Mileage Training Manual - San Diego Unified School District Official
Contents
1. Delete a Single Day Entry from a Mileage Expense Report Example Exercise The following steps walk you through how to delete one or more single day entries from a Mileage Expense Report You might want to delete a day or several days from your report before you submit it For example if you accidentally entered an extra day into the report or if you entered a range of days but were out sick during a day or two within the range you would need to delete such days NOTE You can ONLY delete days from a Mileage Expense Report if you have not yet submitted the report Once you submit the report you can no longer edit it in any way Step by Step Delete a Single Day from Your Mileage Expense 3 3 2010 19 IT District Wide Applications SDUSD PeopleSoft Mileage You must first be sure you are viewing the Expense Report Entry page of the report This is the main page of the form The Expense Report Entry page looks like the following example Create Expense Report Expense Report Entry Leslie Doe User Defaults Report ID 000045436 General Information Description Mileage Movember 2008 Demo Comment Travel to various district sites to PET Ea provide nursing services to Business Purpose Other written desc required den D r e oi ieuuremenie Reference Default Location SAN DIEGO a Budget Status Mot Chk d Receipt images Accounting Defaults Apply Cash Advancersy First E 1 2 of Last Amount2. not Currency EN gt CEE SETTE Mileage IM SO County E 4 68 USD Not applicable z Mot Applicable Internal ae pe om meag IN sp County Mileage IN SO County z rimaraoos Ei 6 85 USD Not applicable e Mot Applicable internal Internal EI 7 Mieage NSD County e 110572008 by 361 U8D Notapplicabis nemai e a gt Fe Mieage IN SD County gt rimerao08 6 anssjusD Notapolicabie e mtema l F 9 le ileage NSD County e 1170772008 E 176usD NotApplicabis nemai A gt Fe Mileage 0 Couny Le rinonoos E 8 78 U8D NotApplicabis nemai gt Fe titeagein sp County Mileage IN SO County fritizoos Ei 4414 2008 E 2 93 USD Not applicable gt Mot Applicable nterna Internal Ea DES Mileage IM SO County 22008 22008 E 9 95 USD Not applicable z MotApplicable internal Internal E EI py Selected New Expense Add Check For Errors Delete Selected Employee Expenses i Due Employee 47 99 JSO Non Reimbursable Expenses Due Vendor 0 00 USD Prepaid Expenses Employee Credits Vendor Credits Cash Advances Applied Definition of Totals Save For Later submit Expense Report Project Summary Printable wiew SOCS Expense Rules Return to Travel and Expense Center Step 2 Find the day you wish to delete under the section about the middle of the page Step 3 3 3 2010 20
3. Mileage IM SO County 1 UOGRODS 2 43 o TE EEE B Mileage IM SO County 1 VoreoDs 3 95 USD Not Applicable Internal EB Mileage IM SO County 1 11102005 22 20 USD Not Applicable Internal B Employee Expenses f Due Employee 60 27 USD Non Reimbursable Expenses Due Vendor 0 00 USD Prepaid Expenses i Employee Credits Vendor Credits Cash Advances Applied Definition of Totals Expense Report Project Summary Printable View SDCS Expense Rules Return to Search 3 3 2010 16 Red Flags What to Do When You Get One Example Exercise Each time you click the Check For Errors button you hope that it doesn t find any errors so that you can continue to save and submit your Mileage Expense Report But sooner or later a mistake is made When that happens a small red flag appears on the screen next to the expense line with the error You can save the expense report with errors on it but you can t submit it until the errors are resolved This next Step by Step exercise walks you through the typical method used to resolve red flags It begins from the point of having checked for errors on a typical mileage expense report and encountering a red flag for the first time Step by Step Fix a Red Flagged Error Step 1 Click on the red flag to open it and see what the problem is Customize Find View All amp HH Firs es 4 4 of 4 Last Overview Detail Location Merchant Air Hotel MWileaqe Per Diem Curr
