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Travel and Expenses User Manual 9.2

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1. Save for Later Create A Cash Advance Project Summary View Printable Version Return to Travel Authorizations Revised 10 20 2015 Version 3 14 FLORIDA INTERNATIONAL UNIVERSITY 20 Click OK Travel amp Expenses User Manual 9 2 Save Confirmation Create Travel Authorization Submit Confirmation Roary Panther Authorization ID 0000086951 Travel Authorization Totals Total 200 00 USD d Click OK to submit or click Cancel to return to the travel authorization without submitting OK Cancel 15 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Viewing and Modifying Travel Authorizations Travel amp Expenses User Manual 9 2 Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorization gt Create Modify Click Find an Existing Value tab Fill in the TA in the field begins with Click Search Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Create Modify ee o E Travel Authorization Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Add a New Value Search Criteria Search by Authorization ID begins wit Limit the number of results to up to 300 300 Search dvanced Search Find an Existing Value Add a New Value 5 You can review the TA or make modifications if neces
2. Budget Status Valid Budget Options Approve Hold Save Changes Return to Approval List Previous in List 56 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 4 Click OK Travel amp Expenses User Manual 9 2 Save Confirmation Approve Travel Authorization Submit Confirmation Patty Gold Travel Authorization Totals Authorization ID 0000089148 Total 600 00 USD Authorized Pd This report will be sent back for revision Lo cancer Favorites j mam menu gt irava ana EXPENSES gt Approve iransacuons gt Approve iransactions gt Approve Iravel Autnorzations Approve Travel Authorization Travel Authorization Summary Patty Gold User Defaults General Information Description FIU Meeting Authorization ID 0000089148 Business Purpose Meeting Comment FIU Meeting Status Pending Date From 10 20 2014 To 10 22 2014 Updated on 11 18 2014 By 0101487 3 23 10PM Attachments Accounting Defaults MoreOptions GO You can deny individual expenses and still approve or send back the overall report Personalize Find El 10 21 2014 10 22 2014 Total 600 00 USD Less Non Approved 0 00 USD Total Authorized 600 00 USD Action History Personalize Find Date Time 10 17 2014 11 46 33AM 10 17 2014 12 06 48PM 57 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Sending Back Expense Reports Tra
3. Save Changes l Previous in List Save Confirmation Approve Expense Report Submit Confirmation Roary Panther Report ID 0000288953 Employee Expenses 1 Line 220 00 USD Due Employee 220 00 USD Non Reimbursable Expenses 0 00 USD Due Supplier 0 00 USD Prepaid Expenses 0 00 USD Definition of Totals Employee Credits 0 00 USD Supplier Credits 0 00 USD Cash Advances Applied 0 00 USD f This report will be approved OK f Cancel 61 FLORIDA INTERNATIONAL UNIVERSITY Approving Sending Back Cash Advances Travel amp Expenses User Manual 9 2 1 Main Menu gt Manager Self Service gt Travel amp Expense Center gt Approve Transactions 2 Click on the Cash Advance ID link in order to review Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Errors gt Search Pending Transactions amp gt Change Sort Order 7 Transactions to Approve Personalize View All Ta E TEL 1 2 of 2 amp Last Transaction Type Total Unit Name Employee ID Description Transaction ID eens Status Role Cash Advance 200 00 USD Panther Roary 1111111 Dreamweaver Training 0000004713 10 07 2014 Submitted for Approval HR Supervisor Travel Authorization 550 00 USD Panther Roary 1111111 Training 0000089143 10 09 2014 Submitted for Approval HR Supervisor Refresh List Return to Ap
4. 69 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Another way to view Budget Exception on a Travel Authorization 1 Main Menu gt Travel and Expenses gt Manage Accounting gt Travel Auth Budget Exceptions 2 Enter your Travel Authorization ID 3 Click Search button Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Travel Auth Budget Exceptions Travel Auth Exceptions Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Commitment Control Tran ID begins with v Process Instance Process Status Limit the number of results to up to 300 300 Clear Basic Search Ey Save Search Criteria 4 The Exception Type will display the status The Error message will display in the Budgets with exceptions section Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Travel Auth Budget Exceptions Travel Authorize Exceptions Line Exceptions Exception Type Error v Travel Authorization ID 0000088121 Override Transaction More Budgets Exist Advanced Budget Criteria Exception Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Tolerance Exceeds Budget Toleranc
5. P Created Created B Workflow Qu File 35 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 14 List all the expenses then Click Save for Later link Travel amp Expenses User Manual 9 2 v An Expense Report ID has been populated amp status changes to Pending v Ifyou any errors you will be prompted with red flags on the lines with errors 15 Click on the red flag amp it will route you to the error Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify g New Window Modify Expense Report Save for Later Home Summary and Submit 1111111 Roary Panther Actions Choose an Action v GO Business Purpose Training v Penort 0000200057 Danding Report Description Dreamweaver Default Location Fiorida Miami Reference a Expenses 7 ImageNow Expand All Collapse All Add My Wallet 0 4 Quick Fill maneNow Attach Receipts biel 0 00 USD Date Expense Type Description Payment Type Amount Currency 10 07 2014 x Domestic Mileage v Dreamweaver Training AZ Outof Pocket v 0 00 USD w Billing Type FIU Expen Default Rate Exchange Rate 100000000 Originating Location is 2 Non Reimbursable Reimbursement Amt 0 00 USD Destination Location T 2 E No Receipt Miles x 0 4450 Accounting Details 2 Chartfields EE Amount GL Unit Pm og Account Alt Acct D
6. Submit Expense Report button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify P A New Window 2 Help zA Personalize Pag Modify Expense Report Save for Later qj Expense Details Actions Choose an Action v GO Business Purpose Training v Report 0000288959 Pending Description Training Created 10 10 2014 Gloria Guzman Reference Last Updated 10 10 2014 Gloria Guzman Totals 2 View Printable Version fq View Analytics Notes ImageNow Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report 10 Click OK to confirm submission Expense Report Submit Confirm x 7 Help a Expense Report Save Confirmation Totals Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD cn Revised 10 20 2015 Version 3 43 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 11 The expense report has been submitted Now yo
7. Travel amp Expenses User Manual 9 2 A department may reimburse Travel and Expenses for Non Employees such visitors candidates and other Non University Personnel A Reimbursement of Travel and Expenses for Non Employees form must be completed The form can be found in the Office of the Controller s website and must be included with the supporting documentation of the expense report htto finance fiu edu controller Docs ReimTravExo4NonEmpl pdf FLORIDA Travel Auth Po P uNiversiry Expense Report OOO UNIVERSITY a el Reimbursement of Travel Expenses for Non Employees Use this form for Visitors Candidates and other Non University Personnel Date PID Vendor ID Fo Payee Name Departmental Information Required Activity Nbr Fund Site Program Dept Proj ID fe Fund Site E Program PC Busi Unit Activity Notes You may use the following PeopleSoft Query to assist you in identifying the correct field combinations for the selected department or project FIU GL ACT PROJ LOOKUP Non resident alien payments require prior approval from the Controller s Office Tax compliance section Do not complete this form as compensation for an employee for work performed You must contact the Payroll Office for further instructions For Contracts amp Grants Project ID s you must also populate the Organizational Department ID Org Dept ID field above Revised 10 20 2015 Versi
8. 28 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 5 Click OK Travel amp Expenses User Manual 9 2 Expense Report Submit Confirm Modify Cash Advance Submit Confirmation Roary Panther Totals Advance Amount 200 00 USD ox cance Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Create Modify View Cash Advance ay Home 1308709 Gloria Guzman Your cash advance 0000004713 has been submitted for approval Business Purpose Training Report 0000004713 Submission in Process Advance Description Dreamweaver Training TAR 123456 Accounting Date 10 07 2014 Post State Not Applied Created 10 07 2014 Roary Panther Last Updated 10 07 2014 Roary Panther ip User Defaults Cash Advance 7 g View Printable Version Benefit to FIU or Project Source Description Amount Currency Apply Tax Accounts Payable Dreamweaver Training 200 00 USD T Advance Amount 200 00 USD I certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance Submitted On 10 07 2014 Submitted By Roary Panther Refresh Approval Status oh Return toSearch Notify 29 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Deleting Cash Advances Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advance gt Delete 2 Search by Employee ID or Name
9. Advance Description Dreamweaver Training TAR 123456 Accounting Date 10 07 2014 Post State Not Applied Created 10 07 2014 Roary Panther Last Updated 10 07 2014 Roary Panther 6 User Defaults Cash Advance g View Printable Version Benefit to FIU or Project Source Description Amount Currency Apply Tax Accounts Payable Dreamweaver Training 100 00 USD Advance Amount 100 00 USD certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance Refresh Approval Status ah Retumto Search Notify 13 You are now able to see approval workflow Approval History PN ce i Submitted HR Supervisor Prepay Auditor Payment Roary Panther Patty Gold Pooled Role Name Action Date Time Employee Panther Roary Submitted 10 07 2014 10 57 59AM lah Retum to Search Notify 24 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 14 If you would like to Withdraw your Cash Advance you can as long as you are the submitter Click Withdraw Cash Advance button When a Cash Advance is withdrawn it goes to Pending status Advance Amount 100 00 USD l certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance Withdraw Cash Advance Submitted On 1007 2014 Submitted By Roary Panther Approval History Role Name Action Date Time Employee Panther Roary Submitte
10. Employee Center m Messages Approvals E3 Leave Balance 5 Click on Financials Approvals Approvals Menu nan ai AnnrovVve Florida International University Powered by PantherSoft 6 The list of all transactions that are pending approval are displayed Approvals Trip to San Juan Puerto Rico 1 575 94 USD gt Sagar Vidya South Miami Project 170 46 USD gt Cosme Miladie South Miami Project Watkins Shebahham June 58 74 USD gt Deborah South Miami Project Conde Claire Maud 39 16 USD gt 73 Revised 10 20 2015 Version 3 FLORIDA FEU skin UNIVERSITY Travel amp Expenses User Manual 9 2 7 If you collapse the Expense Report section you will see all the different transactions types you have to Approvals approve Florida International University Powered by PantherSoft 8 Click the transaction you are going to approve Below is an example of the Expense Report approval screen Patty Panther Report ID 0000251035 Expense Report Report Description Trip to MIA JLS May 11 13 Meeting Business Purpose Report Status Submitted for Approval Default Location Florida Miami Accounting Date 07 01 2012 Created on 06 15 2012 by 1287603 Last Updated on 06 20 2012 by 1287603 Travel Auth ID 0000063642 Budget Status Valid Budget Check Budget Checking completed Report is ready for Approval Posting Expense Line Items Pending
11. Site Fund Program Activity Nbr Gost 1 661 22 1 661 22 1 661 22 1 661 22 1 661 22 1 661 22 1 661 22 1 661 22 7 Personalize Find View All E E Bud Ref Task Previous in List C Nextin List Notify Al fai PC Bus Unit FSR01 FSR01 FSR01 FSR01 FSR01 FSR01 FSR01 FSR01 Project 202701500 202701500 20270150 202701500 202701500 20270150 20270150 202701500 gt 70 FLORIDA INTERNATIONAL UNIVERSITY How to view Budget Exception on an Expense Report Travel amp Expenses User Manual 9 2 1 Main Menu gt Travel and Expenses gt Manage Accounting gt Expense Rpt Budget Exceptions 2 Enter Report ID 3 Click Search button Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Expense Rpt Budget Exceptions Expense Report Exceptions Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Commitment Control Tran ID begins with v Commitment Control Tran Date v Process Status v Limit the number of results to up to 300 300 Clear Basic Search Ey Save Search Criteria 4 The Exception Type will display the status Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Expense Rpt Budget Exceptions Expense Sheet Exceptions Line Exceptions Report ID 0000127013 Exception Type Error
