Docstoc

Creating an expense report - University of Derby - Midlands

Document Sample
Creating an expense report - University of Derby - Midlands Powered By Docstoc
					         PeopleSoft Version 9 Upgrade

                Training Manual

Create an Expense Report – Including Car Mileage
               Contents
•   Introduction
•   Expense Type Categories
•   Create Expense Report
•   Create Mileage Expense Report
•   Frequently Asked Questions
                                     Introduction
•   The purpose of this document is to provide guidelines to assist designated employees of the University of Derby
    on the process of creating an Expense Report within PeopleSoft Expenses and refers to the new navigation within
    PeopleSoft Version 9. In addition we have listed some of the frequently asked questions.

•   If you are experiencing problems in creating an Expense Report and cannot find an answer in this document
    please contact the Payroll department on extensions ( 1198, 1021) or alternatively email the Payroll department at
    finance-payroll@derby.ac.uk
             Expense Type Categories
                                     Ref Finance Regulations for Limits
•   Accommodation Overseas – Should not be claimed through Expenses. Accommodation should be made through the University’s preferred supplier
•   Accommodation – UK (London) - Should not be claimed through Expenses. Accommodation should be made through the University’s preferred supplier
•   Accommodation – UK (Other) - Should not be claimed through Expenses. Accommodation should be made through the University’s preferred supplier.
•   Airfare Domestic – Should not be claimed through Expenses. Airfare should be made using the purchasing procedure and booked through the preferred
    supplier.
•   Airfare Overseas – Should not be claimed through Expenses. Airfare should be made using the purchasing procedure and booked through the
    preferred supplier.
•   Breakfast Overseas – Breakfast outside UK & Ireland.
•   Breakfast UK – Breakfast within UK & Ireland.
•   Car Parking – Car parking charges.
•   Dinner Overseas – Dinner outside UK & Ireland.
•   Dinner UK – Dinner within UK & Ireland.
•   Fuel – Fuel costs incurred due to Hire vehicles or if no fuel voucher provided in Pool Car. Approval needed prior to purchasing fuel from James Brown.
•   Hospitality – Claims for necessary hospitality expenses for visitors of the University.
•   Laundry Overseas – Cleaning of clothes/laundry outside the UK & Ireland.
•   Laundry UK – Cleaning of clothes/laundry within the UK & Ireland.
•   Lunch Overseas – Lunch outside the UK & Ireland.
•   Lunch UK – Lunch within the UK & Ireland.
•   Mileage – Mileage claims for using own vehicle.
•   Non-Travel/Subsistence expenses – These are Purchase Ledger items, please refer to. Purchase Ledger for this type of claim.
•   Other Travel Overseas – Bus journeys, Toll charges outside the UK & Ireland.
•   Other Travel UK – Bus journeys. Toll charges within the UK & Ireland.
•   Photocopying – Photocopying charges incurred.
•   Postage – Postage charges incurred.
•   Rail Travel Overseas – Train, Tram, Metro etc outside the UK & Ireland.
•   Rail Travel UK – Train, Tram, Underground etc within the UK & Ireland.
•   Subscriptions – Subscriptions to Professional Associations and Organisations.
•   Taxi Overseas – Taxi charges outside the UK & Ireland.
•   Taxi UK – Taxi charges within the UK & Ireland.
•   Telephones – Internet charges, telephone call charges.
•   Visa (Travel) – Visa requirement for entry to foreign countries.
      Create Expense Report
•   Main PeopleSoft log on page
•   Enter user name
•   Enter password
•   Click sign in
•   See following screen
Create Expense Report
      Create Expense Report
•   Select Employee Self Service
•   Select Travel and Expense Centre
•   Select Expense Report
•   Select Create
•   This will take you through the following
    screens
Create Expense Report
Create Expense Report
Create Expense Report
Create Expense Report
Create Expense Report
           Create Expense Report
•   You must complete all boxes marked with a *
•   Description: Enter a short description of the type of expenses you are
    claiming
•   Business Purpose: Use the drop down button to select the purpose of your
    claim
•   Comment: (Optional) Additional information to support your expense claim
    can be entered in the comment box if required
•   Reference: (Optional) A reference comment can be entered if required
•   At this point if the Accounting Default needs to be changed, this should be
    completed before any expense types are entered
•   Details Section (Overview): Use the drop down button to select the
    Expense Type your are claiming. Enter the Expense Date, Amount Spent
    (do not complete for Mileage Claim), Payment Type & billing type
•   Once all these details have been entered you will have the following screen
Create Expense Report
            Create Expense Report
•   Click on detail at the right hand side of each expense type
