PeopleSoft Expenses Employee Guide

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PeopleSoft ExpensesEmployee Guide

• September 2013

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Welcome to Expenses!
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Module Map
Modules Page
Course Overview and Objectives 5
Module 1 Your User Profile 9
Module 2 Delegating Entry Authority 17
Module 3 Creating a Travel Authorization 22
Module 4 Updating a Travel Authorization 42
Module 5 Deleting a Travel Authorization 47
Module 6 Viewing Travel Auth Status 52
Module 7 Canceling a Travel Authorization 59
Module 8 Creating a Cash Advance 63
Module 9 Updating a Cash Advance 74
Module 10 Deleting a Cash Advance 79
Module 11 Viewing Cash Advance Status 84
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Module Map
Modules Page
Module 12 Creating an Expense Report 91
Module 13 Updating an Expense Report 161
Module 14 Deleting an Expense Report 166
Module 15 Viewing Expense Report Status 171
Module 16 Viewing Payment Status 178
Appendix A User Defaults 182
Appendix B User Templates 193
Appendix C Notifications 203
Appendix D Attaching Documentation 205
Appendix E Printing Transactions 210
QA 215
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Course Description

• The PeopleSoft Expense Reimbursement module (also
  known as Expenses) is Clarkson Universitys
  global software platform for expense
  reimbursements. The Expenses module supports
  University travel policies.
• Additionally, the PeopleSoft Expense module will
  be used to process general expenses (aka One
  Card purchases).
• This course introduces the processes used by
  employees to manage their user profiles, create
  and/or update Travel Authorizations (TAs), Cash
  Advances (CAs) and Expense Reports (ERs), manage
  your University credit card transactions, and
  inquire on your transactions.
• Topics include general navigations and page
  elements.

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Objectives

• At the conclusion of this course you will be able
  to
• Review your user profile, including your banking
  information for direct deposits
• Delegate entry authority to another person (a
  proxy)
• Create TAs, CAs, and ERs
• Update or delete TAs, CAs, and ERs if required
• Manage your My Wallet transactions (University
  One Card transactions)
• View your transactions, including approval and
  payment status
• Set up your user defaults, to aid in entering
  transactions
• Print your transactions

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Overview of Expenses

• The PeopleSoft Expenses module is an online
  system which allows you to create Travel
  Authorizations (if required) to obtain permission
  for a trip, create a Cash Advance if needed, and
  then submit expenses for reimbursement.
  PeopleSoft users can enter transactions for
  themselves or for other users that have
  authorized them to enter transactions on their
  behalf.
• The process for entering transactions involves
  three steps entering general travel or expense
  information (the header information), entering
  detail expense lines, and attaching supporting
  documentation (receipts) if required.
• A TA or ER can have multiple lines for various
  types of expenses such as lodging, car rental,
  meals, etc. The expense line details are entered
  in multiple fields based on the expense type. The
  basic information for each line includes the
  expense type, expense date and amount spent in
  the applicable currency.
• Expense reports will require attachment of
  supporting documents such as receipts. Employees
  must obtain and submit receipts for all expenses
  over 75, with few exceptions (such as for
  Mileage or Per Diem). Documents must be scanned
  into an electronic file and then attached to the
  expense report. Document(s) attached to an
  Expense Report are available for review by
  Expense Report Approvers.

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Overview of Expenses - continued

• Once a transaction is completed and submitted for
  approvals, PeopleSoft will route it to the
  appropriate approver(s) based on the transaction
  type, the Department, Project ID and/or Fund
  Code, and the employees HR Supervisor. The
  transaction may be reviewed and approved by
  multiple approvers, based on the transaction type
  and the chartfields in the distribution.
• Approvers can either approve a transaction, place
  it on hold for further review, or send it back to
  the employee for correction or deletion.
• Once a CA or ER has been approved by all
  applicable approvers, the Expenses system will
  generate a payment if money is due to the
  employee.

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Module 1

• YOUR USER PROFILE

Return to Module Map
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User Profile

• Your User Profile in the Expenses module includes
  your name, status, default business unit,
  department, fund code and program, your direct
  supervisor, and your One Card information (if
  applicable).
• This information will be interfaced from the
  PeopleSoft HCM module.
• Your User Profile also includes a User Defaults
  page, which you can use to set default values for
  certain fields on your transactions. Appendix A
  includes instructions.

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User Profile - Navigation
Navigate to the Employee Self-Service User
Profile page
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User Profile Employee Data
Your Employee Data page will be displayed,
showing your First and Last Name, Status and
Country. All fields will be grayed out and
cannot be updated. If you note errors, please
get in touch with your HR department.
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User Profile Organizational Data
The Organizational Data page will display your
Employee Status, Hire Date, default GLBU,
Department, Fund Code and Program, and your
direct supervisor. Like the Employee Data page,
all fields are grayed out, and cannot be updated
here. Contact HR if changes are required.
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User Profile User Defaults
The User Defaults page is used to establish
certain values that can be defaulted on your
expense reports. You can enter or select
defaults for a variety of fields on an Expense
Report, as shown in the screen shot. Please see
Appendix A for instructions on setting User
Defaults.
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User Profile Bank Accounts
The Bank Accounts page is where your direct
deposit banking information will be available
once the University has implemented electronic
payments. At that time, the Payment Method with
be Automated Clearing House, and a small
bank-shaped icon will appear where shown above.
Click that icon to view your banking
details. All fields are grayed out, and cannot
be updated by you. Contact HR to address any
issues.
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User Profile Corporate Card Information
The Corporate Card Information page applies only
to employees with University corporate cards (aka
One Cards). This information is informational
only, and will be updated via data loads from the
bank. Note that for security purposes, only the
last 4 digits of the card number are displayed.
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Module 2

• DELEGATING ENTRY AUTHORITY

Return to Module Map
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Delegating Entry Authority

• Not everyone enters their own expense reports
  online they may delegate this to someone else
  instead. For example, an executive may specify
  his or her administrative assistant to enter
  expense reports. This person is known as an
  Authorized User (in PeopleSoft terminology) or a
  Proxy.
• There are two ways to specify an Authorized User
  in PeopleSoft the System Administrator can do
  it, or you can do it yourself.
• You can add and/or remove Authorized Users
  whenever necessary.