4. IT District Wide Applications SDUSD PeopleSoft Mileage Click a checkmark into the Select checkbox on the far left side of the line you wish to delete In this illustrated example below we selected the line for November ar Details Overview i Detail o il t Select Expense pe Expense Type sabe jense Date i Mieage IN 5D County Te mileage IN SD County IM SO County rimarzo08 11 03 2008 Ei eer Elfo sA Mieage IN SD Couny e 11 06 2008 1140542008 51 Eco Mileage IM SO County EEE 11 06 2008 E Mileage SOO Bi r Step 4 Click the Delete Selected button E Mileage IN SD County 11072008 i E tisese 80 Couro Mileage IM GD County 702008 11 n 2008 B E E TE G 12 2008 Copy Selected Delete Selected New Expense Totals Employee Expenses 47 99 USO Non Reimbursable Expenses 0 00 JSO Prepaid Expenses 0 00 LSD Employee Credits 0 00 LISO Step 5 Click the OK button to confirm the deletion Create Expense Report Delete Confirmation Leslie Doe The Expense Report Entry page is displayed again and you ll notice that the day you deleted is indeed gone 3 3 2010 21 A 1 i oN T T TCAATA y 1 CoN M NA oftr4 ml A 4 0a A An tReaATINHNC to Y Dannla NXA 4 h y AAA it D ISUICL VVIGC ADD ICAU OMS v D USD PeopleSoft Milea AT A J WY k If you re ready to submit this revised report remember to
5. Details ense Type Select Ex VI Expense Date Al Fuel for Rental Car da e Lodging ue Meals i Mileage IN SO County q Mileage QUT of SD County Copy Sele nount Spent 4 National Board Certification Mational Board Support Acar Parking Outside SD Count Parking 8D County Mew Expense Totals Personal Phone Call 1fday i Employee E ShuttlerCabicity Bus i 0 00 USD Due E Non Reimbursable Expenses 0 00 USD Due ip ey Pace LE ol Le F a 12 Step 8 You will see several fields appear to the right of Mileage IN SD County Fill them in as shown in the example below The Expense Date should be the date of the day you are claiming mileage for The Payment Type should always be Not Applicable for mileage entries Finally click the green arrow on the far right side to move on to the next screen bons Te yense Type Expense Date jense pate AMOU cron Payment Te nent Type lina Te Type EF perms Mileage IN SO County E Re USD ferret Mot Applicable aS Internal d rr Doron pokey E Step 9 Enter the Description Here you must put in where you went that day Be sure to include all places you drove to that directly involved your ai tasks Then click the green arrow E ferviewy Detail Location Merchant C AirHotel Mileage Per Diem seis Expense Type Expense Date Description Non No Reimbursable Receipt EE Mil
6. the string will stay put whether you shut down the computer or not You can change the Chartfield string at any time Step 1 Navigate to the Default Chartfield page Travel amp Expenses gt Manage Employee Information gt Update Chartfields ORACLE Menu Ei Search 5 My Favorites Update Chartfields gt Employee Self Service gt Manager Sel Senice gt Supplier Contracts gt Vendors gt Purchasing gt Inventory gt eProcurement gt Services Procurement Travel and Expenses Manage Employee Inf ti SETE Poa a q a E E E Manage Accounting gt Commitment Control gt General Ledger gt Set Up FinancialsSupply na Default ChartField Values GL ChartFields 1 GL Unit Department Resource Program Class Fund Extended Proje A a a ae Pe ds A Step 2 Enter your department s budget numbers into the Chartfield string boxes If you don t know what numbers to enter please check with your department s secretary financial clerk or principal department head You can also ask your school s or department s budget analyst Upon completing the Chartfield string click Save in the lower left corner 3 3 2010 4 IT District Wide Applications SDUSD PeopleSoft Mileage Default Chartfield Values GL ChartFields 1 GL Unit Department Resource Program Class Fund Extended Proje ma aprancarqar aly al tias Enter your Department s budget numbers h
7. Advanced Home page A Tou can change which page to use for your home page Address hittp zA sandi net Use Current Use Default Use Blank Temporary Internet files Pages vou view on the Interne shored in a special folder for quick viewing later Delete Cookies f Delete Files Settings History The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 20 Clear History Colors Forts Languages Accessibility OK Cancel Apply Step 7 Click a checkmark into the box labeled Delete all offline content Delete Files AN Delete all Files in the Temporary Internet Files YouLean also delete all your offline content stored Hall offline content Step 8 Click OK Delete Files AN Delete all Files in the Temporary Internet Files You can also delete all your offline content stored locally Cancel 3 3 2010 34 D Dann aQ aft N 11 ANA D reoplesolt Miieage IT Di otm nt AA q AAA ad ES Cc D TG 1C rici VV 10N2P ANNIICATINNTO X W 11 District Wide Applications SL US Step 9 Click the OK button at the bottom Internet Options General Security Privacy Content Connections Programs Advanced Home page A Tou can change which page to use for pour home page Address http Au sandi net Use Current Use Default Use Blank Temporary Internet files Pages v
