T&E Refresher for SDCOE

(1)

T&E Refresher for SDCOE

Presented by SDCOE CRC | June 12, 2019

PRESENTER:

Kim Harrison

(2)

Objectives

• Review T&E tools and resources

• Go over reminders and best practices

• Share what’s new in T&E

• Run helpful queries

A T T O D A Y ’ S U S E R G R O U P M E E T I N G , W E W I L L :

AUDIENCE:

For SDCOE employees who create travel authorizations and

expense reports for travel and mileage.

(3)

Tools & Resources

(4)

• T&E Guides (TE1, TE2, TE3)

• TA / ER Cheat Sheet

• Third Thursday Demo

The CRC Website

(5)

Service Portal KB Articles

(6)

TA Entry Worksheet

• Have the traveler fill out this worksheet to assist you with the TA entry.

• Use it as a record of TA’s that need to be followed up on

later and ER’s that need to be created.

• Modify this to indicate which

LCAP, Strategic Plan or Board

Goals the training aligns with.

(7)

Reminders and Best Practices

(8)

Things to remember…

Before you create a TA:

• You must know your ChartString in order to create a TA.

Creating a TA:

• You can create a TA from a blank screen (called A Blank Authorization), from a copy (called An Existing

Authorization), or from a template.

• If desired, you can save a TA as long as you have at least one expense line entered. If you save the TA, don’t forget to go back to it from Create/Modify

screen (Find a Value tab) to

complete/submit it.

Submitting:

• Upon submitting, you will be given a TA #.

The traveler will receive a

confirmation email.

After Submitting:

• Once you submit a TA, it can be

Withdrawn as long as it has not been processed by an approver.

• You will not be able to find a TA that you have submitted from the Create/Modify screen – instead go to View to find it.

Expense Reports:

• A TA must later be turned into an

expense report (after the travel has

occurred). In other words, every TA has a corresponding ER.

• Unused items on the

approved TA can be

deleted from the ER.

(9)

Same as “saved”; never submitted. Or, it was sent back.

Pending

• This TA can be modified.

Sent to the first approver.

Submitted

• This TA can be Withdrawn until the first approver processes it.

• After it has been processed by an approver, it cannot be modified unless sent back.

In the process of being approved.

In process

• This TA cannot be modified unless sent back.

Completely approved.

Approved

• This TA cannot be modified unless sent back.

Denied.

Denied

• This TA cannot be modified.

TA has been processed via an Expense Report or has been Cancelled.

Closed

• This TA cannot be modified.

TA Statuses ^{TE1, p.4}

(10)

Clear Cache

Be sure to clear your browser cache often. Especially after system changes, updates or upgrades.

What is Cache?

The first time you visit a site, the browser saves

“pieces” of the site to help the site load faster the next time you visit.

What happens if I don’t clear cache?

When cache isn’t regularly cleared, it can cause your computer to get bogged down with unnecessary files and data. This can lead to page load issues such as:

− Partially loaded pages

− Oddly formatted pages

− Incomplete images

− Old information or no information displaying

(11)

Set-up User Defaults

Entering user defaults allows you to set certain fields as defaults to reduce data entry on your travel

authorizations. These directions are optional and are a one-time setup (unless you want to make

modifications later).

Notes:

• Defaults can be overridden in the TA.

• Defaults are tied to the employee the TA is being created for.

TE1, p.38 - 39

(12)

Delegate Authority

• Another employee can be delegated to Edit & Submit, Edit, or View Travel Authorizations and Expense Reports on your behalf. This is called delegate authority. When a delegate is added, they will remain delegated until access is removed.

• Periodically check your delegate list for accuracy. This list is maintained at the employee level.

TE1, p.40 – 41

KB Article 0010188

(13)

TA Expense Line Entry

• Concur: User needs to make sure they are using all record locators for the TA.

• ER submittal: Within 30 days of completed travel.

• Proper dates to use for “date to” and expense lines: 6/30 of

FY they are traveling.

(14)

Check TAs & ERs Monthly

• Check TA’s and ER’s routing:

− Sent back?

− Sitting with an Approver?

− Created & saved but not submitted?