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Delegating Entry Authority - Navigation
Navigate to the Delegate Entry Authority page
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Delegating Entry Authority
When the page opens, your User ID should be
displayed. Click the Add a New Row icon on
the right.
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Delegating Entry Authority
Enter or select the User ID of your Authorized
User. Note that you can add multiple rows and
have more than one Authorized User at one time.
Additionally, you can click the delete icon to
remove an Authorized User. Click the Save button
to Save your changes.
A Save Confirmation will be displayed. Click OK
to complete this task.
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Module 3

• CREATING A TRAVEL AUTHORIZATION

Return to Module Map
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Creating Travel Auths Process Overview

• Create a Travel Authorization (TA) if you will be
  taking a foreign trip, or if your supervisor
  requires a TA before incurring expenses.
• TAs can only be created for future expenses once
  the trip has occurred, or general expense
  incurred, a TA cannot be entered.
• Once approved, a TA creates an encumbrance
  against the related budget.
• Since a TA can only be associated with a single
  expense report, this may create an issue if
  expenses are incurred over a long time span. For
  example, if you will take a trip in 4 months
  time, but need to purchase the ticket immediately
  and expense it, a single TA will not be
  sufficient. In this case, you may either create
  more than one TA for immediate and then long-term
  expenses, or create one TA for long-term expenses
  only, and put the immediate charges on an expense
  report without a TA. Discuss these options with
  your manager.
• There are essentially three steps to creating a
  Travel Authorization (TA)
• entering general travel and expense information
  (the header information),
• entering the detailed expense line (s),
• attaching supporting documentation

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Creating Travel Auths Process Flow
The basic process for creating a Travel
Authorization is shown here. The following
slides will demonstrate each step in detail.
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Creating Travel Auths - Navigation
Navigate to the Create Travel Authorization page
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Step 1 Begin New Travel Auth
For most employees, once you click the Create
hyperlink, this Create Travel Authorization page
will be displayed.
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Step 1 Begin New Travel Auth
If you are also an Authorized User (proxy) for
another person, you will see the page shown here
instead. Your employee ID will default into
the Empl ID field. If you are creating a TA
for yourself, click Add and continue to the
Create Travel Authorization page shown on the
next slide. If you are creating a TA for another
person, click the magnifying glass icon to
display a Look Up page. Select the correct
employee by clicking the hyperlink for his/her
Employee ID. You can then click the Add button
to open the Create Travel Authorization page.
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Step 1 Begin New Travel Auth

• The Create Travel Authorization page is your
  home base for all fields that must be
  completed.
• There is a User Defaults hyperlink available that
  opens your User Profile on the User Defaults
  page.
• Also, you can use the Quick Start option to
  choose an entry method. Methods applicable for
  TAs are
• Blank Authorization lets you start with a blank
  report. If you updated your User Defaults
  (Appendix A), those defaults would appear as you
  work
• Template lets you start with a User Template
  (Appendix B)
• Existing Authorization lets you copy an
  existing expense report, which you can then
  update as needed.

TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
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Step 2a Enter Header Information

• The TA header is also known as the General
  Information section. Fields marked with an
  asterisk () are required.
• Description Enter a descriptive reason for the
  trip
• Business Purpose Select the best choice from
  the drop down menu.
• Default Location Select the primary location
  of your trip. For US locations, start by
  entering the two character state postal code
  (such as NY for New York), and then click the
  magnifying glass. Choose the appropriate city if
  listed, or use the No Specific City choice.
  For foreign countries, enter the first few
  characters of the country name (such as FRA for
  France) and click the magnifying glass for the
  short list. Also, if you select a foreign
  location, you will be prompted to accept an
  Export Control Policy statement. You must check
  the I Accept checkbox (not shown) before
  proceeding.
• Date From and Date To Enter the starting and
  ending dates for the TA. These dates must be
  from the current date forward the system will
  not accept dates in the past.
• Comment This is not a required field however,
  it is Clarksons policy that a full reason for
  the trip or expenditure should be entered in this
  field.
• Lastly, click the Accounting Defaults hyperlink.

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Step 2b Header Information-Accounting Default
The Accounting Defaults specified here will be
applicable for each TA line added. The
accounting details can be overridden at the
individual line level, if needed. Your business
unit, department, fund code and program are
defaulted from your User Profile into the
Accounting Defaults, and are grayed out. If
this is the appropriate accounting distribution,
click OK to continue. If these values are not
correct, then click the magnifying glass icon for
the SpeedChart. Select the appropriate
SpeedChart. You can also choose to split your
expenses among two or more accounting lines. For
example, if a trip should be charged 50 to one
ChartField combination and 50 to another, click
the Add ChartField Line button to insert more
lines. In the column of the grid, identify
what percentage of the expense should be charged
to each accounting combination. The total of
all lines must equal 100. Note that the Account
does not appear here Account comes from the
Expense Type chosen. Click the OK button to
continue.
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Step 3a Enter TA Line Information
The Details grid is where you enter your detailed
projected expenses. The grid has multiple fields
for the pieces of information needed the
information required varies depending on the
Expense Type selected. The required fields are
marked with an asterisk (). Per Clarkson
policy, you may either create separate rows for
each projected expense, or create one row, using
the Miscellaneous Travel (one each for foreign
and domestic travel) expense type for the total
of all project expenses. Ask your manager which
option to use.. The system will pre-populate a
new TA with 4 lines you can add more lines by
clicking the icon to the right of any line.
Alternately, you can remove any line by clicking
the Select checkbox to the left of a line, and
then clicking the Delete Selected button. Note
that you do not need to delete any unused lines
the system will delete them as part of the Save
process. Lastly, you can copy one line to create
a new line by clicking the Select checkbox and
then the Copy Selected button. You then update
the new line with the correct information.
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Step 3b Enter Overview Information