12. 3 FLORIDA INTERNATIONAL UNIVERSITY Commitment Control in Expenses Travel amp Expenses User Manual 9 2 PantherSoft Commitment Control provides a mechanism for organizations to track or control expenditures and Revenues against budget ledgers When approving travel authorizations and expense reports click the Budget Options link to access the Commitment Control page where you initiate the budget checking process Comments Budget Checking is required before the Travel Authorization can be Approved Please click on the Budget Options hyperlink Approve Send Back Hold Save Changes Commitment Control Commitment Control Details Source Transaction Type Travel Authorization Budget Checking Header Status Not Budget Checked Commitment Control Amount Type Encumbrance Override Transaction Budget Check Go to Transaction Exceptions Go To Activity Log ok Cance Commitment Control Commitment Control Details Source Transaction Type Trawel Authorization Budget Checking Header Status Walid Commitment Control Amount Type Encumbrance Commitment Control Tran IO 0002698819 Commitment Control Tran Date 10 09 2014 Override Transaction Budget Check Go to Transaction Exceptions Go To Activity Lo Look cance 68 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Budget Checking Exceptions Travel amp Expenses User Manual 9 2 Budget checking exceptio
13. Actions Note Only budget checked transactions are available for approvals 74 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 9 From this screen you can Approve the transaction Send Back if you do not agree with the charges Hold or Save Changes Action History Comments Approve Send Back Save Changes 10 If the transaction is being sent back you must enter a comment 75 Revised 10 20 2015 Version 3 FLORIDA FIU INTERNATIONAL UNIVERSITY MyFIU Employee Self Service Travel amp Expenses User Manual 9 2 A user can create a Travel Authorization Cash Advance and Expense Report through myFlU edu 1 Click on the Employee tab 2 Main Menu gt Financials Self Service gt Employee Self Service gt Travel and Expenses to contain existing View pages and new Create Modify pages a Travel Authorization gt View Travel Authorization gt Create Modify Travel Auth a Ci Employee Self Service Manager Self Service DO Access Request System Travel and Expenses i Da J C Travel and Expenses rte y My Favori Human Resources Self Servire Campus S Financials Self Service paman nel Ca Worklist Employee Self Service EA ii Tree Manager Cy Manager Self Service i Tree Manaj Reporting Tors ey Access Request System Reporting Ga PeopleToots cy Purchasing PeopleToo Human Resources Adm C Commitment Con
14. Advance Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Create Modify Cash Advance Enter any information you have and click Search Leave fields blank for a list of all values Sk i Add a New Value Search Criteria S ae Limit the number of results to up to 300 300 Find an Existing Value Add a New Value 3 Enter the desired amount information into the Amount field if this is what you would like to modify 4 Select the certification acknowledgement amp Click Submit Favorites Main Menu gt Employee Self Service Travel and Expense Center gt Cash Advances gt Create Modify Modify Cash Advance Save for Later Home 1111111 Roary Panther Business Purpose Training T Report 0000004713 Pending Advance Description Dreamweaver Training TAR 123456 Created 10 07 2014 Roary Panther Last Updated 10 07 2014 Roary Panther rip User Defaults m Import ATM Advances Cash Advance g View Printable Version Benefit to FIU or Project Source Description Amount Cumency Apply Tax Accounts Payable Dreamweaver Training m0 USD Advance Amount 200 00 USD certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance l Approval History Role Hame Action DateTime Employee Fanther Roary Submitted 10 07 2014 10 57 59AM Employee Panther Roary Withdrawn 10 07 2014 11 09 264M
15. Expense Center gt Cash Advance gt Print 2 The TA can be search by any of the criteria listed in the drop down menu Click Search button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Print Cash Advance Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria begins with Search by j AdvanceiD Advance ID Advance Status Creation Date f Empl ID Name 3 Select the desired Cash Advance Limit the number d Search Results First 1202 Last Advance ID Advance Description Name EmpliD Advance Status Creation Date OO000004714 Dreamweaver Traina Panther Roary 1111111 Staged 10 07 2014 0000004713 Dreamweaver Training Panther Roary 1111111 Pending 10 07 2014 4 Select the desired TA to print and print using your browser s feautures Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Print To print this report please use your browsers print feature reoplesoilt Cash Advance Report Date 10 21 2014 Roary Panther Report Time 9 18 30AM Advance ID 0000004713 Empl iD 1111111 Description Dreamweaver Training Status Pending Business Purpose Training Reference Number 123456 Advance Source Description Amount Accounts Payable Dreamweaver Training 200 00 USD Cash Advance Total 200 00
16. OK to go back to the main page 12 The Benefit to FIU or Project Box is used to give greater detail of the travel and it s purpose to the University The estimated and or actual expenses that are prepaid for by the University i e Dept Travel Card and Purchase Order should be indicated in the comment section including the total expenses for the TA You ONLY list estimated out of pocket expenses in the Details section Create Travel Authorization Travel Authorization Entry Roary Panther 4111111 User Defaults General Information Descrption People Soft Training Authorization ID NEXT Destination California San Francisco a Date From 09 01 2014 54 Date To 09 05 2014 54 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 13 Select the appropriate Expense Type Date Amount Currency Payment Type amp Billing Type is Travel amp Expenses User Manual 9 2 always FIU Expense Create Travel Authorization Travel Authorization Entry Roary Panther 1111111 User Defaults Quick Start A Blank Authorization Vv GO General Information Out of Pocket University Credit Card Description People Soft Training Soft Training Authorization ID NEXT nes n E a T a Destination California San Francisco a Date From 09 01 2014 34 Date To 09 05 2014 34 Accounting Defaults More Options GO Details A Personalize Fi
17. Override Transaction i iq A More Budgets Exist Search Advanced Budget Criteria Budgets with Exceptions Personalize Find View All E First B 1 3 of 3 Last Budget Override en mm Budget Chartfields Details a Ledger Group Exception More Detail pre Transfer 1 Q FIU01 CC_PG Budget Definition not Found More Detail Go To 2 Q FIU01 CC_PRP Budget Definition not Found More Detail Go To Q FIUO1 CC_REV_AUX Budget Definition not Found More Detail Go To a Save ah Retum to Search t _ PreviousinList 4 _ NextinList Notify Expense Sheet Exceptions Line Exceptions 5 The Line Exception tab gt Line Chartfields will display the lines with chartfields information with budget exception Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Expense Rpt Budget Exceptions Line Exceptions ReportID 0000127013 5 Expense Sheet Exceptions Line Status Error v Override Transaction e Rra Maximum Rows 100 More Lines Exist Line From a Line Thru a Search Transaction ines with Rudaet Exceptions Personalize Find View Al F E First SB 1 of 1 Lasi Line Amount cor Account Dept Site Fund Program Activity Nbr Gost Bud Ref Task Oper Unit Q 114 773801 2600007901 461 64 a Save af ReturntoSearch t PreviousinList 4 NextinList Notify Expense Sheet Exceptions Line Exceptions 71 Revised 10 20 2015 Vers
18. Registration TRAINING REGISTRATION AZ Out of Pocket 150 00 USD Expand All Collapse All Totals 3 Lines 550 00 USD _ Previousin List 4_ Nextin List Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Modifying Expense Reports Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Report gt Create Modify 2 Click Find an Existing Value tab and you can search the expense report by any of the listed criteria 3 Click Search Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify Expense Report Enter any information you have and click Search Leave fields blank for a list of all values E Find an Existing Value Add a New Value Search Criteria Report ID begins with Report Description hegins with Name begins with Empl ID begins with Creation Date Y Case Sensitive Limit the number of results to up to 300 300 Clear Basic Search a Save Search Criteria Find an Existing Value Add a New Value 4 Make any necessary revisions amp click Summary and Submit Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify A New Window 2 Help Modify Expense Report Save for Later 1111111 Roary Panther Actions Choose an Action Mi Business Purpose Training
19. USD Less Nonpayable Amount 0 00 USD Amount Due Employee 200 00 USD certify that the advance requested above will be used for authorized purposes only Employee Signature Date Approved By Date 31 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Cash Advance Status Travel amp Expenses User Manual 9 2 Pending An employee has not submitted the cash advance or the approver or auditor denied and returned the cash advance to the employee Submitted for Approval The cash advance is ready for the approval or audit process Approvals in Process If your organization uses an approver and auditor or multiple approvers and the first approver has approved the cash advance PeopleSoft Expenses changes the status to Approvals in Process Denied The advance was not approved by the approver or auditor Approved for Payment The advance is authorized for payment processing Staged The cash advance is staged for payment Paid Payment processing is complete Reconciled The cash advance is applied to an expense report and the employee returned excess funds if any Cash Advance Workflow Submitter gt HR Supervisor gt Prepay Auditor Approval History PA fs pE vO uv 7 9 Submitted HR Supervisor Prepay Auditor Payment Roary Panther Patty Gold Peter Blue Role Name Action Date Time Employee Roary Panther Submitted 10 07 2014 11 11 28AM HR Supervisor Patty Gold Approved 10 07 2014 1 54 35PM Prepay Auditor Pe
20. Version 3 FLORIDA FIU INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Expense Types in Travel amp Expense Exp Type Exp Type i E Descr Account j E Descr Account Fin 9 0 Fin 9 2 DSOMEAL DSO Business Meals 711203 DSOMEAL DSO Business Meals 711203 DSOEVNT DSO Events 711602 DSOEVNT DSO Events 711602 DSOGIFT DSO Flowers and Gifts 711603 DSOGIFT DSO Flowers and Gifts 711603 DOM_AIR Domestic Airfare 711213 DOM_AIR Domestic Airfare 711213 DOM_AUT Domestic Auto Rental 711214 DOM_AUT Domestic Auto Rental 711214 DOM_INC Domestic Incidentals 711216 DOM_INC Domestic Incidentals 711216 DOM_LOD Domestic Lodging 711211 DOM_LOD Domestic Lodging 711211 DOM_MLS Domestic Meals 711211 DOM_MLS Domestic Meals 711211 DOM_MLS Domestic Meals 711211 DOM_MIL Domestic Mileage 711212 DOM_MIL Domestic Mileage 711212 DOM_REG Domestic Registration 711215 DOM_REG Domestic Registration 711215 DOMTAXI Domestic Taxi Train Bus 711216 DOM_INC Domestic Incidentals 711216 FOR_AIR Foreign Airfare 711233 FOR_AIR Foreign Airfare 711233 FOR_AUT Foreign Auto Rental 711234 FOR_AUT Foreign Auto Rental 711234 FOR_INC Foreign Incidentals 711236 FOR_INC Foreign Incidentals 711236 FOR_LOD Foreign Lodging 711231 FOR_LOD Foreign Lodging 711231 FOR_ENT Foreign Meal Entertainment 711236 FOR _MLS_ Foreign Meals 711231 FOR_MLS Foreign Meals 711231 FOR_MLS Foreign Meals 711231 FOR_MIL Foreign Mileage 711232 FOR_MIL Foreign Mileage 711232 FOR_REG Foreign Registratio
21. approvals page Favorites MainMenu gt Travel and Expenses gt Approve Transactions gt Approve Transactions Expense Reports Time Reports Time Adjustments Travel Authorizations Gash Advances Errors H Search Pending Transactions 7 BEELEN Refresh List Transactions to Approve Personalize View Al E E First i 1 2 of 28 La Transaction Type Total Unit Name Employee ID Description Transaction ID eae fee Status Role Expense Report 200 00 USD Gold Peter test 0000285952 0926 2014 Submitted for Approval Department Manager Expense Report 220 00 VSD Fanther Patty J3433333 best 0000265953 0926 2014 Submitted for Approval Depariment Manager Refresh List Retum ta roval List Employee Expense History Jverview Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Errors 59 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Approving Expense Reports Travel amp Expenses User Manual 9 2 1 Main Menu gt Manager Self Service gt Travel amp Expense Center gt Approve Transactions 2 Click on the Expense Report ID link in order to review Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions CAR Eense Reports Time Reports Time Adjustments _ Travel Authorizations Cash Advances Errors Transactions to Approve 3 Lene Fer Personalize Vie Transaction Type Total Unit Name Emplo