− Employee not paid yet?

− Budget Errors/Exceptions? (KB Article 0010160)

(15)

Changes / What’s New

(16)

Comments Box

• Comment Box input: Please provide dates of travel,

conference/meeting name, any other information that would be helpful.

• Approvers can access the Comment Box on the 2 ^nd page of the TA by expanding the More Options drop down menu, selecting Travel Authorization Details and clicking Go, or by scrolling to the bottom of the page and clicking the

Travel Authorization Detail link.

(17)

New Expense Types Added

• New Per Diem Types:

− $25 – travel day

− $50 – full conference day unless any meal is included in the registration. ($10/breakfast, $15/lunch, $25/dinner)

• Do Not Use: These expense types are temporary to allow

processing of TA’s that were created prior to the new Per

Diem types.

(18)

Helpful Queries

(19)

Helpful Queries

• M_AP_EX_POSTED

Connects TA, ER, Journal ID and Warrant info.

• M_EX_TA_APPROVAL_HISTORY

Helps determine where a TA is in the approvals process.

• M_EX_ER_APPROVAL_HISTORY

Helps determine where a ER is in the approvals process.

• M_EX_TAUTH_DIST_STATUS

Shows status, TA, ER, Accounting, Budget Status, Who for and Who created. Can be used for monthly/year end auditing.

• M_TA_CANCELS

Shows TA’s that have been cancelled.

• M_WF_All_ROUTING

(20)

Troubleshooting

(21)

Can’t find a TA

• Attempting to view a TA and can’t find it?

− Are you a delegate?

− What navigation are you using?

− Was it cancelled or deleted?

− How would you verify?

• Creating an ER and can’t find the TA?

− Look at date range displayed. How many months display?

− Has the TA already been tied to an ER?

− Has the TA been cancelled or deleted?

(22)

How do I find a TA or ER Status?

KB Article 0010193

• M_EX_TA_APPROVAL_HISTORY

• M_EX_ER_APPROVAL_HISTORY

• M_EX_TAUTH_DIST_STATUS

• M_TA_CANCELS

• M_AP_EX_POSTED

Let’s Practice!

Navigate to the CRC webpage, Links Tab and

sign into Finance

Sandbox (SDFX)

(23)

TA Cancel vs. Delete

• Cancel a TA when travel will not occur. This will release the encumbrance. You can only cancel a TA that has been fully approved. Cancelling a TA will move the TA into a ‘Closed’ status and the transaction will remain in the system.

• You can delete a TA that has been saved and not submitted, sent back for revision, or denied.

TE1, p.25 – 26 KB Article 0010201

There are several options to check the status of a TA:

View the TA: Main Menu > Employee Self-Service > Travel and Expenses > TA >View Click Search and all TAs that you have access to view will return. You can view the TA status in the Status Column.

Refine the search by using Authorization ID, Creation Date, Description, Empl ID, Name or Status.

(24)

Cancel TA Message

• Occasionally an Invalid function sequence message may

appear when attempting to cancel a TA. This should be resolved with the next PeopleSoft upgrade.

• To cancel the TA:

− Click “OK” and cancel the TA again.

− Validate the TA was by navigating to: Employee Self service > Travel and Expense > Travel Authorizations > View and enter the TA #.

− Status should = Closed

(25)

TA Denial

We have recently found out that when a TA has been budget checked and is then ‘Denied,’ the funds do not unencumber.

• Deny TA prior to budget checking. However, SDCOE business practice is to budget check at first level of approval.

• Do not Deny TA’s.

− Run through approvals to fully ‘Approved’ and Cancel (keeps record.)

− Send back to the originator and delete (removes all record from

system).

(26)

Why didn’t my Out of State TA route to the Superintendent?

• Default Location

− When Outside CA is selected on the TA, this action includes the

Superintendent into the routing.

(27)

Self Approvals

• Self Approval warning message: Part of the delivered coding in the T&E module states that self-approving is not allowed. This coding cannot be changed internally, so the warning message will continue to display.

• The assumption of it having been “turned on or off” most likely stems from changes in system budget check requirements.