• On the main page of the TA, enter the following
  information, adding and/or copying lines as
  needed
• Expense Type Select the expense type from the
  drop-down menu choices listed.
• Expense Date Enter the date that the expense
  will be incurred, or use the calendar icon to
  select it.
• Amount Enter the estimated amount to be spent.
  Note that this field is greyed out for Mileage
  and Lodging you will enter further details in
  Step 3c.
• Currency The currency field will default to USD
  and is grayed out. Estimate your expenses in
  USD .
• Payment Type Select the method of payment.
  Clarkson Visa is used if your expense will be
  paid with your One Card. Employee Paid is used
  if you will pay the expense using cash or a
  personal credit card.
• Billing Type Billable is used if the expenses
  will be incurred against a grant (for Fund Codes
  375, 378, 394, and 395). Use Internal for all
  other expenses
• Click the Detail hyperlink to the right of the
  first line.

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Step 3c Enter Overview Information

• On the Authorization Details for each TA line,
  the system will display the required fields to
  complete
• Ticket Number Used only for Airfare, this field
  is not required on TAs as the ticket is generally
  not booked yet.
• Merchant Enter the name of the Merchant you
  expect to use.
• Description Not required for all Expense Types.
  If required, enter the description of the
  expected expense.
• Amount The amount will default from the Details
  grid page for most Expense Types. Notable
  exceptions are Lodging, Mileage, and the three
  meals. In those cases, fields for Number of
  Nights and Nightly Rate will be displayed (for
  Lodging), Miles (for Mileage), or Number of Days
  and Daily Amount for meals. Completion of those
  fields will cause the system to calculate the
  Amount.
• Location If your trip will cover more than one
  Location, enter the correct location on each line
  (not shown)
• Location Amount If you will go over the allowed
  Per Diem Amount, enter an explanation as to why.

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Step 3d Authorization Details for Per Diems
Per Diems have a special requirement they must
have the Location specified. This is because
Clarkson reimburses employees for Per Diems at
different rates depending on whether the travel
is to a high cost or low cost location. The
system will use the Location chosen in the Header
as a default. You may override Location for an
individual line if needed by using the
Authorization Detail page for the Per Diem line
item(s). On any Detail page, click the
Accounting Detail hyperlink to view the details
for an individual line.
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Step 3e View Accounting Details
The system will display the accounting defaults
that you entered/updated in step 2b. Note that
all fields are grayed out except for GL
Account, which can be overridden here if
required. To make any other change, you will
need to select the appropriate SpeedChart. Also,
you can add more lines to split the expense
further, or delete lines. Changes here are not
carried to other lines or back to the defaults
they are only applicable for the individual line
that you have updated. Note that if you know
your accounting defaults from step 2b will be
applicable for a line, you can skip this step
i.e., you dont need to click this icon for every
line if you know that your defaults are
good. Click OK to return to the Authorization
Detail page, then click the Return to Travel
Authorization Entry hyperlink to proceed.
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Step 4a Check for Errors
Once you have added all of your TA lines, and
entered the required information for each, click
the Check for Errors button. If any errors are
detected, a red flag icon will be shown to the
left of the applicable line, as in the example
below. Please note that you do not have to click
the Check for Errors button you could choose to
just save the expense report instead. The system
will check for errors as part of the save
function. Click on the flag icon to be directed
to the field with the error.
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Step 4b Correct Errors
Once you have clicked the red flag icon, the
system will display the page at the right. The
error (s) will be displayed in red text at the
top, and the applicable fields will be
highlighted in red. Note that there is a
hyperlink in the lower left for Accounting
Details, if the errors listed involve that
item. In this example, the Lodging line has
three errors. After any corrections are made,
choose from the following actions Check Expense
for Errors click this button to run a new
check. Any new errors will be highlighted. Retur
n to Travel Authorization Entry use this
hyperlink to return to the main TA page. From
there you can make other changes, save the
expense report, submit it, etc.
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Step 5 Save for Later
When your TA is complete and free of errors, you
need to save it and then attach any supporting
documentation, if required. Click the Save for
Later button. If any further errors exist, a
red flag icon will be displayed to the left of
the applicable line(s), just as in step 4. Clear
any errors found. If no errors exist, however,
the system will issue a Authorization ID and save
the TA. Save for Later can also be used
throughout the process of adding a transaction to
save your work in process. This is a good idea
to prevent losing work in case of a power outage,
or if you step away and your computer times
out. Up until the TA is submitted for
approvals, you can save it and go back later to
complete it or make other changes.
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Step 6 Attach Supporting Documents
Receipts are not required for Travel
Authorizations, however, your manager may request
supporting documentation for your TA. Make a
note of your Authorization ID in the upper right
corner. The ID will become part of your receipt
filename. Scan all your documents into a single
file, and save it to either a network drive, or
your local drive.. The naming convention for
filenames is to use the transaction type (ER, CA
or TA), a dash, the Transaction ID (without the
leading zeros), a dash, and your last name. For
example, the receipt filename for our example to
the right would be TA-16-Trainer.pdf (or
whatever extension is appropriate for your
file). See Appendix D for details of how to
attach a file.
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Step 7 Submit for Approval
Note that the Attachments hyperlink now displays
the number of related attachments. Once the
document (if required) is attached, you are ready
to submit your TA for approvals. Click the
Submit button. A Save Confirmation page will be
displayed. Confirm the totals shown, and click
the OK button to finish. Your TA will be routed
to the appropriate approvers. Please note that
once youve submitted your TA, you will not be
able to make changes unless it sent back by an
approver.
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Explanation of Travel Authorization Totals
The Totals section is a summary of the amounts on
the TA, less any Non-Approved amounts as the TA
passes through approvals.
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Module 4