22. gt Cash Advance gt Create Modify 2 Your Employee ID will be automatically populated Click Add Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Cash Advances Create Modify Cash Advance Find an Existing Value gt Gh NewVvalue Empl ID 1111111 a 3 Fill out the Business Purpose Advance Description TAR Benefit to FIU or Project and Import ATM Advances if needed Favorites Main Menu Employee Self Service gt Travel and Expense Center Cash Advances gt Create Modify Create Cash Advance Save for Later 1111111 Roary Panther Advance Description E i User Defaults fm import ATM Advances Cash Advance 7 amp View Printable Version Q gt Benefit to FIU or Project 4 Click Benefit to FIU or Project link and explain how FIU Project benefits by the traveler attending the conference meeting etc List all items prepaid by FIU Purchase Order ProCard in this section Note You cannot leave this field blank otherwise you will not be able to submit the Cash Advance 22 Revised 10 20 2015 Version 3 FLORIDA FIU INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 5 Click Add Notes button 6 Click OK Expense Notes for Cash Advance 2 Hel Notes Personalize Find F E First SB 1 of 1 Last Notes Name Role Action Date Time Dreamweaver Training Roary Panther Employee 10 07 2014 10 41 09AM 7 Source is always
23. incurred by me Employee Signature Date Approved By Date Return to Travel Authorizations Revised 10 20 2015 Version 3 19 FLORIDA INTERNATIONAL UNIVERSITY Travel Authorization Status Travel amp Expenses User Manual 9 2 Pending An employee has not submitted the Travel Authorization or the approver or auditor denied and returned to the employee Submitted for Approval The Travel Authorization is ready for approval or audit process Approvals in Process If your organization uses an approver and auditor or multiple approvers and the first approver has approved the Travel Authorization Expenses changes the status to Approvals in Process Approved The Travel Authorization is authorized Travel Authorization Workflow Submitter gt HR Supervisor gt Expense Manager Project summary Action History Personalize Find E First B 4 3 of 3 MA Last Role Name Action Date Time Marcos Jackelyn submitted 08 20 2014 2 41 24PM HR SUpenisor Almirall Jose Approved OB 20 2014 2 55 24PM Expense Manager Chatfield David Approved O8 20 2014 5 34 46PM 20 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 FIU Travel Authorization TA Approval Workflow Authorization TA Activity Project lt E c Q p far N lt fK am p Description Su britted System has initiated the approval routing proc
24. v Report 0000288641 Pending Report Description Adobe Dreamweaver Training Default Location Florida Miami a Reference a Expenses 2 ImageNow i Expand All Collapse All Add My Wallet 0 4 Quick Fill 0 Bie ia 21 36 USD Date Expense Type Description Payment Type Amount Currency 08 04 2014 Domestic Mileage v A Out of Pocket Y 21 36 USD 4 a Totals 1 Line 21 36 USD Expand All Collapse All 5 After all changes have been made click on the check box and click the Submit Expense Report button A New Window Help Personalize Page Save for Later amp Expense Details Modify Expense Report Actions Choose an Action v l GO Business Purpose Training M Report 0000288641 Pending Description Adobe Dreamweaver Training Created 08 13 2014 Doreatha Belton Reference a Last Updated 08 15 2014 Doreatha Belton Totals g View Printable Version wa View Analytics Notes ImageNow Employee Expenses 1 Line 21 36 USD Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 21 36 USD Amount Due to Supplier 0 00 USD 7 certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report 46 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 6 Click OK Travel amp Expenses User Manual 9 2 Expense Report S
25. with F Look Up Cancel Advanced Lookup Search Results Only the first 300 results of a possible 26030 can be displayed View 100 First 4 1 300 of 300 Last UserID Description 0001020 Camacho Elma F 0001023 Suarez David E 0001037 Fernandino Maria V 0001040 Hallowell Jean Craig 0001054 Dawson Ellen Rebecca 0001060 Madson Rebecca C 0001062 Maldonado Gabriela Yermi 0001067 Luque Jeannette 0001069 Laururique Sonia Lina 0001072 Plana Jorge L 0001076 Mercedes Raymundo Awa ane Mees Bnri hl Revised 10 20 2015 Version 3 FLORIDA FIU INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 4 Input the desired PID and click Save Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt User Preferences gt Delegate Entry Authority Authorize Users Roary Panther Entering new UserlDs on this page will give those users the ability to enter expense transactions on behalf of the employee Authorize Users _ Authorized User ID Name n 1111111 Q Panther Roary 2222222 Q Gold Patty 5 Click OK 6 Click Home link to return to the main page For example If user A would like to create a TA CA or ER for user B Traveler User B will need to make user A their proxy Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Reimbursement for Student Travel and Expenses Travel amp Expenses User Manua
26. you ve saved you have now created an Expense Report ID and if you have any errors they will be flagged immediately Modify Expense Report Save for Later Summary and Submit Actions Choose an Action v G0 1111111 Roary Panther 9 Business Purpose Training v Report 0000288959 Pending Report Description Training Default Location California Los Angeles a Authorization ID 0000089143 Reference Expenses Receipts Expand All Collapse All Add 2 My Wallet 0 4 Quick Fil ImageNow Attach Receipts Totals B 550 00 USD Date Expense Type Description Payment Type Amount Currency AP University Credit Card 30000 sD a HE Receipt Split 2 Default Rate Exchange Rate 1 00000000 F Z Non Reimbursable Reimbursement Amt 300 00 USD J No Receipt AMERICAN AIRLINES Accounting Details 4 When you click on the flag it explains the error Click Return button Expense Report Line Errors P Please enter or update the following information Ticket Number Retum 5 Now you can attach receipts by clicking on the link Click Browse to locate file Choose File No file chosen Upload Cancel Note In order to attach receipts you must Save for Later Otherwise the following message will display Message Invalid REPORT ID Expense must be saved before attachments are allowed 0 0 The PeopleCode program
27. 000 711212 a 71100 a 110401000 a 01 a 210 a 61 a 11104120002 b 11 If you scroll the horizontal bar to the right you have the option to add lines if necessary Accounting Details 2 Amount Activity Affiliate Fund Affil saei Category Subcategory Expand All Collapse All Totals 1 Line 0 00 USD 12 Click Attach Receipts link Scan amp upload the signed Expense Report agendas if required and all receipts pertaining to the trip Please assure that all scanned receipts that contain bar code are all crossed out with a marker Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify Create Expense Report LJ Save for Later Home Summary and Submit bs 1111111 Roary Panther Actions Choose an Action v GO Business Purpose Training Y Default Location Fiorida Miami Choose an Action i D gt Adjustment Cash Advance Report Description Apply View Cash Advance s Reference a Associate Travel Authorization Copy Expense Lines Default Accounting For Report Expenses eca Expense Report Project Summary Receipts Export to Excel T a ImageNow User Defaults Expand All Collapse All Add My Wallet 0 4 Quick Fill aati ea ImageNow 13 Click ImageNow link to view amp confirm all the receipts attachment webnow options help disconnect See ae O11 Axe nA ii Drawer Field1 Field2 Field3 Field4 FieldS LI
28. ATIONAL UNIVERSITY 17 If you receive a flag error Click on the flag and it will route you to the error 18 Fill out the information needed and Click Check Expense for Errors 19 Click Submit Travel amp Expenses User Manual 9 2 Create Travel Authorization Authorization Detail for Domestic Airfare Line 1 Roary Panther Authorization ID 0000086951 Please enter or update the following information aa Merchant Preferred or Non Preferred Date 09 01 2014 Payment Type University Credit Card Billing Type FIU Expense h Ticket Number 1 23456 Merchant Choose One Accounting Detai Check Expense For Errors Return to Travel Authorization Ent Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Create Modify Create Travel Authorization Travel Authorization Entry Roary Panther 4111111 User Defaults General Information Description People Soft A Authorization ID 0000086951 Destination California San Francisco a Date From 09 01 2014 i Date To 09 05 2014 gi Accounting Defaults MoreOptions y Details Personalize Find El l First Expense Type Date Amount Currency Payment Type Billing Type Domestic Airfare v 0901 20146 200 00 USD FIU Expense Detail Check For Errors Add Totals Authorized Amount 200 00 USD Update Totals
29. Accounts Payable state the Description and fill out the amount field Click Save for Later or Submit In order to submit you must select the I certify the cash advance is accurate and in compliance with FIU policy Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Create Modify Create Cash Advance 1111111 Roary Panther Business Purpose o o Y TARE Advance Description Po ome a User Defaults f Import ATM Advances Cash Advance 7 amp View Printable Version gt Benefit to FIU or Project Amount Currency Description Accounts Payable 0 00 USD Advance Amount 0 00 USD certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance 23 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 10 Click OK to confirm submission Expense Report Submit Confirm x 2 Helg Create Cash Advance Travel amp Expenses User Manual 9 2 Submit Confirmation Roary Panther Totals Advance Amount 100 00 USD o 11 A Cash Advance ID has been populated on top right hand corner 12 Click Refresh Approval Status button in order to see workflow Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Cash Advances Create Modify View Cash Advance Home Business Purpose Training Report 0000004713 Submission in Process
30. Approver Understanding Approver Types Travel and Expense General Approval Workflow Viewing an Employee Expense Data Viewing an Employee Expense Transaction History Viewing Employee Expense Payment Commitment Control in Expenses Budget Checking Exceptions How to view a Budget Exception on a Travel Authorization Another way to view Budget Exception on a Travel Authorization How to view Budget Exception on an Expense Report Mobile Travel and Expense Approvals MyFIU Employee Self Service Useful Queries Revised 10 20 2015 Version 3 Travel amp Expenses User Manual 9 2 60 62 64 65 65 66 66 67 68 69 69 70 71 72 76 77 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 TRAINING OBJECTIVES By the end of this training you should be able to Explain a Travel Authorization and its purpose Complete a TA through submission Complete an Expense Report correctly Link Travel Authorizations to Expense Reports Explain how to attach Receipts for proof of travel e Understand the travel process from Travel Authorization to submission of Expense Reports Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY PANTHERSOFT FINANCIALS TRAVEL amp EXPENSES Travel amp Expenses User Manual 9 2 Overview Travel and Expense training module contains detailed instructions on how to assign a proxy delegate an Alternate approver and perform the following actions for Travel Authorization Cash Adva
31. Credits 0 00 USD Supplier Credits 0 00 USD Cash Advances Applied 0 00 USD Pending Actions _ Role Name Action Date Time Expense Manager Pooled Prepay Auditor Pooled Action History Ducias Budget Checking is required before the Expense Report can be Approved Please click on Coos ie Not Budget Checked ay Approve Send Back ln Hold Save Changes Retum to roval List Previous in List 60 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 4 Click on Budget Check button 5 Click OK Travel amp Expenses User Manual 9 2 Commitment Control Commitment Control Details Source Transaction Type Expense Sheet Budget Checking Header Status Not Budget Checked Commitment Control Amount Type Encumbrance _ Override Transaction Budget Check Go to Transaction Exceptions Go To Activity Log OK Cancel Commitment Control Commitment Control Details Source Transaction Type Expense Sheet Budget Checking Header Status Valid Commitment Control Amount Type Encumbrance Commitment Control Tran ID 0002698626 Commitment Control Tran Date 10 13 2014 Override Transaction Budget Check Go to Transaction Exceptions Go To Activity Lo 6 Click Approve button Budget Checking completed Report is ready for Approval Posting Retum to Approval List 7 Click OK Revised 10 20 2015 Version 3 Send Back l ln Hald
32. Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Create Modity Roary Panther Create Travel Authorization Authorization Detail for Domestic Airfare Line 1 Authorization ID NEXT About This Expense Date 09 01 204 4 Payment Type University Credit Card Billing Type FIU Expense Ticket Number Merchant Choose One Preferred Non preferred Amount 200 00 Ysp Accounting Detail Check Expense For Errors f Return to Travel Authorization Entry 16 Click Save for Later you will receive a Travel Authorization ID Favorites Main Menu Employee Self Service gt Travel and Expense Center Travel Authorizations gt Create Modify Travel Authorization Entry Roary Panther 1111111 User Defaults General Information People Soft Training Authorization ID 9000086951 Business Purpose Training Benefit to FIU or Project PSoft training Upgrade 9 2 Destination California San Francisco a Date From 09 01 2014 Date To 09 05 2014 Accounting Defaults MoreOptions VO Details 2 Personalize Find E E First amp 4 of 1 O Lact Date Amount Currency Payment Type Billing Type 09 01 2014 200 00 USD University C FIU Expense Detail Create A Cash Advance Project Summary View Printable Version Return to Travel Authorizations 13 Revised 10 20 2015 Version 3 FLORIDA INTERN
33. FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 FLORIDA INTERNATIONAL UNIVERSITY Table of Contents TRAINING OBJECTIVES PANTHERSOFT FINANCIALS TRAVEL amp EXPENSES How to Assign a Proxy to create a Travel amp Expense Transaction Reimbursement for Student Travel and Expenses Reimbursement for Travel and Expenses for Non Employee Travel Authorizations Creating Travel Authorization TA Viewing and Modifying Travel Authorizations Deleting Travel Authorizations Cancel Travel Authorizations Printing Travel Authorization Travel Authorization Status Travel Authorization Workflow Cash Advances Creating Cash Advances View Cash Advances Modifying Cash Advances Deleting Cash Advances Printing Cash Advances Cash Advance Status Cash Advance Workflow Expense Reports Creating Expense Reports not linked toa TA Viewing Expense Reports Modifying Expense Reports Deleting Expense Reports Printing Expense Reports Expense Report Status Expense Report Workflow Manager Self Service Approving Travel Authorizations Sending Back a Travel Authorization Sending Back Expense Reports Revised 10 20 2015 Version 3 Travel amp Expenses User Manual 9 2 ooo a A 10 10 16 17 18 19 20 20 21 22 26 28 29 31 32 32 33 33 45 46 47 49 50 50 51 52 56 58 FLORIDA INTERNATIONAL UNIVERSITY Approving Expense Reports Approving Sending Back Cash Advances Delegating an Alternate
34. Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Delete Delete Cash Advance Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Empl ID begins with Y 1111111 as Name begins with T O U Case Sensitive Limit the number of results to up to 300 300 Search Clear Basic Search ee Save Search Criteria No matching values were found 3 You will be prompted with the Cash Advance Select and Click Delete Selected Advance s Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Delete Travel amp Expenses Cash Advance Report Delete Cash Advance Report Gloria Guzman Cash Advance Information Select Advance ID Description Creation Date Amount Currency oo000004715 Dreamweaver Training 10 07 2014 200 00 USD Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt Delete Travel amp Expenses Cash Advance Report Delete Confirmation Roary Panther d The selected transactionis have been deleted Note Submitter can only delete Cash Advances that are in Pending status 30 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Printing Cash Advances Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and
35. Later Qj Expense Details 1111111 Actions Choose an Action v GO Business Purpose Training Report 0000288959 Pending Description Training Created 10 10 2014 Roary Panther Reference Last Updated 10 13 2014 Peter Gold Totals 2 Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report 19 Click View Printable Version link in order to print the Expense Report Bar code This document needs to be signed by the traveler 20 Click on Return to Expense Report Entry link 37 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 0000288356 PeopleSoft Expense Report IAT Roary Panther Report Date 08 11 2014 9 20 29AM Status Pending Description Training Business Purpose Training es Date Merchant Location Amount Currency Domestic 08 08 2014 Registration 100 00 USD Domestic 08 08 2014 Lodging 400 00 USD Domestic 08 08 2014 Auto Rental 200 00 USD Expense Report Totals Employee Expenses 700 000 Total Due Employee 600 000 Non Reimbursable Expenses 100 000 Total Due Vendor 0 000 Prepaid Expenses 0 000 Employee Cr
36. a comment is required Otherwise the following message will appear Message You must enter a comment before sending back for revision 10502 246 All Transactions must have a comment included when they are sent back for revision Enter comments and click the Send Back for Revision pushbutton again 14 Click OK Now the TA will be sent back to the submitter Approve Travel Authorization Submit Confirmation Roary Panther Authorization ID 0000086951 Travel Authorization Totals 200 00 USD Total 200 00 USD 0 00 USD Authorized d This report will be sent back for revision L ox cance 55 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Sending Back a Travel Authorization Travel amp Expenses User Manual 9 2 1 Main Menu gt Manager Self Service gt Travel amp Expense Center gt Approvals gt Approve Transactions 2 Click on the Travel Authorization ID to review Expense Report 260 00 USD Panther Roary 1064595 meeting 0000289027 11 12 2014 Submitted for Approval Department Manager d Expense Report 16 00 USD Blue Peter 1064595 materilas and supplies 0000289031 11 12 2014 Submitted for Approval Department Manager Travel Authorization 600 00 USD Gold Patty 1337795 FIU Meeting 10 17 2014 On Hold Department Manager n Refresh Lit Return to Approval List Employee Expense History Return to Travel and Expense Center Overview Expense Reports Tim
37. d 10 07 2014 10 57 594M Employee Panther Roary Withdrawn 10 07 2014 11 09 264AM Gh Retum to Search Notify 25 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY View Cash Advances Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt View 2 You can search the Cash Advance by Description Name ID Advance Status or Creation Date EE Main Menu gt Employee Self Service j Travel and Expense Center gt Cash Advances gt View Cash Advance Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Advance ID begins with NEXT Advance Description hagins with Y Name begins with Empl ID begins with a Advance Status yr Creation Date a Approvals in Process a Approved C Case Sensitive Approved for Payment Limit the number of results to up to 300 Closed Denied i E Denied by Approver Search Clear Basic Search Denied py Auditor In Process On Hold On Hold with Approver No matching values were found r with Auditor Past Due Balance Pending Reconciled Reroute Transaction Staged Submission in Process Submitted for Approval 26 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY In this example you can view a Cash Advance
38. ding status 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorization gt Delete You can only delete a TA for personnel that you are a proxy Select the desired TA to be deleted and click Delete Selected Authorization button Favorites Main Menu Employee Self Service Travel and Expense Center gt Travel Authorizations gt Delete Travel and Expense Delete a Travel Authorization Roary Panther Travel Authorizations Select Description Authorization ID Date From Date To Amount Currency People Soft Training 0000086951 0g012014 002014 200 00 USD Return to Travel Authorizations 4 You will be prompted a confirmation message Click OK Click Home to go back to the main page Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Delete Travel and Expense Delete Confirmation Roary Panther v The selected transactionis have been deleted Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Cancel Travel Authorizations Travel amp Expenses User Manual 9 2 A TA can only be cancelled when it s in Approved status and not associated to an Expense Report Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorization gt Cancel Select Employee ID or Name of the traveler in order to look up the TA If you are the submitter Click Search Favorites Main Menu gt Emp
39. e More Detail More Detail More Detail More Detail More Detail More Detail More Detail More Detail More Detail Override Budget Transfer GoTo amp GoTo GoTo amp GoTo GoTo amp GoTo GoTo amp GoTo amp Search Budgets with Exceptions STi tee Budget Chartfields F Details Business Unit Ledger Group 1 Q FIU01 CC_PRP 2 Q FIU01 CC_PRP 3 Q FIUO1 CC_PRP 4 Q FIU01 CC_PRP 5 Q FIU01 CC_PRP 6 Q FIU01 CC_PRP 7 Q FIUO1 CC_PRP 8 Q FIU01 CC_PRP E Save Of Retum to Search _ Previous in List Travel Authorize Exceptions Line Exceptions 5 The Line Exception tab gt Line Chartfields will display the lines with chartfields information with budget exception 4L Nextin List Notify Favorites Main Menu gt Travel and Expenses gt Manage Accounting gt Travel Auth Budget Exceptions ae Travel Authorize Exceptions Travel Authorization ID 0000088121 Line Excej ptions Line Status Error Line From Line Distribution Line 11 2 1 311 41 5 1 6 1 71 81 A PAPA PAB Save of Return to Search Travel Authorize Exceptions Line Exceptions Revised 10 20 2015 Version 3 Account 711233 711233 711235 711231 711215 711211 711236 711216 Maximum Rows 100 Dept 202052000 202052000 202052000 202052000 202052000 202052000 202052000 202052000 v Override Transaction More Lines Exist a Line Thru fe
40. e Reports Time Adjustments Travel Authorizations Cash Advances Errors 3 A comment must be inserted before sending back the TA Click Send Back button Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions gt Approve Travel Authorizations Patty Gold User Defaults General Information Description FIU Meeting Authorization ID 0000089148 Business Purpose Meeting Comment FIU Meeting Status On Hold Date From 10 20 2014 To 10 22 2014 Updated on 10 17 2014 By 2222222 2 48 56PM Attachments Accounting Defaults More Options 60 You can deny individual expenses and still approve or send back the overall report Details Personalize Find E PC Expense Type Date Business Project Activity Amount Currency Approve Unit Domestic Lodging 10 20 2014 200 00 USD EA Domestic Lodaing 10 21 2014 200 00 USD Za Domestic Lodaina 10 22 2014 200 00 USD Z Total 600 00 USD Less Non Approved 0 00 USD Total Authorized 600 00 USD Pending Actions Personalize Find E First 8B 4 of 1 Last Role Name Action Date Time Expense Manager Pooled On Hold 10 17 2014 2 48 56PM Action History Personalize Find F E First B 1 2 of 2D Last Role Name Action Date Time Comments Employee Blue Peter Submitted 10 17 2014 11 46 33AM HR Supervisor Golden Roary Approved 10 17 2014 12 06 48PM Hold per Department Budget
41. e search by any of the criteria listed in the drop down menu Click Search button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Print Travel Authorization Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Search by Authorization ip f Pegins with gt Authorization ID A Creation Date 300 Description Search Adv Empl ID Limit the number Name Status 3 Select the desired TA to print and print using your browser s feautures Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Print To print this report please use your browsers print feature PeopleSoft Travel Authorization Report Date 10 21 2014 Roary Panther Report Time 9 05 54AM Authorization ID 0000089143 Employee ID 1111111 Description Training Status Approved Business Purpose Training Date From 10 01 2014 To 10 03 2014 Comment Upgrade Training Date Expense Type Merchant Amount Description 10 01 2014 Domestic Airfare AMERICAN AIRLINES 300 00 USD 10 01 2014 Domestic Meals 100 00 USD California Los Angeles 10 01 2014 Domestic Registration 150 00 USD Total 550 00 USD Non Reimbursable Expenses 0 00 USD Total Authorized 550 00 USD certify that the information provided above is an accurate estimate of travel related costs that are to be
42. eck For Errors Add Authorized Amount 0 00 USD Update Totals Save for Later Submit Create A Cash Advance Project Summary View Printable Version Return to Travel Authorizations 5 Enter the desired information into the Description field 10 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 6 Select the appropriate Business Purpose 7 Destination is your destination location 8 Enter the dates of travel If it s one day you must filled both fields with the same date Travel amp Expenses User Manual 9 2 9 Click the Accounting Defaults link You will input the desired Accounting Defaults The Accounting Defaults information is set to the employee s default department The following are optional fields to be filled in if applicable Cost PID Task or Budget Ref If using a Project ID or Activity Nbr fill out the appropriate Speedtype information 10 Add additional lines if needed Click Add ChartField Line The total percentage should add up to 100 Create Travel Authorization Accounting Defaults Roary Panther Authorization ID NEXT Accounting Summary Set Personalizations Find 2 E First SB 4 of 1 Last PC Bus GL Unit Dept Site Fund Program Activity Nbr Cost PID Bud Ref Task Unit Project Affiliate Fund Affil 100 0 FiU01 111150000 01 Q 210Q 61 1104120002 a a a Q Add CharField Line OK Load Defaults User Defaults 11 Click
43. edits 0 000 Vendor Credits 0 000 Cash Advances Applied 0 000 certify that the information provided above is an accurate record of expenses incurred Employee Signature Approved By Date Date Return to Expense Report Ent Expense Report Expense Receipt 21 Click Summary and Submit link 22 Click on View Analytics link if you want to view expenses by day totals by departments and totals by project and activity Click Return Q Help Expenses by Day Totals by Department Totals by Project Activity Average Daily Amount Highest Expense by Day 183 33 USD 300 00 USD Wednesday 10 01 2014 Lowest Expense by Day 100 00 USD Wednesday 10 01 2014 Expense Type Total Amount We 10 01 2014 Domestic Airfare 300 00 300 00 Domestic Meals 100 00 100 00 Domestic Registration 150 00 150 00 Total USD 550 00 550 00 23 Click on Benefit to FIU or Project link in order to provide your comments on how this activity benefits FIU This is a required field Click Add Notes Click OK Revised 10 20 2015 Version 3 38 FLORIDA INTERNATIONAL UNIVERSITY Expense Notes Travel amp Expenses User Manual 9 2 El 2 Help Provide training regarding system upgrade Notes Upgrade Training Personalize Find El l EE First GB 1 of 1 GB Last Role Date Time 10 10 14 11 27 18AM 24 Review the Expense Report Click the certify box amp Click S