•   Enter in the description box the business purpose and the details of the
    expense. Provide as much information as possible in order to validate your
    expense claim and to avoid any possible delays for payment when audited
    by the Pre-Pay Auditor
•   All boxes marked with a * must be complete
•   Note the expense detail screen for each expense type will differ depending
    on the Expense Type being claimed
•   Once all details have been entered click on Check Expense for Errors to
    verify if there is an error, if there are any errors at this point any error will be
    hi-lighted in red and will require to be corrected before the submission of the
    expense claim can be completed
•   Once all these details have been entered you will have the following screen
•   Once this has been completed click on Return to Expense Report to
    return to the main page
Create Expense Report
Create Expense Report
           Create Expense Report
•   Click on Submit
•   Review the declaration and by clicking Accept (Accept and Submit for
    Approval) will submit your expense report or Decline (Decline and return)
    will return you to your expense report
•   Click OK to submit
•   When completing this you will see the following screens
Create Expense Report
Create Expense Report
Create Expense Report
Create Mileage Expense Report
•   Main PeopleSoft log on page
•   Enter user name
•   Enter password
•   Click sign in
•   See following screen
Create Mileage Expense Report
Create Mileage Expense Report
•   Select Employee Self Service
•   Select Travel and Expense Centre
•   Select Expense Report
•   Select Create
•   This will take you through the following
    screens
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
•   You must complete all boxes marked with a *
•   Description: Enter a short description of the type of expenses you are
    claiming
•   Business Purpose: Use the drop down button to select the purpose of your
    claim
•   Comment: (Optional) Additional information to support your expense claim
    can be entered in the comment box if required
•   Reference: (Optional) A reference comment can be entered if required
•   At this point if the Accounting Default needs to be changed, this should be
    completed before any expense types are entered
•   Details Section (Overview): Use the drop down button to select the
    Expense Type Mileage. Enter the Expense Date, Do not complete Amount
    Spent for Mileage Claim – leave box empty, Payment Type (Choose Not
    Applicable) & choose billing type
•   Once all these details have been entered you will have the following screen
Create Mileage Expense Report
            Create Expense Report
•   Click on detail at the right hand side of each expense type
•   Enter in the description box the business purpose and the details of the
    expense. Provide as much information as possible in order to validate your
    expense claim and to avoid any possible delays for payment when audited
    by the Pre-Pay Auditor. If possible provide post codes for the journeys you
    have made
•   All boxes marked with a * must be complete
•   Miles: Enter the exact amount of miles to be claimed and click on the Calc
    Mileage button and the Amount Spent will automatically be calculated
•   Once all details have been entered click on Check Expense for Errors to
    verify if there is an error, if there are any errors at this point any error will be
    hi-lighted in red and will require to be corrected before the submission of the
    expense claim can be completed
•   Once all these details have been entered you will have the following screen
•   Once this has been completed click on Return to Expense Report to
    return to the main page
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
•   Click on Submit
•   Review the declaration and by clicking Accept (Accept and Submit for Approval) will submit your expense report
    or Decline (Decline and return) will return you to your expense report
•   Click OK to submit
•   When completing this you will see the following screens
Create Mileage Expense Report
Create Mileage Expense Report
Create Mileage Expense Report
         Frequently Asked Questions
Q1.   I have attempted to submit a report but received the message Warning – The Expense Accounting Date YYYY-MM-DD, the open
      period for DERBY is from YYYY-MM-DD TO YYYY-MM-DD. What does this mean?

      Answer

      On the first working day of each month the Finance Department have to change the PeopleSoft software to the current month and
      therefore for a short period of time Expense Users will not be able to submit expense reports. To enable you to not lose the expense
      report entry that you have created click on Save for Later. Each month the Finance Department notify by email to all staff when the
      system is not available in advance and also when the system is available again. The length of time the system is unavailable is normally
      less than a day. If there is expected to be a longer delay the Finance Team will
      notify all staff.