• UPDATING A TRAVEL AUTHORIZATION

Return to Module Map
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Modifying Travel Authorizations

• There are only two points at which you can update
  a Travel Authorization
• First, before the Travel Auth has been submitted
  for approval. If a TA has been saved (but not
  submitted), you can update it.
• Second, after the TA has been submitted, and then
  subsequently sent back by an approver. If a TA
  is sent back, the approver is required to add a
  comment, to provide you with further
  instructions.
• Travel Auths that are in the approval workflow
  process cannot be updated by the employee. If
  you become aware of a problem with your TA and
  need to update it, contact the appropriate
  approver and ask that he/she send back the TA.
  You can then take action.

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Modifying Travel Auths - Navigation
Navigate to the Modify Travel Authorization page
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Modifying Travel Auths - Navigation
The default Search By parameter is Authorization
ID. You can search by that, if you know the
Authorization ID, or choose another parameter for
the search. Alternately, if you leave the field
blank and click Search, the system will list all
TAs that are eligible to be modified. Remember,
you can only update TAs that havent been
submitted yet, or have been submitted and then
sent back by an approver. If you have only one
eligible TA, the system will open it
automatically otherwise, the system will list
the TAs, and you can select the appropriate one
by clicking the Authorization ID hyperlink.
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Modifying a Travel Auth
If you are modifying a Travel Authorization that
has been sent back by an approver, you will see a
page like the one shown here. At the top of the
page, in red, you will see Sent Back for
Revision and a hyperlink with the approvers
Comment (click the hyperlink to see the rest of
the comment, if necessary). Take the action
noted in the comment. If the TA has never been
submitted, you will not see the text and
hyperlink in red, nor the Action History at the
bottom of the page. You can perform any action
on the TA that you could do while creating it
add or delete lines, change amounts, dates,
locations, etc. Similar to new TAs, you can also
Save for Later. When finished, be sure to click
the Submit button.
TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
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Module 5

• DELETING A TRAVEL AUTHORIZATION

Return to Module Map
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Deleting Travel Authorizations Overview

• Sometimes a Travel Authorization needs to be
  deleted from the system. The TA may be a
  duplicate of another in the system, the trip is
  not approved, the expenses on it may be invalid
  or disallowed, or there are just so many errors
  that it is easier to delete it and begin again.
• A Travel Auth can only be deleted provided it is
  not associated to an expense report, fully
  approved, in the approvals process, or
  successfully budget checked. Basically, in order
  to delete a TA it has to either have never been
  submitted for approvals, or it has been
  submitted, but an approver has sent it back to
  the employee.
• If the TA has been successfully Budget Checked,
  you must cancel it, not delete it. This reverses
  the encumbrance.
• Be careful when deleting a TA the delete action
  is permanent, and it cannot be rescued if
  deleted in error.

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Deleting Travel Auths - Navigation
Navigate to the Delete Travel Authorization page
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Deleting Travel Auths
For most employees, once you click the Delete
hyperlink, any TAs that can be deleted are
listed. Check the Select box for the TA(s)
that you wish to Delete, and then click the
Delete Selected Authorization(s) button.
The Delete Confirmation will be displayed. Click
OK.
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Deleting Travel Auths
If you are also an Authorized User (proxy) for
another person, you will see the page shown here
instead. Your employee ID will default into
the Empl ID field. If you are deleting a Travel
Auth for yourself, click Search, and any TAs of
yours that are eligible to be deleted will be
listed, as on the previous slide. If you are
deleting a TA for another person, click the
magnifying glass icon to display a Look Up page.
Select the correct employee by clicking the
hyperlink for his/her Employee ID. You can then
click Search to list any TAs eligible for
deletion. In either case, follow the
instructions on the previous slide to delete the
TA(s) desired.
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Module 6

• VIEWING TRAVEL AUTHORIZATION STATUS

Return to Module Map
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Viewing Authorization Status Overview

• Once you have submitted a Travel Auth for
  approvals, you may want to follow its progress
  through workflow, or view the details of the TA.
• The View Travel Authorization pages will allow
  you to see where your TA is in the approval
  process, what approver(s) have completed their
  review, what actions have been taken (approved,
  sent back), and any comments that were added.
• Attached documentation may be viewed and printed.
• You can also view any information entered on your
  TA, such as the header information, detail line
  information, and accounting details, to name a
  few. You cannot make changes, but you can view
  all details.

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Travel Authorization Status - Navigation
Navigate to the View Travel Authorization page
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Travel Authorization Status - Navigation
Select a Search By parameter (Authorization ID is
the default), enter the appropriate information,
and click Search. Alternately, you can just
hit search, and the system will display the TAs
to view, as shown at the right. Click on the
Authorization ID hyperlink to select a TA to view.
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View Travel Authorization Approvals
The main reasons that people view their TAs is to
see where they are in the approvals process, or
to view/print the attached documentation. In
this screen print, you can see that the View page
is structured like the Create page. You can
navigate through it just like that page, and all
the tabs, icons and hyperlinks are the same. To
view the attached documentation, click on the
Attachments hyperlink in the upper right. The
main difference is the addition of two sections
at the bottom Pending Actions and Action
History, which are covered in more detail on the
following slides.
TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
57
View Travel Authorization Pending Actions
The Pending Actions section displays exactly
where a Travel Auth is in the Approvals process.
In this case, you can see that TA is at the
Project Budget Manager stage, and after that
stage, it needs to pass through the HR
Supervisor, DOR Approver and Prepay Approver
stages before it is fully approved for payment.
Once the TA is fully approved, this section will
no longer be visible. Please note that there
may be multiple approvers at each stage. Because
of this, in the Name column the system does not
display specific approvers names and shows only
the word Pooled, as shown above. To see what
approvers are in the pool for the current stage
of approvals, run the query CU_EX_PENDING_TA_APPRO
VERS.
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View Travel Authorization Action History
The Action History section displays exactly what
actions have been taken on the TA so far.. As
each step is completed, a row will be added to
this grid, and eventually, you will see all
stages completed.
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Module 7