44. ent Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Review Payments 2 Enter Employee ID SetID and Click Search button Favorites Main Menu gt Employee sell Service gt Travel and Expense Center gt Review Payments Employee Expense Payments Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Payment Reference fo SetiD Fun OO Bank Code begins with PI Bank Account beginswih Vl Payment Number begins with YC C Case Sensitive Limit the number of results to up to 300 300 Search Clear Basic search er save Search Criteria 3 Select the payment to review from the search results 4 The Payment Information page with details will appear Payment Info Payment Reference 80090995 Bank Code BANK OF AMERICA Bank Account Board of Trustees Disbursement Payment Amount 27 04 USD Pay Status Paid Status Posted Payment Method ACH Payment Date 08 11 2014 Payee Address Payments Personalize Find E EE First 4 2 of 2 A Lasi ID Deser Status Created Amount Lunch Meeting 0000287911 Remic emeii Faid O7 25 2014 12 24 USD nann2e7q19 Lunch Meeting m 7 gt 0000287910 Reanurcenesit Paid 07 25 2014 14 80 USD El Save Sh Return toSearch _ Previous in List aC Nextin List 67 Revised 10 20 2015 Version
45. ept Site Fund Program Activity Nbr Gama las E Fu a USD 1 00000000 711212 1100 f10401000 0 p1 210a f1 1104120002 gt Expand All Collapse All Totals 1 Line 0 00 USD 16 You will be prompted with details on the lines that need to be corrected Click Return Expense Report Line Errors P Please enter or update the following information Location or Destination Location Originating Location Miles Amount Spent Accounting Detail Monetary amount cannot be 0 on distribution line 1 Return 17 Click Summary and Submit link Modify Expense Report Save for Later Home f Summary and Submit 1111111 Roary Panther Actions Choose an Action vl Business Purpose Training _ Y Report 0000288957 Pending Report Description Dreamweaver Default Location Florida Miami ey Reference a Detonation Fionda Maples 4 Expenses 7 k pops ImageNow ip Expand All Collapse All Add My Wallet 0 4 Quick Fill mageNow Attach Receipts ae WAR 36 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 18 Now the following links will display View Printable Version View Analytics and Benefit to FIU or Project Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify E New Window 2 Help Personalize Pag Modify Expense Report Save for
46. er is authorized to approve some or all expense transactions You can use the Expense Manager role instead of using a HR Supervisor or you can use the role in conjunction with the HR Supervisor for approvals of transactions meeting defined conditions such as report total amount You define these approvers through an approver list in PeopleSoft Expenses HR Supervisor This role is the supervisor to whom the employee contractor or consultant directly reports to and is defined in the employee s user profile Project Manager The person designated for project time and expense approvals may be the project manager as defined in PeopleSoft Project Costing or the supervisor as an option in the product Project Supplemental Approver A supplemental or conditional approver for project related expense transactions Use this approver type instead of project manager approvals or in conjunction with project manager approvals for project related transactions that meet defined conditions such as report total amount or reports with billable project hours You define these approvers through an approver list Prepayment Auditor This approver type supports an auditor process prior to payment processing for review and approvals Travel and Expense General Approval Workflow Travel Authorization No Projects HR Supervisor gt Expense Manager Projects HR Supervisor gt Expense Manager gt Project Manager gt Supplemental Approver Expense Report No Pr
47. ess and TA is waiting approval action TA requires Budget Checking prior to Approval Approver s receive email notification to Approve A TA is approved Approver and Traveler Proxy will be unable to make any further changes Final Approval triggers an email PEENE notification to Traveler or Proxy If Approver Sends Back the TA the Traveler or Proxy will receive an email with comments Traveler or Proxy can make changes to the TA and resubmit for approval if needed If Approver puts the TA on hold the Traveler or Proxy will receive an email notification with comments Send Back 21 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Cash Advances Travel amp Expenses User Manual 9 2 An employee may receive funds up to 10 calendar days prior to the commencement of a trip by completing an online Cash Advance request The request is approved by the employees HR supervisor as designated in the system Cash Advances should be resolved within 10 days after the trip ends If a traveler does not resolve the Cash Advance within thirty 80 days the traveler may not be allowed another Cash Advance for 12 months Only FIU employees may request a cash advance Cash Advances requests can be made up to 30 days prior to the trip A Cash Advance is limited to 80 of the out of pocket expenses the traveler will incur Creating Cash Advances 1 Follow this navigation Main Menu gt Employee Self Service gt Travel amp Expense Center
48. executed an Error statement which has produced this message pmr 42 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 ImageNow 6 Click ImageNow link to view amp confirm all the receipts attachment webnow options help disconnect a7 EAs 1 KB X SCO4S Drawer Field1 i 7 Click Summary and Submit link 8 Now the following links will display View Printable Version View Analytics and Benefit to FIU or Project Use these links accordingly Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify A New Window 2 Help fF Modify Expense Report Save for Later j Expense Details Actions __ Choose an Action v GO Business Purpose Training v Report 0000288959 Pending Description Training Created 10 10 2014 Roary Panther Reference 2 2 adatod 40 40 9044 Roary Panther Totals 2 g View Printable Version q View Analytics Notes ImageNow Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD 4 certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report 9 Review the expense report Click the certify box amp Click
49. from the approver s queue Business Purpose Training Report 0000288641 Submitted for Approval Description Adobe Dreamweaver Training Created 09 13 2014 Peter Gold Reference Last Updated 10 09 2014 Roary Panther Totals 2 g View Printable Version F View Analytics Notes ImageNow 47 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Deleting Expense Reports Travel amp Expenses User Manual 9 2 An Expense Report cannot be deleted if it s in Approved for Payment status Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Report gt Delete All the Expense Reports in your queue will appear Select the appropriate one to be deleted Click Delete Selected Report button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Delete Travel and Expense Delete an Expense Report Roary Panther Creation Date Amount Cunmency ii Adobe Dreamweaver ae 0000288641 Training 08 13 2014 21 36 USD 4 You will prompted with a confirmation deletion message Click OK Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Delete Travel and Expense Delete Confirmation Roary Panther d The selected transactionis have been deleted 5 Click Return to Expense Report link to go back to the Travel and Expense Center Menu Favorites Main Menu gt Employee Self Service gt Tra
50. he General information Any transaction prior to delegating will not be routed to the delegated approver Contact FSSS Call Center or email controller fiu edu with the transactions number TA CA ER and Panther ID and name of the new delegated alternate approver for rerouting 1 Main Menus My System Profile 2 Fill out the Alternate User ID along with the range of dates that they will be approving workflow 3 Click Save Favorites Main Menu gt My System Profile General Profile Information Panther Roary Change password Change or set up forgotten password help Mly preferred language for PIA web pages is English My preferred language for reports and email is English Currency Code A Default Mobile Page A Altemate User lf you will be temporarily unavailable you can select an alftemmate user to receive your routings Alternate User ID a From Date 34 example 12 31 2000 To Date 24 example 12 31 2000 Workflow Attributes W Email User Worklist User Miscellaneous User Links Personalize Find E First SF 1 of 1S Last Primary Email Account Business v iststuser fiu edu Email Type Email Address IM Information Personalize Find E E Firct amp B 4 of 1 AA Lasi AMPF Domain 64 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Understanding Approver Types Travel amp Expenses User Manual 9 2 Expense Manager A department or expenses manag
51. ion 3 FLORIDA INTERNATIONAL UNIVERSITY Mobile Travel and Expense Approvals Travel amp Expenses User Manual 9 2 Travel and Expense transactions that are Budget Checked could be approved via mobile device by downloading the FIU mobile app from the App Store or accessing my fiu edu from your mobile device 1 Log on using your mobile device to my fiu edu or download the FIU Mobile app from the App Store Click on myFIU below FIU vo B 2 Logon using your AD credentials Password Your MyAccounts password The use of Florida International University s information technol resources is contingent upon proper authorization By logging in to this system you agree to sbide 44 applicable federal state and local laws State of Florida Board of Governors rules and University rules regulations and policies You also understand that the misuse or misappropriation kry the University s information technology resources or violstion of any applicable law rule regulation or University policy may result in the revocation of your access privileges 3 Ifyou are student your student information folder is displayed by default Click on the button on the top right of the screen to view the tabs FIU mosie Employee 72 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 4 Click on the Employee tab and find the Approvals link E3 Student Travel amp Expenses User Manual 9 2
52. itted Expense Manager Roary Panther Pooled Action Role Name Date Time Submitted Employee Roary Panther 10 08 2014 3 20 33PM View Expense Report Eg Expense Details Actions Choose an Action v GO Your expense report 0000288641 has been withdrawn from the approver s queue SNY itm Report 0000288641 Submitted for Approval Description Adobe Dreamweaver Training Created 08 13 2014 Peter Gold Reference Last Updated 10 09 2014 Roary Panther Totals 2 Sg View Printable Version fq View Analytics Notes ImageNow 40 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Creating Expense Reports linked toa TA Travel amp Expenses User Manual 9 2 1 If you have created a TA and it has been approved it gives you the option to link it to the Expense Report Assure the date range is correct when searching for a Travel Authorization click the Select button Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Expense Reports Create Modify Copy from Approved Travel Authorization Search Travel Auth Description Authorization ID Date From Date To Amount Currency se rnin 0000089143 10 01 2014 10 03 2014 550 00 USD Return 2 When you link the TA the Expense Report Prepopulates for you v TA associated appears as a link v Assure that University Credit Card purchases have the Non Reimbursable check box selected v In order to attach receipts you must Save for Later the Expense Rep
53. l 9 2 lf a department wants to create a Travel Authorization or Expense report for a Student the Student Information Form for Travel and Expense Reimbursement Form will need to be filled out The form can be found in the Office of the Controller s website and can be emailed to the Purchasing Services Department at vendors fiu edu http finance fiu edu controller Docs StudentInformationForm Travel Expenses pdf FLORIDA INTERNATIONAL C New C Update UNIVERSITY C Chartfield Supervisor Bank Information Student Information Form for Travel and Expense Reimbursement Use this form for Non Employee FIU Students Student Information Panther ID Last Name First Name GL Unit Site Fund Program Budget Ref Department ID Activity Nbr Project Person Authorizing Travel Supervisor Panther ID Name Bank Name Bank Account Information You must provide a copy of a voided check or savings deposit slip with this form Account Type Checking Savings Other Bank ID Routing Transit Number Account Number Purchasing Services is responsible for setting up students for travel and expenses in the Financial System and for keeping the forms for easy retrieval when the need arises Once entered in Financials systems the department can proceed to create Travel Authorization or Expense Report Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Reimbursement for Travel and Expenses for Non Employee