Q2.   I have submitted a report and would like to view the status of my expense report. How can I do this?

      Answer

      To view a claim in Employee Self Service

      Click on Employee Self Service
      Click on Travel and Expense Centre
      Click on Expense Reports
      Click on View
      Click on the Search button
      Following clicking on Search a history of all expense report pending,
      submitted, paid and denied will be displayed.
         Frequently Asked Questions
Q3.   I wish to change the accounting details to which my expenses have been allocated. How can I do this?

      Answer

      On the expense claim click on Accounting Detail, this will show the normal accounting code, this should be done at the beginning of creating
      your expense report before any expense entries have been made. You will be directed to a screen which will give you the opportunity to
      change the Dept ID, Income Stream, Project Code or Account Code. Once you have changed the accounting detail click OK and click on the
      Return to Expense Report.

      To amend an individual line from the report click on the expense line you wish to amend and click on Update Accounting Detail. You will be
      directed to a screen which will give you the opportunity to change the Dept ID, Income Stream, Project Code or Account Code. Once you
      have changed the accounting detail click on OK and click on the Return to Expense Report.

Q4.   I have created an expense report with many lines but I need to delete one of the lines. How do I delete individual or multiple
      expense lines?

      Answer

      If the expense report has not been submitted select  the line and click on the delete selected button which will delete the line from the
      report

Q5.   I have had an expense report sent back for revision. How do I amend my report?

      Answer

      To amend an expense report in Employee Self Service

      Click on Employee Self Service
      Click on Travel and Expense Centre
      Click on Expense Reports
      Click on Modify
      Click on the Search button
      Following clicking on Search a history of all expense reports pending will be displayed. Review the comments that have been provided and
      make the necessary adjustments required, then click submit.
        Frequently Asked Questions
Q6.   I have created a duplicate expense report. How do I delete a report?

      Answer

      To delete an expense report in Employee Self Service

      Click on Employee Self Service
      Click on Travel and Expense Centre
      Click on Expense Reports
      Click on Delete (you may have to click on 2 more to see this option)

      Following clicking on Search a history of all expense reports pending,
      will be displayed. Select  report to delete. A prompt to type a comment for the reason the report is being deleted will need to be
      completed in order for the deletion to take place and a further second entry is required to successfully confirm the deletion of the report.

Q7.   I have tried to submit my expense report and I have a red flag next to the expense line or multiple expense lines. What does this
      mean?

      Answer

      There are errors on your expense report and these need rectifying before your Expense report can be successfully submitted. Possible
      causes could be:-

      Report Header has not been completed in full
      Accounting Detail is inaccurate or incomplete within the expense Detail
      Expense Date has not been entered
      Expense Amount has not been entered
      Payment Type has not been selected
      Billing Type has not been selected
      Destination Location has not been entered
      Description has not been entered
       No receipt has been selected, ensure No Receipt comment box has been completed with a reason for no receipt being obtained
      Error stating Limit Exceeded for expense type, ensure Location Amount comment box has been completed with a reason for the limit
      being exceeded
      Click check expense for errors until all red flags have been cleared after all entries have been corrected with the necessary information
      required. Once all flags have been cleared click submit
         Frequently Asked Questions
Q8.   I have many expense lines to enter on my expense claim. Can I save the report and return to it at a later date?

      Answer

      Click on save for later and make a note of the expense report id number that has been allocated to your expense report
      To return to your expense report at a later date you will need to modify your report in Employee Self Service
      Click on Employee Self Service
      Click on Travel and Expense Centre
      Click on Expense Reports
      Click on Modify
      Enter in the search box your expense report id number
      Click on the Search button

      You can add further lines by clicking OK where the option Add: New Expense is. You can either save for later and return at a later date
      or if you have completed the report in full and no further entries are to be made click submit

Q9.   My expense claim status states STAGED. What does this mean?

      Answer

      Expense status STAGED means that your payment has been processed for payment and is currently being moved through the expenses
      system and the status will change to PAID shortly

Q10. My expense has been denied incorrectly. Can I amend a denied expense claim?

      Answer

      Once a claim is denied it can not be paid. The deny button should only have been used if the intention is to disallow the entire claim.
      If unfortunately a claim has been denied in error a new report will have to be created in order for you to be reimbursed the expenses
      incurred.

				
DOCUMENT INFO