• CANCELING A TRAVEL AUTHORIZATION

Return to Module Map
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Canceling a Travel Authorization Overview

• Travel Authorizations that have been budget
  checked cannot be deleted they must be canceled
  first in order to reverse the encumbrance, and
  then they can be deleted.
• Additionally, the Travel Auth must be fully
  approved and not associated to an expense report.

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Cancel Travel Authorization - Navigation
Navigate to the Cancel Travel Authorization page
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Cancel Travel Authorization - Selection
Approved TAs that have been budget checked will
be listed. Check the Select box for the TA(s)
that you wish to cancel, and click the Cancel
Selected Travel Authorization(s) button. A Save
Confirmation will be displayed
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Module 8

• CREATING A CASH ADVANCE

Return to Module Map
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Creating Cash Advances Process Overview

• There are essentially two steps to creating a
  Cash Advance (CA)
• entering general travel and expense information
  (the header information)
• entering the detailed cash advance line (s)

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Creating Cash Advances Process Flow
The basic process for creating a Cash Advance is
shown here. The following slides will
demonstrate each step in detail.
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Creating Cash Advances- Navigation
Navigate to the Create Cash Advance page
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Step 1 Begin New Cash Advance
For most employees, once you click the Create
hyperlink, this Create Cash Advance Report page
will be displayed.
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Step 1 Begin New Cash Advance
If you are also an Authorized User (proxy) for
another person, you will see the page shown here
instead. Your employee ID will default into
the Empl ID field. If you are creating a TA
for yourself, click Add and continue to the
Create Travel Authorization page shown on the
next slide. If you are creating a TA for another
person, click the magnifying glass icon to
display a Look Up page. Select the correct
employee by clicking the hyperlink for his/her
Employee ID. You can then click the Add button
to open the Create Travel Authorization page.
69
Step 1 Begin New Cash Advance
The Create Cash Advance Report page is your home
base for all fields that must be
completed. There is a User Defaults hyperlink
available that opens your User Profile on the
User Defaults page.
TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
70
Step 2 Enter Header Information

• The CA header is also known as the General
  Information section. Here is where you enter
  information about the Cash Advance. Fields
  marked with an asterisk () are required.
• Description Enter a descriptive reason for the
  Cash Advance
• Business Purpose Select the best choice from
  the drop down menu.
• Comment This is not a required field however,
  it is Clarksons policy that a full reason for
  the trip or expenditure should be entered in this
  field.
• Reference Put the Travel Authorization number
  in this field.

71
Step 3 Enter CA Line Information

• The Details grid is where you enter your detailed
  request. The grid has multiple fields for the
  pieces of information needed the required fields
  are marked with an asterisk ().
• Source Select Clarkson Payment the Adjustment
  Advance is used only by the PrePay Reviewer(s).
• Description Enter a description.
• Amount Enter the amount requested.
• Apply Tax Not applicable at Clarkson.
• You can add more lines if desired, but since you
  cannot change any of the accounting distribution
  information, there is no need.

72
Step 4 Save for Later
There is no requirement to attach any documents
to a Cash Advance, so Save for Later is only
needed to save your work in progress, This is a
good way to prevent losing work in case of a
power outage, or if you step away and your
computer times out. Up until the CA is
submitted for approvals, you can save it and go
back later to complete it or make other changes.
73
Step 5 Submit for Approval
Click the Submit button. A Save Confirmation
page will be displayed. Confirm the totals
shown, and click the OK button to finish. Your
CA will be routed to the appropriate
approvers. Please note that once youve
submitted your CA, you will not be able to make
changes unless the expense report is sent back
by an approver.
74
Module 9

• UPDATING A CASH ADVANCE

Return to Module Map
74
75
Modifying Cash Advances

• There are only two points at which you can update
  a Cash Advance
• First, before the CA has been submitted for
  approval. If a CA has been saved (but not
  submitted), you can update it.
• Second, after the CA has been submitted, and then
  subsequently sent back by an approver. If a CA
  is sent back, the approver is required to add a
  comment, to provide you with further
  instructions.
• Cash Advances that are in the approval workflow
  process cannot be updated by the employee. If
  you become aware of a problem with your CA and
  need to update it, contact the appropriate
  approver and ask that he/she send back the CA.
  You can then take action.

76
Modifying Cash Advances - Navigation
Navigate to the Modify Cash Advance page
77
Modifying Cash Advances - Navigation
The default Search By parameter is Advance ID.
You can search by that, if you know the Advance
ID, or choose another parameter for the
search. Alternately, if you leave the field
blank and click Search, the system will list all
CAs that are eligible to be modified. Remember,
you can only update CAs that havent been
submitted yet, or have been submitted and then
sent back by an approver. If you have only one
eligible CA, the system will open it
automatically otherwise, the system will list
the CAs, and you can select the appropriate one
by clicking the Advance ID hyperlink.
78
Modifying a Cash Advance
If you are modifying a Cash Advance that has been
sent back by an approver, you will see a page
like the one shown here. At the top of the page,
in red, you will see Sent Back for Revision and
a hyperlink with the approvers Comment (click
the hyperlink to see the rest of the comment, if
necessary). Take the action noted in the
comment. If the CA has never been submitted, you
will not see the text and hyperlink in red, nor
the Action History at the bottom of the
page. You can perform any action on the CA that
you could do while creating it add or delete
lines, change amounts, etc. Similar to new CAs,
you can also Save for Later. When finished, be
sure to click the Submit button.
TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
78
79
Module 10

• DELETING A CASH ADVANCE

Return to Module Map
79
80
Deleting Cash Advances Overview

• Sometimes a Cash Advance needs to be deleted from
  the system.
• A Cash Advance can only be deleted provided it is
  not paid, selected for payment, fully approved,
  or in the approvals process. Basically, in order
  to delete a CA it has to either have never been
  submitted for approvals, or it has been
  submitted, but an approver has sent it back to
  the employee.
• Be careful when deleting a CA the delete action
  is permanent, and the Cash Advance cannot be
  rescued if deleted in error.