54. l Add My Wallet 0 3 Quick Fill Date Expense Type Billing Type FIU Expen v Gimsting Location Destination Location Florida Miami Miles x Accounting Details Description Save for Later Home Summary and Submit Actions Default Location Florida Miami ey ImageNow Attach Receipts Payment Type Default Rate Non Reimbursable No Receipt ee ll nan SO Choose an Action Adjustment Cash Advance Apply View Cash Advance s Associate Travel Authorization Copy Expense Lines Default Accounting For Report Expense Report Project Summary Export to Excel User Defaults Exchange Rate Line 1 00000000 B Reimbursement Amt 0 00 USD Totals 1 Line 0 00 USD 10 Click the Default Accounting for Report from the drop down menu The Accounting Details information may or may not be the desired place where you wish to make this charge from An employee may change the default accounting or add multiple Activity Nbrs and or Projects per expense line In addition the following are optional fields use if applicable Cost PID Task or Budget Ref If using a Project ID or Activity Nbr fill out the appropriate Speedtype information Revised 10 20 2015 Version 3 34 FLORIDA IU INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Chartfields EE Amount GL Unit pee a a Account Alt Acct Dept Site Fund Program Activity Nbr FIUO1 a USD 1 00000
55. lf Service gt Travel and Expense Center gt Expense Reports gt Create Modify A New Window Help View Expense Report Home E Expense Details Actions Choose an Action vy GO Your expense report 0000288957 has been submitted for approval Business Purpose raining Report 0000288957 Submission in Process Description Dreamweaver Created 10 08 2014 Gloria Guzman Reference Last Updated 10 08 2014 Gloria Guzman Totals 2 g View Printable Version fq View Analytics Notes ImaqgeNow Employee Expenses 1 Line 4 45 USD Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 4 45 USD Amount Due to Supplier 0 00 USD 4 certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report 27 You also have the ability to Withdraw the Expense Report Totals 2 g View Printable Version F View Analytics Notes ImageNow Employee Expenses 1 Line 4 45 USD Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 4 45 USD Amount Due to Supplier 0 00 USD A certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Repor Withdraw Expense Report Submitted On 10 08 2014 Submitted By Gloria Guzman 0 Approval History Subm
56. loyee Self Service gt Travel and Expense Center gt Travel Authorizations Cancel Cancel Travel Authorization Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria 1111111 a Empl ID begins with Name begins wih W _ Case Sensitive Limit the number of results to up to 300 300 searen Cleah Basic Search EF Save Search Criteria 4 Select the TA to be cancelled then click Cancel Selected Travel Authorization button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Cancel Travel and Expense Cancel Approved Travel Authorization Roary Panther Travel Authorization Information Select Description Authorization ID Date From Date To Amount Currency TEST 000006954 0929 2014 09 30 2014 400 00 USD Cancel Selected Travel Authorization s Return to Travel Authorizations 5 Click OK to confirm cancellation Click Home to go back to the main page or Return Travel Authorizations link Travel and Expense Save Confirmation Roary Panther 3 The Save was successful 18 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Printing Travel Authorization Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Print 2 The TA can b
57. n 711235 FOR_REG Foreign Registration 711235 FOR_INC Foreign Incidentals 711236 MBRFEES _Memberships and Fees 711454 MBRFEES _Memberships and Fees 711454 AIRFRTT __Team Airfare 711253 AIRFRTT __Team Airfare 711253 TTCRREN _ Team Car Rental 711254 TTCRREN _ Team Car Rental 711254 TTINCEX _ Team Incidental Expense 711256 TTINCEX _ Team Incidental Expense 711256 MILEATT __ Team Mileage 711252 PRDIEMT _ Team Per Diem 711251 PRDIEMT _ Team Per Diem 711251 TTREGFE _ Team Registration Fee 711255 ATRCAIR _ Ath Recruit Airfare ZS Revised 10 20 2015 Version 3 78 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 79 Revised 10 20 2015 Version 3
58. n Role Name Date Time Submitted Employee Roary Panther 10 13 2014 9 41 22AM View Expense Report Eg Expense Detail Roary Panther Actions Choose an Action our expense report 0000288641 has been withdrawn from the approver s queue Business Purpose Training Report 0000288641 Submitted for Approval Description Adobe Dreamweaver Training Created 08 13 2014 Peter Gold Reference Last Updated 10 09 2014 Roary Panther Totals g View Printable Version w View Analytics Notes ImageNow Revised 10 20 2015 Version 3 v GO 44 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses Viewing Expense Reports 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Report gt View 2 Youcan search the Report ID by either of the following choices on the drop down menu Expense Report Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search Criteria Report ID begins with v Name begins with v Empl ID begins with Report Status So v Creation Date bi Approvals in Process s Approved j Case Sensitive Approved For Zero Payment Limit the number of results to up to Approved for Payment Closed Denied Denied by Approver Denied by Auditor In Process Marked for Submit On Hold On Hold with Approver On Hold with Auditor Open Paid Pending Staged Submission in Process Submi
59. nce and Expense Reports Travel Authorization e Create Modify View Delete Cancel e Print Cash Advance e Create Modify View Delete Print Expense Report e Create e Modify e View e Delete e Print The content is written for both travelers and their approvers The document applies to FIU employees who handle their own Travel and Expense forms as well as their assigned delegates Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY How to Assign a Proxy to create a Travel amp Expense Transaction Travel amp Expenses User Manual 9 2 This navigation gives you the ability to authorize users to access and report Expense information for you You will notice that you can only assign proxy s for yourself Main Menu gt Employee Self Service gt Travel and Expense Center gt User Preferences gt Delegate Entry Authority Click the to add a new row Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt User Preferences gt Delegate Entry Authority Authorize Users Roary Panther Entering new UserlDs on this page will give those users the ability to enter expense transactions on behalf of the employee Authorize Users Authorized User ID Hame 1111111 Panther Roary If you don t have the PID of the person that you want to delegate authority to you can look it up by clicking on the magnifying glass a Look Up Authorized User ID Search by begins
60. nd E First P AFETLER Payment Type Billing Type a E k Currency DSO Business Meals DSO Events DSO Flowers and Gifts Domestic Airfare Domestic Auto Rental Domestic Incidentals Domestic Lodging Copy Select ip omestic Meal Entertainment Domestic Meals Domestic Mileage Domestic Registration Domestic Taxi Train Bus y o CheckForEnors a 0 00 USD oreign Airfare Update Totals oreign Auto Rental Save for oreign Incidentals oreign Lodging Create A Cash Advance Project Summary View Printable Version Return to Travel AlForeign Meal Entertainment oreign Registration oreign Taxi Train Bus Books amp Educational Supplies Clothing and Uniforms Fees and Services Fuels and Gasoline Materials and Supplies Memberships and Fees Office Supplies 14 Click the Detail link CopySelected Delete Selected Check For Errors Add p Moreoptons SSCS Personalize Find La First amp 1 4 of 4 Last Amount Currency Payment Type Billing Type 200 00 USD University C W Gel El E 12 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY 15 Fill out all the Merchant fields and click Return to Travel Authorization Entry link Travel amp Expenses User Manual 9 2 Favorites Main Menu gt
61. ng Header Status Not Budget Checked Commitment Control Amount Type Encumbrance Override Transaction Budget Check O Go to Transaction Exceptions Go To Activity Log OK Cancel 6 Ifthe Budget is valid you will get this prompt Now the Approve button will be active 7 Click Approve button Comments Budget Checking completed Report is ready for Approval Posting Budget Status Valid Budget Options Send Back Save Changes 8 Click OK to confirm approval Save Confirmation E 7 Help Approve Travel Authorization Submit Confirmation Emily Gonzalez Authorization ID 0000089144 Travel Authorization Totals Total 1 750 00 USD Total 1 750 00USD Authorized Less Non 0 00 USD Approved ry This report will be approved 53 Revised 10 20 2015 Version 3 FLORIDA FIU Ro UNIVERSITY Travel amp Expenses User Manual 9 2 9 Ifa Budget Error exists you will prompted with this message Click OK Message Budget Checking Errors Exist 16021 91 Budget checking errors were for this document Please check the budget exception page to view them 10 In order to be routed to the Transaction Exception page Click Yes Message Budget Checking has logged Error Exceptions Do you want to Transfer to the Exceptions 18021 1091 Selecting Yes will transfer you to the Transaction Exception Panel for this document while refreshing and minimizing the calling
62. ns are transactions that fail budget checking validations These exceptions may be errors or warnings Errors prevent the system from recording the transaction warnings allow the system to record the transaction but inform you of the exception conditions Expense transactions may fail budget checking for a variety of reasons and they may fail against one or more budget ledgers They may fail because e The chartfields in the accounting distributions are incorrect e There are insufficient funds to support the expense e The budget is permanently or temporarily closed You may view these exceptions to determine the cause of the failure through the Travel Authorization or Expense Report when Budget status Error How to view a Budget Exception on a Travel Authorization 15 From the Travel Authorization Click Budget Options link Budget Checking is required before the Travel Authorization can be Approved Please click on the Budget Options hyperlink Budget Status Not Budget Checked Budget Options Approve send Back Hold save Changes 16 Click Budget Check button 17 If the Budget Checking Header Status goes to Error click Go to Transaction Exceptions link Commitment Control Commitment Control Details Source Transaction Type Travel Authorization Commitment Control Amount Type Encumbrance Override Transaction Budget Check i Go to Transaction Exceptions Go To Activity Log OK Cance _
63. ojects Expense Manager gt Prepay Auditor Projects Project Manager gt Supplemental Approver over 10k gt Prepay Auditor Cash Advances HR Supervisor gt Prepay Auditor Make Travel Arrangements TA Approved gt Trip Occurs Expense Cash Report Advance If applies 65 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Viewing an Employee Expense Data This section discusses how to e View employee expense transaction history e View employee payment history Viewing an Employee Expense Transaction History 1 Main MenusTravel amp Expense gt Process Expenses gt Review Payments gt Employee Expense History 2 Enter Employee ID and Click Search button Favorites Main Menu gt Travel and Expenses gt Process Expenses gt Review Payments gt Employee Expense History Employee Expense History Enter any information you have and click Search Leave flelds blank for a list of all values Find an Existing Value Search Criteria Search by Employee ID v begins wif Limit the number of results to up to 300 300 Search _ Advanced Search 3 Enter the date range and Click on Search button From Date 01 01 2013 E Through Date ovog 2014 El Transaction Type All ssi Expense History Through Submitted Date Amount 0 000 66 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Viewing Employee Expense Paym
64. on 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Travel Authorizations Creating Travel Authorization TA 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorization gt Create Modify 2 If you are creating this TA for yourself the Empl ID automatically populates Otherwise fill in the Empl ID that you are creating this TA on behalf of 3 Click Add button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Create Modify Travel Authorization Find an Existing Value Add a New Value a New Value Empl ID a Find an Existing Value Add a New Value 4 With the Quick Start drop down you can start your TA from a Blank Authorization form a Template or from an Existing Authorization Favorites Main Menu Employee Self Service Travel and Expense Center Travel Authorizations gt Create Modify Create Travel Authorization Travel Authorization Entry Roary Panther 1111111 User Defaults Quick Start PRS Paes General Information Description Authorization ID NEXT Business Pu El A Template Destif An Existing Authorization a Date From 34 Date To E Details Personalize Find F First QP 1 4 of 4 A Last Select Expense Type Date Amount Currency Payment Type Billing Type a a E a Copy Selected Delete Selected Ch