• We know that after the TA has been budget checked, the message can be bypassed and the TA can be self approved.

• This is different than the auto-approval. Auto-Approval is set when an approver is on two levels of approval. This allows the approver to approve only once.

• If the approver is unable to self approve, please contact Gina Veleker and request approval assistance.

Solution:

After the TA has been budget checked, the approver can attempt approving again, click

(28)

Travel for Inactive Employees

Occasionally you may have a TA or ER that needs to be

completed for an inactive employee. If you have this please input a Service Portal Ticket for assistance.

The best course of action is to ensure that any outstanding TA’s or ER’s are completed prior to the employee’s last work day.

• T&E validates against the employee job record in HCM.

• T&E profile for the employee becomes inactive.

• T&E roles are removed from the employee.

(29)

Year End Travel Entry and Completion

• TA’s - Input the travel year in the header description box to indicate travel that will cross fiscal years. This will also help identify TA’s that need to be rolled into the next FY.

• ER’s - Input travel year in the header description box.

DO NOT cross fiscal years. Complete the ER prior to year end or delete and create a new ER in the new FY.

T&E Refresher for SDCOE

T&E Refresher for SDCOE

Presented by SDCOE CRC | June 12, 2019

PRESENTER:

Kim Harrison

Objectives

• Review T&E tools and resources

• Go over reminders and best practices

• Share what’s new in T&E

• Run helpful queries

A T T O D A Y ’ S U S E R G R O U P M E E T I N G , W E W I L L :

AUDIENCE:

For SDCOE employees who create travel authorizations and

expense reports for travel and mileage.

Tools & Resources

• T&E Guides (TE1, TE2, TE3)

• TA / ER Cheat Sheet

• Third Thursday Demo

The CRC Website

Service Portal KB Articles

TA Entry Worksheet

• Have the traveler fill out this worksheet to assist you with the TA entry.

• Use it as a record of TA’s that need to be followed up on

later and ER’s that need to be created.

• Modify this to indicate which

LCAP, Strategic Plan or Board

Goals the training aligns with.

Reminders and Best Practices

Things to remember…

Before you create a TA:

• You must know your ChartString in order to create a TA.

Creating a TA:

• You can create a TA from a blank screen (called A Blank Authorization), from a copy (called An Existing

Authorization), or from a template.

• If desired, you can save a TA as long as you have at least one expense line entered. If you save the TA, don’t forget to go back to it from Create/Modify

screen (Find a Value tab) to

complete/submit it.

Submitting:

• Upon submitting, you will be given a TA #.

The traveler will receive a

confirmation email.

After Submitting:

• Once you submit a TA, it can be

Withdrawn as long as it has not been processed by an approver.

• You will not be able to find a TA that you have submitted from the Create/Modify screen – instead go to View to find it.

Expense Reports:

• A TA must later be turned into an

expense report (after the travel has

occurred). In other words, every TA has a corresponding ER.

• Unused items on the

approved TA can be

deleted from the ER.

Same as “saved”; never submitted. Or, it was sent back.

Pending

Sent to the first approver.

Submitted

In the process of being approved.

In process

Completely approved.

Approved

Denied.

Denied

TA has been processed via an Expense Report or has been Cancelled.

Closed

TA Statuses TE1, p.4

Clear Cache

Be sure to clear your browser cache often. Especially after system changes, updates or upgrades.

What is Cache?

The first time you visit a site, the browser saves

“pieces” of the site to help the site load faster the next time you visit.

What happens if I don’t clear cache?

When cache isn’t regularly cleared, it can cause your computer to get bogged down with unnecessary files and data. This can lead to page load issues such as:

− Partially loaded pages

− Oddly formatted pages

− Incomplete images

− Old information or no information displaying

Set-up User Defaults

Entering user defaults allows you to set certain fields as defaults to reduce data entry on your travel

authorizations. These directions are optional and are a one-time setup (unless you want to make

modifications later).

TA Statuses ^{TE1, p.4}

• Approvers can access the Comment Box on the 2 ^nd page of the TA by expanding the More Options drop down menu, selecting Travel Authorization Details and clicking Go, or by scrolling to the bottom of the page and clicking the