81
Deleting Cash Advances - Navigation
Navigate to the Delete Cash Advance page
82
Deleting Cash Advances
For most employees, once you click the Delete
hyperlink, any CAs that can be deleted are
listed. Check the Select box for the CA(s)
that you wish to Delete, and then click the
Delete Selected Advance(s) button.
The Delete Confirmation will be displayed. Click
OK.
83
Deleting Cash Advances
If you are also an Authorized User (proxy) for
another person, you will see the page shown here
instead. Your employee ID will default into
the Empl ID field. If you are deleting a Cash
Advance for yourself, click Search, and any CAs
of yours that are eligible to be deleted will be
listed, as on the previous slide. If you are
deleting a CA for another person, click the
magnifying glass icon to display a Look Up page.
Select the correct employee by clicking the
hyperlink for his/her Employee ID. You can then
click Search to list any CAs eligible for
deletion. In either case, follow the
instructions on the previous slide to delete the
CA(s) desired.
84
Module 11

• VIEWING CASH ADVANCE STATUS

Return to Module Map
84
85
Viewing Cash Advance Status Overview

• Once you have submitted a Cash Advance for
  approvals, you may want to follow its progress
  through workflow, or view the details of the CA.
• The View Cash Advance pages will allow you to see
  where your CA is in the approval process, what
  approver(s) have completed their review, what
  actions have been taken (approved, sent back),
  and any comments that were added.
• You can also view any information entered on your
  CA, such as the header information, or line
  information. You cannot make changes, but you
  can view all details.

86
Cash Advance Status - Navigation
Navigate to the View Cash Advance page
87
Cash Advance Status - Navigation
Select a Search By parameter (Advance ID is the
default), enter the appropriate information, and
click Search. Alternately, you can just hit
search, and the system will display the CAs to
view, as shown at the right. Click on theAdvance
ID hyperlink to select a CA to view.
88
View Cash Advance Approvals
The main reasons that people view their CAs is to
see where they are in the approvals process. In
this screen print, you can see that the View page
is structured like the Create page. You can
navigate through it just like that page, and all
the tabs, icons and hyperlinks are the same. The
main difference is the addition of two sections
at the bottom Pending Actions and Action
History, which are covered in more detail on the
following slides.
TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
89
View Cash Advance Pending Actions
The Pending Actions section displays exactly
where a Cash Advance is in the Approvals process.
In this case, you can see that CA is at the
PrePay Approver stage, and after that stage, it
will be fully approved. Once the CA is fully
approved, this section will no longer be visible.
As an FYI, Cash Advances under 10,000 are
only approved by the PrePay Auditor. Advances
over 10,000 have an additional approver. There
is only one approver (generally) because CAs will
be associated to a Travel Authorization via a
modification to the system. Please note that
there may be multiple approvers at each stage.
Because of this, in the Name column the system
does not display specific approvers names and
shows only the word Pooled, as shown at the
PrePay Approver stage above. To see what
approvers are in the pool for the current stage
of approvals, run the query CU_EX_PENDING_CA_APPRO
VERS.
90
View Cash Advance Action History
The Action History section displays exactly what
actions have been taken on the CA so far. As
each approval step is completed, a row will be
added to this grid, and eventually you will see
all stages completed.
91
Module 12

• CREATING AN EXPENSE REPORT

Return to Module Map
91
92
Creating Expense Reports Process Overview

• There are essentially three steps to creating an
  Expense Report
• entering general travel and expense information
  (the header information),
• entering the detailed expense line (s),
• attaching receipts.
• The detailed expense lines are entered for
  various types of expenses, such as airfare,
  lodging, meals, and mileage. Each line will
  require you to enter the date the expense was
  incurred and an amount (or number of miles if a
  mileage expense type is used). You may also need
  to enter a description, the name of the merchant,
  the currency (if other than your base currency)
  and other information as required. If the item
  was purchased on your One Card, then you will be
  able to pull all this information from your My
  Wallet functionality. For Per Diems, you will
  need to indicate your location, and also if any
  meals were not taken.
• Expense reports will also require receipts to be
  attached to the online document. You must obtain
  and submit receipts for all expenses over 75.
  Documents must be scanned into an electronic file
  and then attached to the expense report. The
  scanned and attached receipts are then available
  for review by Expense Report Approvers,
  accountants and managers as needed.