65. ort first Create Expense Report Home Summary and Subm 1111111 Roary Panther Actions 7 GO Business Purpose Training M Default Location California Los Angeles a Report Description Training Reference a Expenses Receints Expand All Collapse All Add My Wallet 0 4 Quick Fil imagoNow een 550 00 USD Date Expense Type Description Payment Type Amount Currency 10 01 2014 Domestic Airfare 7 JE university creat card v 300009 sD isl Billing Type FIU Expen Y Receipt Split Default Rate Exchange Rate 1 00000000 Ticket Number Reimbursement Amt 300 00 USD Merchant Preferred Non Preferred No Receipt AMERICAN AIRLINES Accounting Details 2 10 01 2014 Domestic Meals M 2E University Credit Card v 100 00 Uso 4 el Billing Type FIU Expen Receipt Split A Default Rate Exchange Rate 100000000 E Location California Los Angeles a Non Reimbursable Reimbursement Amt 100 00 USD No Receipt Accounting Details 10 01 2014 Domestic Registration v TRAINING REGISTRATION AZ Out of Pocket 150 00 Uso bl Billing Type FIU Expen Y Receipt Split Default Rate Exchange Rate 1 00000000 Non Reimbursable Reimbursement Amt 150 00 USD No Receipt Accounting Details C Expand All Collapse All Totals 2 Lines 550 00 USD 41 Revised 10 20 2015 Version 3 FLORIDA FIU Rko UNIVERSITY Travel amp Expenses User Manual 9 2 3 After
66. panel Selecting No will refresh the panel You can transfer later by using the So to Transaction Exception Header Push Button on this secondary panel 11 If a budget exception error exists the approver in queue may send back the Travel Authorization for revision Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions gt Travel Authorization Travel Authorize Exceptions Line Exceptions Travel Authorization ID 0000086951 Exception Type M Override Transaction D R a Maximum Rows 100 _ More Budgets Exist Search Advanced Budget Criteria Budgets with Exceptions Personalize Find View 7 Budget Override Budget Chartfields Details Business Unit Ledger Group Exception More Detail poser e Transfer GoTo 4 Q FIU01 CC_PRD No Budget Exists More Detail C B Save Gt Returnto Search Notify _ Travel Authorize Exceptions Line Exceptions 54 Revised 10 20 2015 Version 3 FLORIDA FIU Ro UNIVERSITY Travel amp Expenses User Manual 9 2 12 In order to Send Back approver must navigate again to the Approve Transactions page and Click Send Back button Comments Budget Checking is required before the Travel Authorization can be Approved Please click on the Budget Options hyperlink Budget Status Error in Budget Check Budget Options Approve iI SendBack Hold Save Changes Return to raval List 13 To Send Back
67. proval List Employee Expense History Return to Travel and Expense Center Overview Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Errors 3 If you are sending back this Cash Advance for revision Click Send Back button Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions Approve Cash Advance Home 1111111 Roary Panther Business Purpose Training Report 0000004713 Submitted for Approval Advance Description Dreamweaver Training TAR 123456 Accounting Date 10 07 2014 i Post State Not Applied Accounting Template STANDARD Q Created 10 07 2014 Roary Panther Last Updated 10 07 2014 Roary Panther 8 User Defaults Cash Advance 7 g View Printable Version Benefit to FIU or Project Source Description Amount Currency Accounts Payable Dreamweaver Training 200 00 USD Advance Amount 200 00 USD Approval History Submitted HR Supervisor Prepay Auditor Gloria Guzman Maria Leblanc Pooled Payment Role Name Action Date Time Comments Employee Roary Panther Submitted 10 07 2014 10 57 59AM Employee Roary Panther Withdrawn 10 07 2014 11 09 26AM Employee Roary Panther Resubmitted 10 07 2014 2 36 27PM Comments i Approve SendBack f Hold Save Changes Return to Approval List Next in List 62 Revised 10 20 2015 Version 3 FLORIDA FEU eRko UNIVERSITY Travel amp Expenses User Manual 9 2 4 You mus
68. roval Approver s receive email notification to Approve ER is approved Approver and Traveler Proxy will be unable to make any further changes Final Approval triggers an email notification to Traveler or Proxy If Approver Sends Back the ER the Traveler or Proxy will receive an email with comments Traveler or Proxy can make changes to the ER and resubmit for approval if needed If Approver puts the ER on hold the Traveler or Proxy will receive an email notification with comments 51 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Manager Self Service Travel amp Expenses User Manual 9 2 Approving Travel Authorizations 1 Main Menu gt Manager Self Service gt Travel amp Expense Center gt Approvals gt Approve Transactions 2 You can view the Urgency levels for the Expense Reports Travel Authorizations and Cash Advances Note Urgency settings enable approvers to determine which expense transaction need immediate attention The urgency level is triggered by the number of outstanding days High Red Square Medium Yellow Triangle Low Green Circle 3 Click on the transaction type ID link in order to review Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Search Pending Transactions 7 Change Sort Order Refresh List Transaction
69. s 0 00 USD Cash Advances Applied 0 00 USD Personalize Find El First B 1 2 op 2 E8 L Bending Actions Expense Manager Pooled Prepay Auditor Action History Personalize Find jE irs BE 4o Roary Panther Submitted 1O1S2014 9 41 22 4M Budget Status Not Bi t Checked Budget Checking is required before the Expense Report can be Approved Please click on a i ae the Budget Options hyperlink Approve 58 Revised 10 20 2015 Version 3 FLORIDA FIU Ro UNIVERSITY Travel amp Expenses User Manual 9 2 4 In order to send it back you must leave a comment otherwise you get prompted this message You must enter a comment before sending back for revision 10502 2248 All Transactions must have a comment included when they are sent back for revision Enter comments and click the Send Back for Revision pushbutton again 5 You will be prompted with a confirmation message of your sending back for revision 6 Click OK Save Confirmation Approve Expense Report submit Confirmation Roary Panther Report ID 0000288959 Expense Report Totals Employee Expenses 3 Lines 590 00 USD Due Employee 150 00 USD Non Reimbursable Expenses 400 00 USD Due Supplier 0 00 USD Prepaid Expenses 0 00 USD aaa Employee Credits 0 00 USD Supplier Credits 0 00 USD Cash Advances Applied 0 00 USD W This report will be sent back for revision a cme 7 Then you will be routed to the main
70. s to Approve amp Personalize View All 41 First GB 1 19 of 19 Urgency Transaction Type Total Unit Name Employee ID Description Transaction ID oa Status Role Expense Report 1600 00 USD Panther Roary 1337795 Seminar 0000288964 10 19 2014 Submitted for Approval Department Manager Expense Report 8300 00 USD Gold Patty 1337795 Controllers Convention 0000288994 11 13 2014 Submitted for Approval Department Manager Expense Report 2400 00 USD Gold Patty 1337795 Chia Conf 0000288986 10 27 2014 Submitted for Approval Department Manager v Expense Report 300 00 USD Blue Peter 1630201 FIU FIELD WORK 0000288988 10 25 2014 On Hold Department Manager Refresh List Return to Approval List Employee Expense History Return to Travel and Expense Center Overview Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Errors 4 In order to approve Budget Check is needed Click on Budget Options link Comments Budget Checking is required before the Travel Authorization can be Approved Please click on the Budget Options hyperlink widget Status Not Budget Checked Budget Options Return to Approval List 52 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 5 Click the Budget Check button Com mitment Control l Commitment Control Details Source Transaction Type Travel Authorization Budget Checki
71. sary You can only modify a TA if it s in your queue Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Travel Authorizations gt Create Modify Travel Authorization Travel Authorization Entry Roary Panther 1111111 User Defaults Sent Back For Revision By Gold Patty Incorrect Speedtype General Information Description People Soft Training Authorization ID 0000086951 Status Pending Destination California San Francisco a Last Update Dttm 09 26 2014 By 1619530 10 36 38AM Date From 09 01 2014 BI Date To 09 05 2014 gI Details iz Personalize Find F E JOL 1 of 1 amp 8 Last Select Expense Type Date Amount Currency Payment Type Billing Type o Domestic Airfare v 09 01 2014 200 00 USD FIU Expense V Detail Copy Selected Delete Selected Check For Errors Add Authorized Amount 200 00 USD Update Totals Save for Later Submit Create A Cash Advance Project Summary View Printable Version ru ren Personalize End First 1 Z OT Z Last Name Action Date Time Employee Panther Roary Submitted 09 26 2014 10 20 44AM HR Supervisor Gold Patty Sent Back For Revision 09 26 2014 10 36 38AM Return to Travel and Expense Center 16 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Deleting Travel Authorizations Travel amp Expenses User Manual 9 2 A TA can only be deleted when it is in Pen
72. t leave a comment prior to sending it back or you will prompted with this message Message You must enter a comment before sending back for revision 10502 248 All Transactions must have a comment included when they are sent back for revision Enter comments and click the Send Back for Revision pushbutton again 5 Insert your comment Click Send Back button Click OK to confirm sending back for revision lea A Saecos Retum to Approval List Next in List Save Confirmation Travel amp Expenses Cash Advance Report Submit Confirmation Roary Panther Advance ID 0000004713 Totals Advance Amount 200 00 USD ry This report will be sent back for revision ee 6 If you are approving this Cash Advance Click Approve button re ER Approve I Send Back Hold Save Changes Retum to Approval List Next in List 7 Click OK to confirm approval Save Confirmation x 7 Help Travel amp Expenses Cash Advance Report Submit Confirmation Roary Panther Advance ID 0000004713 Totals Advance Amount 200 00 USD Td This report will be approved meie aan Then you will be routed to the main approvals page 63 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Delegating an Alternate Approver Travel amp Expenses User Manual 9 2 Transaction will start rerouting to the selected alternate approver from the set date range in t
73. te Report Description 6 You can look up your Destination by clicking on the magnifying glass Revised 10 20 2015 Version 3 33 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Select the appropriate Expense Type from the drop down menu Fill out the Date Description Payment Type amp Amount Expenses 2 ImageNow A ceipts Expand All Collapse All Add My Wallet 0 4 Quick Fil imageNow Attach Receipts rre o 0 00 USD Date Expense Type Description Payment Type Amount Currency 07 14 2014 pg 00 uso Q 4 lI DSO Business Meals DSO Events a oo All Expand All Collapse All DSO Flowers and Gifts 0 00 USD Domestic Airfare Domestic Auto Rental Domestic Incidentals Domestic Lodging Domestic Meal Entertainment Domestic Meals Domestic Mileage Domestic Registration Domestic Taxi Train Bus Foreign Airfare Foreign Auto Rental Foreign Incidentals Foreign Lodging Foreign Meal Entertainment Foreign Meals Ore ich eaqge 9 After an Expense Type line is completed the Actions drop down menu will appear as well as other detail lines related to the expense Billing Type is always FIU Expense Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify Create Expense Report 1111111 Roary Panther 7 Business Purpose Training v Report Description Reference Expenses Expand All Collapse Al
74. ter Blue Approved 10 07 2014 3 36 22PM af Retum to Search Notify Cash Advance Approval Workflow lt q 2 v Oo c gt 5 lt r N O CA Workflow Status Description Submitted System has initiated the approval routing process and CA is waiting approval action A CA is approved Approver and Traveler Proxy will be unable to make any further changes Final Approval triggers an email PE notification to Traveler or Proxy Sand Back If Approver Sends Back the CA the Traveler or Proxy will receive an email with comments Traveler or Proxy can make end Bac changes to the CA and resubmit for approval if needed If Approver puts the CA on hold the Traveler or Proxy will receive an email notification with comments 32 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Expense Reports Travel amp Expenses User Manual 9 2 Creating Expense Reports not linked toa TA 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Report gt Create Modify lt automatically populates with your Id click Add 2 If you are not linking a TA to this Expense Report click the Return button to be re directed to the blank Expense Report page Favorites Main Menu Employee Self Service Travel and Expense Center gt Expense Reports gt Create Modify Copy from Approved Travel Authorization From Date oz 10 2014 B To i 110 2014 3 Search Travel Auth Description A
