needed for when an event or meeting for employees was catered but Procard was not used.

Procedure

Step Action

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Group Meal - Student Expense Type Required Fields

This expense type will be used for reimbursement needed for when an event or meeting for employees was catered but Procard was not used.

Procedure

Step Action

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Meals - Employee Travel Expense Type Required Fields

This expense type will be used for reimbursement needed for meals paid for by the employee during a business trip.

Procedure

Step Action

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Mileage Expense Type Required Fields

This expense type will be used for reimbursement needed for cost of mileage.

Procedure

Step Action

2. _{Click on the}_{Lookup icon} _{next to the}_{Originating Location}_{field and select the} location where the trip began.

3. Click on the Lookup icon next to the Destination Location field and select the location where the expense was incurred.

4. Click in the Miles field and enter the number of miles.

The number must be a whole number, therefore round up to the next whole number if it is 0.5 or greater. Then round down to the next whole number if it is 0.4 or lower.

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The following pages lists options in the Travel and Expense Module for an employee, to use, to help aid in the process of completing an expense report.

Employees can select options from Quick Start, Actions, or Quick Fill. Depending on what an employee is doing, on the Create Expense Report page, will depend on what options will be available.

Quick Start

The Quick Start field contains the options that will populate an expense report based on existing items already in the Travel and Expense module for an employee. Options include A Template, A Travel Authorization, An Existing Report, and Entries From My Wallet. Currently, KCTCS is not using A Travel Authorization, A Template, or Entries From My Wallet features. However, the following are being used.

An Existing Report

The An Existing Report option allows an employee to copy an existing expense report into their new expense report and is explained in the Copying an Existing Expense Report section.

Actions

Once an expense type has been selected on the expense report the Quick Start option will change to Actions. This will provide the following options for an employee to help aid in the process of completing an expense report.

Copy Expense Lines

The Copy Expense Lines option allows an employee to copy an expense line to multiple lines or days if needed.

Default Accounting for Report

The Default Accounting For Report option provides the ability to setup a default chartfield string to be used for the current expense report. This option will override the default chartfield string located on the user defaults, but will not be saved to the employees profile. The default accounting is implemented at the expense report level and each expense that you add to the report inherits it. Once the expense report is submitted the chartfield values will not be stored for future use.

Export to Excel

An employee can use the Export to Excel option to convert their expense report to an Excel spreadsheet.

Users Defaults

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Copy Expense Lines

The Copy Expense Lines option allows an employee to copy an expense line to multiple lines or days if needed.

Procedure

Step Action

1. Select Copy Expense Lines from the Action field drop down list.

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Step Action

3. If you want to copy each selected line just once using the To Date as the new expense date, select Copy to One Date.

If you want to copy each line multiple times with the expense date for the new lines set to each day within the specified date range, select Copy to Range of Dates.

4. Enter the appropriate date(s).

5. Select the Expense Type needing to be copied.

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Default Accounting for Report

The Default Accounting For Report option provides the ability to setup a default chartfield string to be used for the current expense report. This option will override the default chartfield string located on the user defaults, but will not be saved to the employees profile. The default accounting is implemented at the expense report level and each expense that you add to the report inherits it. Once the expense report is submitted the chartfield values will not be stored for future use.

Procedure

Step Action

1. Select Copy Expense Lines from the Action field drop down list.

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Step Action

6. Update the % field if the amounts will be divided between multiple chartfield stings.

% field should always equal 100 when you are finished with your splits.

7. Enter or select the appropriate business unit for the GL Unit field. 8. Enter or select the appropriate fund code for the Fund field. 9. Enter or select the appropriate department code for the Dept field. 10. Enter or select the appropriate program code for the Program field 11. Enter or select the appropriate class code for the Class field. 12. Enter or select the appropriate project code for the Project field 13. The Affiliate field is not being used by KCTCS, leave blank. 14. Click Add ChartField Line button to add additional chartfields.

The additional chartfield line will populate on every expense line on the expense report.

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Step Action

16. Click OK.

17. If User Defaults was selected, follow the following instructions.

Select User Defaults

18. Click Go.

Creating Expense Reports