93
Creating Expense Reports Process Flow
The basic process for creating an Expense Report
is shown. The following slides will demonstrate
each step in detail.
93
94
Creating Expense Reports- Navigation
Navigate to the Create Expense Report page
95
Step 1 Begin New Expense Report
For most employees, once you click the Create
hyperlink, this Create Expense Report page will
be displayed.
96
Step 1 Begin New Expense Report
If you are also an Authorized User (proxy) for
another person, you will see the page shown here
instead. Your employee ID will default into
the Empl ID field. If you are creating an
Expense Report for yourself, click Add and
continue to the Create Expense Report page shown
on the next slide. If you are creating an
Expense Report for another person, click the
magnifying glass icon to display a Look Up page.
Select the correct employee by clicking the
hyperlink for his/her Employee ID. You can then
click the Add button to open the Create Expense
Report page.
97
Step 1 Begin New Expense Report

• The Create Expense Report page is your home
  base for all fields that must be completed.
• There is a User Defaults hyperlink available that
  opens your User Profile on the User Defaults
  page.
• Also, you can use the Quick Start option to
  choose an entry method
• Blank Report lets you start with a blank
  report. If you updated your User Defaults
  (Appendix A), those defaults would appear.
• Template lets you start with a User Template
  (Appendix B).
• Travel Authorization if you have an approved
  TA, you could start with it, but if you have any
  One Card transactions, dont.
• Existing Report lets you copy an existing
  expense report, which you can then update as
  needed.
• Entries from My Wallet if you used the
  Universitys One Card, you can select this option
  to pull in the transactions.

TIP As soon as you reach this page for the first
time, save it as a Favorite. It will save time
the next time you access the page!
98
Step 1 Begin New Expense Report-Continued

• Which is the best Start Option? That depends on
  your personal preferences, to some extent.
• The Blank Report option lets you start with a
  blank report, and if you updated your User
  Defaults (Appendix A), those defaults would
  appear. You can choose to associate a Travel
  Authorization and/or select credit card
  transactions as part of expense report creation,
  if appropriate. This can be a good option if you
  have a bunch of out-of-pocket transactions, also.
• The Template option lets you start with a User
  Template, but if you have credit card
  transactions, this option isnt helpful because
  the rows on your template wont interact with
  your credit card transactions.
• The Travel Authorization option lets you use an
  approved TA (if one exists) as a start. However,
  if you have an approved TA and credit card
  transactions, you must choose one or the other,
  or you could have multiple rows for the same
  item. For example, a row for airfare created
  from the TA, and a row for the same airfare
  created from the credit card transaction.
• The Existing Report option lets you copy an
  existing expense report, which you can then
  update as needed. Similarly to the Template
  option, rows from an existing ER dont interact
  with new credit card transactions, so this isnt
  a good choice if most of your transactions are
  credit card ones.
• The Entries from My Wallet option is a good
  choice if most of your transactions are on the
  One Card.
• For the purpose of this course, start with
  Entries from My Wallet. After go-live, if you
  have no credit card transactions, start with Step
  3, and continue from Step 5.

99
Step 2a Add Card Charges from My Wallet

• All of your pending card charges will be shown,
  with the following information
• Date The date the expense was incurred.
• Expense Type The system will select an Expense
  Type based on the Merchant Category Code that the
  merchant supplies. This may or may not be
  correct, so be sure to verify the selected
  Expense Type. See Step 2b if the Expense Type
  assigned is NOT correct at all, if the expense is
  a personal one, or if the expense is a meal that
  comes within your Per Diem for the day.
• Merchant The Merchant name as supplied on the
  credit card file.
• Amount and Currency Code The amount in US
  Dollars, even if you incurred the expense in a
  foreign currency.
• Personal Expense As of 4/30/13, this checkbox
  does not work the way it should it should be
  grayed out and unavailable for use.
  PeopleSoft is aware of the issue, and is working
  on a solution. For now, ignore this box.
• Check the Select box(es) for the charges that
  related to the current expense report.
• Click Done to proceed.

100
Step 2b Correcting Expense Type

• If the Expense Type selected by the system is not
  correct, you must correct it in My Wallet. This
  can be caused by any one of several issues
• The system assigns the Expense Type based on the
  code on the credit card transaction. It is
  impossible to perfectly map all the codes to
  Expense Types in the system, so sometimes you
  must select a different Expense Type.
• The item may have been a Personal expense, and is
  not reimbursable by Clarkson.
• The item is a meal that you paid for on the One
  Card, but is not reimbursable to you because you
  are taking a Per Diem for the day.
• Please note that Personal expenses may appear as
  either an individual charge, as part of a larger
  purchase (where most of the purchased items are
  business-related, but one or more are Personal),
  or as part of a hotel charge (such as a movie on
  your hotel bill).

101
Step 2b Correcting Expense Type (cont)

• How you correct an expense type varies depending
  on how the charge reaches your My Wallet
• If it is an individual line that is wrong, you
  will correct it from the My Wallet functionality
  essentially just changing the incorrect code to
  the correct code.
• If the item is a Personal expense, or is a meal
  charged to the One Card on a Per Diem day, you
  will correct this within the My Wallet
  functionality as well.
• Individual charges that need to split into
  multiple expense lines (so that you can have more
  than one Expense Type for a single purchase), or
  Personal items charged to a hotel bill, will be
  addressed on Steps 4e and 4i, respectively.

102
Step 2b Correcting Expense Type (cont)

• In this example, there is a Miscellaneous charge
  for 73.38 at ExxonMobil (at right). This charge
  is actually for fuel for a rental car, and needs
  to be corrected.
• Click the Expense Type hyperlink (Miscellaneous)

103
Step 2b Correcting Expense Type (cont)
The My Wallet Detail page will be displayed.
Select the correct Expense Type from the drop
down list in this example, Rental Car and Fuel
Costs. Click the Return to My Wallet hyperlink
in the lower left.
104
Step 2b Correcting Expense Type (cont)
Note that the Expense Type is now
correct. Follow the same steps to mark an
individual charge as Personal, by selecting the
Personal Charge expense type. Please remember
that there is a bug in the system, and the
Personal Expense checkboxes do not work
correctly. PeopleSoft is working on a fix.
105
Step 2c Add Card Charges from My Wallet
Once you have corrected any rows with incorrect
Expense Types, select the charges applicable to
the current Expense Report by checking the Select
checkbox(es) on the left. Click Done to proceed.
106
Step 3a Enter Header Information

• No matter which method you use to start your
  expense report, you must either enter Header
  information, or update the default values. The
  expense report header is also known as the
  General Information section. Here is where you
  enter information about the trip and set the
  default accounting information. Fields marked
  with an asterisk () are required.
• Description Enter a descriptive reason for the
  trip.
• Business Purpose Select the best choice from
  the drop down menu.
• Default Location Select the primary location
  of your trip. You can override this on
  individual expense report lines if necessary.
• Comment This is not a PeopleSoft required
  field however, Clarkson policy is that if you
  choose Other as the Business Purpose, you
  should put a comment in this field. This field
  can also be used to include any additional
  information that would be helpful for managers or
  approvers
• Reference Not required at Clarkson for Expense
  Reports
• Lastly, click the Accounting Defaults hyperlink.