75. trol Human Res Financials System Adm C General Ledger Financials Licage Monitoring Cy Set Up Financials Supply Chain Change My My Personalizations cy PeopleTools My System Y Dictionary SEE j My Fad m My Feeds Change My Accounts Password Change MY Fite Aa Employee Message Board Error getting content your Saban Adnmuniskrabar rna a ra ies Travel Authorization o Cash Advance 1 View Travel Authorization TE ji Create j Modify Travel Auth j b l Error getting content t your System Administrator a ote ral zi zatik b ig Create Modify Cash Advance Revised 10 20 2015 Version 3 b Error getting content t your System Admuncstrator M User Preferences n _ Expense Report C Travel Authorization View Expense 5 Cash Advance ia Create Modify Expense Report 76 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 Useful Queries EXC8500 Travel Authorization Info EXC5500 Cash Advance Info EXC4500 Expense Report Info FIU_DEPT_APPROVERS_BY_DEPT FIU Dept Approvers by Dept FIU_FSSS_SUPERVISOR_LOOKUP Lookup HR supervisor of traveler FIU FSSS TA QUEUE Travel Authorization Queue FIU_FSSS_ER QUEUE Expense Report Queue FIU_ FSSS_ASSOCIATED_TRAVELAUTH Is TA linked to ER FIU_EXP_RPT_APPROVAL_HISTORY Approval history for Exp Report FIU_FSSS_PROXY_PROMPT People that you are a proxy of LYNN NNN NAA 77 Revised 10 20 2015
76. tted for Approval Search Clear Basic Se 3 You can view Workflow as well as status User Manual 9 2 New Window 2 Help Personalize Page View Expense Report Home 1111111 Roary Panther Actions Choose an Action z Business Purpose Training Report 0000288959 Pending Description Training Created 10 10 2014 Roary Panther Reference Last Updated 10 13 2014 Peter Gold Totals 2 8g View Printable Version Wg View Analytics Benefit to FIU or Project Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD l certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report Pon DSTOVGE Tiisin en een Action Role Name Date Time Submitted Employee Roary Panther 10 13 2014 9 41 22AM Sent Back For Revision Expense Manager Peter Gold 10 13 2014 10 13 55AM Previous in List 4_ Nextin List 4 Click Expense Details link Expenses 2 ImageNow Attach Receipt Expand All Collapse All Sac eeceip s err 550 00 USD Date Expense Type Description Payment Type Amount Currency 10 01 2014 Domestic Airfare pE University Credit Card 300 00 USD 10 01 2014 Domestic Meals AZ University Credit Card 100 00 USD 10 01 2014 Domestic
77. u can view Approval Workflow by clicking Refresh Approval Status View Expense Report Actions Choose an Action Your expense report 0000288959 has been submitted for approval Business Purpose Training Report 0000288959 Submission in Process E Expense Details GO Description Training Created 10 10 2014 Roary Panther Reference Last Updated 10 13 2014 Roary Panther Totals 2 g View Printable Version wg View Analytics Notes ImageNow Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD A certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report Refresh Approval Status 12 You also have the ability to Withdraw the Expense Report Employee Expenses 3 Lines 550 00 USD Non Reimbursable Expenses 400 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 150 00 USD Amount Due to Supplier 0 00 USD d certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report Withdraw Expense Report Submitted On 10 13 2014 Submitted By Roary Panther Approval History Submitted Expense Manager p Roary Panther Pooled ayment Actio
78. ubmit Confirm x 2 Help a Expense Report Submit Confirmation Totals Employee Expenses 1 Line 21 36 USD Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 21 36 USD Amount Due to Supplier 0 00 USD Lx canes 7 You can also Withdraw the Expense Report at this point Roary Panther Actions Choose an Action v i GO Business Purpose Training Report 0000288641 Submitted for Approval Description Adobe Dreamweaver Training Created 08 13 2014 Peter Gold Reference Last Updated 10 09 2014 Roary Panther Totals 2 g View Printable Version 4 View Analytics Notes ImaqeNow Employee Expenses 1 Line 21 36 USD Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Cash Advances Applied 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Employee 21 36 USD Amount Due to Supplier 0 00 USD 7 l certify the expense report submitted is accurate and in compliance with FIU policy Submit Expense Report iT Withdraw Expense Report Submitted On 10 09 2014 Submitted By Roary Panther Approval History 3 Se lt Submitted Expense Manager Payment Roary Panther Action Role Name Date Time Submitted Employee Roary Panther 10 09 2014 11 55 22AM View Expense Report Fay Expense Details Roary Panther Actions _ Choose an Action v lens Your expense report 0000288641 has been withdrawn
79. ubmit Expense Report button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify Modify Expense Report Business Purpose Training Description Dreamweaver Reference Totals 2 amp View Printable Version Employee Expenses 1 Line 445 USD Cash Advances Applied 0 00 USD Amount Due to Employee certify the expense report submitted is accurate and in compliance with FIU policy 25 Click OK to confirm submission Expense Report Submit Confirm Create Expense Report Save Confirmation Totals 2 Employee Expenses 1 Line 445 USD Cash Advances Applied 0 00 USD Amount Due to Employee a ome Revised 10 20 2015 Version 3 A New Window 2 Save for Later Home qj Expense Details Actions Choose an Action v mGOs Report 0000288957 Pending D Notes ImageNow Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Supplier 0 00 USD x 2 Help a Non Reimbursable Expenses 0 00 USD Employee Credits 0 00 USD Prepaid Expenses 0 00 USD Supplier Credits 0 00 USD Amount Due to Supplier 0 00 USD 39 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 26 The expense report has been submitted Now you can view Approval Workflow by clicking Refresh Approval Status Favorites Main Menu gt Employee Se
80. ult status for a newly created expense report Submitted for Approval The Expense Report is ready for approval or audit process Approvals in Process Depending on your approval and audit requirements after anyone on the approval list has approved or held the expense report the status changes to Approvals in Process There may also be situations where a transactions has been approved for payment but not yet approved for billing In these instances the approver may see the status Pending Billing Approval Approved for Payment The expense report is authorized for payment processing Staged The expense report is staged for payment Paid The employee has been issued a reimbursement Expense Report Workflow Submitter gt Expense Manager gt Prepay Auditor Personalize Find E Role Name Action Date Time Employee Panther Roary Submitted 10 19 2014 4 58 38PM Expense Manager Gold Patty Approved 10 22 2014 3 30 32PM Prepay Auditor Blue Peter Approved 40 22 2014 4 05 02PM 50 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Travel amp Expenses User Manual 9 2 FIU Expense Report ER Approval Workflow Expense Report ER Activity ER Project pan e oN a x lt 9 N c oD Q x lt LLJ Expense Report Workflow Status Description submitted System has initiated the approval routing process and ER is waiting approval action and requires Budget Checking prior to App
81. under Approvals in Process Ee Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advances gt View Travel amp Expenses User Manual 9 2 View Cash Advance a Home 1111111 Roary Panther Business Purpose Training Advance Description Dreamweaver Traing TAR 123 456 Accounting Date 10 07 2074 Post State Not Applied Created 10 07 2014 Roary Panther Last Updated 10 07 2014 Patty Gold Fi User Defaults Cash Advance 7 sj Mew Printable Version Benefit to FIU or Project Source Description Amount Cunmrency Apply Tax Accounts Payable Dreamweaver Training 100 00 USD Advance Amount 100 00 USD certify the cash advance is accurate and in compliance with FIU policy Submit Cash Advance Withdraw Cash Advance Submitted On 10 07 2014 Submitted By Gloria Guzman Approval History Prepay Auditor r all subi Pit Roary Panther Pooled Role Name Action DateTime Employee Panther Roary Submitted 10 07 2014 171 11 28AM HR Supervisor Gald Patty Approved 10 07 2014 1 54 35PM Sh Retum to Search Previousin List 4C Nextin List Notify 27 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Modifying Cash Advances Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Cash Advance gt Create Modify 2 Search for the Cash
82. uthorization ID Date From Date To Amount Cunrency Select Training 0000089143 1001 2014 10032014 550 00 USD 3 From the Quick Start drop down menu you can Select to Create the Expense Report from a Template a Travel Authorization An Existing Report or Entries from My Wallet Note Entries from My Wallet will only export credit card entries from the Travel amp Entertainment card 4 In the Business Purpose field Click on the drop down menu amp you can choose from the following highlighted menu options Favorites Main Menu Employee Self Service gt Travel and Expense Center gt Expense Reports gt Create Modify Create Expense Report Save for Later Home Summary and Submit 1111111 Roary Panther 9 Quick Start A Travel Authorization v GO Business Purpose 2 y Default Location er Quick Start A Travel Authorization v GO Report Descriptio Populate From Referenc Conference A Template Expenses Expand All Collapse All Date Ey Expand All Collapse All Convention Field Work Interview for Position Meeting Other Recruiting Research Seminar Symposium To Consult To Teach Training Workshop Fill Destination A Travel Authonzation An Existing Report Entries from My Wallet ImageNow Attach Receipts Lines Description Payment Type Amount Currency Ae 00 uso HII Totals 0 Lines 0 00 USD 5 Fill out the appropria
83. vel amp Expenses User Manual 9 2 1 Main Menu gt Manager Self Service gt Travel amp Expense Center gt Approvals gt Approve Transactions 2 Click on the Expense Report ID link in order to review 3 In this case if you wanted to send back the ER for the submitter to modify it Click Send Back button Favorites Main Menu gt Travel and Expenses Approve Transactions Approve Transactions Approve Expense Report Approve Expense Report Expense Report Summary Roary Panther User Defaults General Information Report Description Training Report ID 00002886959 Business Purpose Training Reference Employee Base Office Report Status Submitted for Approval Created On 10 10 2074 By 1308709 Updated on 10 13 2014 By 1308709 9 41 224M Travel Auth ID 0000089143 Accounting Date 10 13 2014 E Notes Accounting Template ST ANDARD amp amp Accounting Defaults More Options 7 GO You can deny individual expenses and still approve or send back the overall report Expense Line items Expense Type Date PC Business Unit Project Activity Secs Currency Approve Sy Domestic Airfare 10 01 2014 300 00 VSD 7 Domestic Meals 10 01 2014 100 00 USD F7 Domestic istration 10 01 2014 150 00 USD Expense Report Totals Employee Expenses 3 Lines 550 00 USD Due Employee 150 00 USD Non Reimbursable Expenses 400 00 USD Due Supplier 0 00 USD Prepaid Expenses 0 00 USD Definition of Totals Employee Credits 0 00 USD Supplier Credit
84. vel and Expense Center gt Expense Reports gt Delete Travel and Expense Delete an Expense Report Roary Panther Delete Selected Report s 48 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Printing Expense Reports Travel amp Expenses User Manual 9 2 1 Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Report gt Print 2 The ERcan be search by any of the criteria listed in the drop down menu Click Search button Favorites Main Menu gt Employee Self Service gt Travel and Expense Center gt Expense Reports Print Expense Report Enter any information you have and click Search Leave fields blank for a list of all values f Find an Existing Value Search Criteria Search by Report ID begins with O Creation Date l Name Report Description Report Status 3 Select the desired Expense Report and print using your browser s feautures Search Results ERE ReportID EmpliD Report Status Creation Date 0000288959 Training Panther Roary 4441111 Pending 10 10 2014 0000288957 Dreamweaver Panther Roary 1111111 Staged 10 08 2014 49 Revised 10 20 2015 Version 3 FLORIDA INTERNATIONAL UNIVERSITY Expense Report Status Travel amp Expenses User Manual 9 2 Pending An employee has not submitted the expense report or the approver or auditor denied and returned the expense report to the employee This is the defa
85. yee ID Description Transaction ID r itted Status Role Expense Report 200 00 USD 2222222 test 0000288952 09 26 2014 Submitted for Approval Department Manager Expense Report 220 00 USD 3333333 lest o 0000288953 09 26 2014 Submitted for Approval Department Manager Refresh List Retum to oval List Employee Expense History Iverview Expense Reports Time Reports Time Adjustments Travel Authorizations Cash Advances Errors 3 Budget Check must be done prior to approval Click Budget Options link Favorites Main Menu gt Travel and Expenses gt Approve Transactions gt Approve Transactions gt Approve Expense Report Approve Expense Report Expense Report Summary Roary Panther User Defaults Report Description test Report ID 0000288953 Business Purpose Conference Reference Employee Base Office Report Status Submitted for Approval Created On 09 26 2014 By 1173821 Updated on 09 26 2014 By 1173821 10 32 14AM Accounting Date 09 26 2014 ii Notes Accounting Template STANDARD Accounting Defaults More Options Eeo You can deny individual expenses and still approve or send back the overall report Expense Line Items Expense Type Date PC Business Unit Domestic Incidentals 09 26 2014 Expense Report Totals Employee Expenses 1 Line 220 00 USD Due Employee 220 00 USD Non Reimbursable Expenses 0 00 USD Due Supplier 0 00 USD Prepaid Expenses 0 00 USD Definition of Totals Employee

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