107
Step 3b Header Information-Accounting Default
Note that the Accounting Defaults specified here
will be applicable for each expense report line
added. They are grayed out, and cannot be
updated individually. You can, however, select a
SpeedChart, which will update the chartfields as
appropriate. You can also choose to split your
expenses among two or more accounting lines. For
example, if a trip should be charged 50 to one
SpeedChart and 50 to another, click the Add
ChartField Line button to insert more lines. In
the column of the grid, identify what
percentage of the expense should be charged to
each accounting combination. The total of all
lines must equal 100. Click the OK button to
continue.
108
Step 4a Update Credit Card Lines - Overview

• Once the card charges are pulled into the expense
  report, you will need to review each line and
  make changes as needed. Common changes needed
  are shown on the next several slides.
• Overview tab
• Expense Type The system applies the expense
  type when the credit card file is loaded. It is
  based on the MCC code supplied by the merchant,
  which may not always adequately describe the
  expense. For example, you might purchase food at
  a gas station. In that case, the MCC code for
  that merchant would indicate Gas, although that
  wouldnt be the best Expense Type for the
  expenditure. Please Note You cannot change the
  Expense Type for a Credit Card transaction at
  this point you must make the change in My
  Wallet.
• Billing Type You will need to select a Billing
  Type, as it cannot be obtained from the credit
  card transaction. If you use the Personal
  Expense Expense Type, then the Billing Type
  should be Internal.
• To review the accounting entries for a line,
  click the Accounting Detail icon.

109
Step 4b Update Credit Card Lines Accounting
Details
The system will display the accounting defaults
that you entered/updated in step 3b. Note that
all fields are grayed out except for GL
Account, which can be overridden here if
required. To make any other change, you will
need to select the appropriate SpeedChart. Also,
you can add more lines to split the expense
further, or delete lines. Changes here are not
carried to other lines or back to the defaults
they are only applicable for the individual line
that you have updated. Note that if you know
your accounting defaults from step 3b will be
applicable for a line, you can skip this step
i.e., you dont need to click this icon for every
line if you know that your defaults are
good. Click OK to continue.
110
Step 4c Update Credit Card Lines - Attendees
The system will display the Attendees icon
if the Expense Type requires them to be listed
(such as meals and entertainment expenses).
Click the icon to display the page.
111
Step 4c Update Credit Card Lines - Attendees
The system will display your name and Clarkson
University on the first row. Use the Add or
Remove icons on the right to add or delete any
attendees. Neither Company nor Title are
required. Additionally, if you purchased the
meal, but not attend or participate, you can list
the actual Attendees and remove yourself.
112
Step 4d Update Credit Card Lines - Detail

• Detail tab
• Description You will need to enter a
  description for most expenses. Notable
  exceptions are Lodging and Per Diem.
• Non-Reimb This functionality is not currently
  working, and has been reported to PeopleSoft.
  For now, this box will be grayed out on your
  expense reports.
• No Receipt If you dont have a receipt for the
  item, and it is over 75, check this box. After
  checking for errors, or at Save or Submit, you
  will be prompted to enter a reason for the
  missing receipt.
• Split Receipt If a single charge contains items
  that should be charged to different Expense
  Types, then click the Split Receipt icon
  to the right of the applicable line.

113
Step 4e Update Credit Card Lines Split Receipt
A single receipt can contain multiple items that
require more than one expense report line. In
this example, there is a single charge from
Enterprise Rental Car, but it needs to be split
between Rental Car and Tolls. Once you have
clicked the Split Receipt icon, this page will be
displayed. The original charge amount and
Expense Type will be the lone row in the Current
Expenses on Receipt section on the right. To
split this receipt, select an Expense Type from
the list and click the Split button. For this
example, we will pick Parking and Tolls. NOTE
A single receipt can also contain Personal
charges mixed with business charges. Indicate
the Personal charges by choosing the Personal
Charges (reimburse CU) Expense Type.
114
Step 4e Update Credit Card Lines Split Receipt

• A second row will have been added to the Current
  Expenses on Receipt section. Feel free to repeat
  that step to add more rows if needed.
• To update any of the new rows, click on its
  Expense Type hyperlink.

115
Step 4e Update Credit Card Lines Split Receipt

• Enter the Amount Spent and click the Update
  button. The system will reduce the value of the
  original receipt row as well as the totals.
• If you added more than one new row, update each
  as appropriate.
• Click the Done button when finished and ready to
  proceed.

116
Step 4e Update Credit Card Lines Split Receipt

• Note that when the system returns to the Details
  grid, the single receipt has been split into two
  (or more) rows.

117
Step 4f Update Credit Card Lines - Location

• Location tab
• Location For One Card charges, the system will
  import the Location, but it will not display
  here.

118
Step 4g Update Credit Card Lines - Merchant

• Merchant tab
• Non-Preferred Merchant The Merchant from the
  credit card file will be displayed here. The
  field is grayed out, so no changes can be made.

119
Step 4h Update Credit Card Lines Air/Hotel

• Air/Hotel tab
• Ticket Number If the merchant supplies the
  ticket number in the credit card file, it will be
  displayed h