8. Save For Later Submit Expense Report Project Summary Printable Views sOCS Expense Rules Return to Travel and Expense Cerits Always click SAVE FOR LATER before you click SUBMIT 3 3 2010 10 IT District Wide Applications SDUSD PeopleSoft Mileage Step 4 In the General Information section you must do two things Fill in the required information and verify or update the default accounting information budget numbers aka Chartfield string It doesn t matter which you do first The screen below displays an example of typical details entered in the required fields A Description Type Mileage and the month and year thus Mileage November 2008 Business Purpose Choose Other written desc required B C Default Location Type San Diego D Comment Here you must type your justification for getting reimbursed for mileage One example Travel to various district locations as required by my job to provide nursing services to students Create Expense Report Expense Report Entry Leslie Doe User Defaults Report ID NEXT Quick Start E Blank Repor Go v General Informa A Description Mileage November 2008 Comment BE Travel to various district locations as required by my job to provide Business Purpose Other written desc required Ma ES nursing services to students Reference Default Location San Diego a Budget Status Valid Receiptimaqes Accounting Def
9. menu bar at the top of the screen San Diego City Schools San mega Unified School District DF Jon fc a m i 3 am ie 3 3 2010 32 IT District Wide Applications SDUSD PeopleSoft Mileage Step 3 Click Internet Options on the Tools menu San Diego City Schools San Diego Unified School District Official Home P Fie Edit View Favorites Tools Help dm Back amp 8 Mail and News Pes gfMeda C ES T Step 4 Click Delete Cookies on the General menu Internet Options General Security Privacy Content Connections Programs Advanced Home page A Tou can change which page to use for your home page Address Pittga sand net Use Current Use Default Use Blank Temporary Internet files a Internet are stored in a special folder E elete Files Settings F History Wati The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 20 Clear History Colors Fonts Lanquages Accessibility rea rem Step 5 Click OK Delete Cookies Delete all cookies in the Temporary Internet Files folder 3 3 2010 33 10 t FO Wide LN ICAaATIAN C e anne wo N 11 agga Li DISOICL VWIGQC AD VJIICA LIONS WIVZU Ol Fou JICSOLL IV LLIC ALES Step 6 Click Delete Files Internet Options General Security Privacy Content Connections Programs
10. 2 Last Profile Name Action DateTime Leslie Doe Submitted O105 2009 10 59 27 AM Department Level Approver Alex Doe Approved Togo 8 59 094rl After seeing this status you can either navigate to another page in PeopleSoft or you can log out of the system 3 3 2010 30 Tips amp Tricks for Expense Reports Don t Get Logged Out Unexpectedly If you think it might take you longer than 15 minutes to complete an Expense Report take these steps to ensure the system won t kick you out unexpectedly which can cause you to lose the Expense Report e After you log into PeopleSoft and after you click the Financials Supply Chain link go back to the portal page where you signed 1n and close that window by its X button in the upper right corner e Always click Save For Later just before you click Submit That way you will ensure nothing will get lost or deleted Be as Complete as Possible Include all pertinent details for each and every expense line in the Expense Report Don t assume you can abbreviate or take shortcuts You may end up having the report sent back for revision which means a delay since you will have to edit it and resubmit it or maybe even start all over Verify Chartfields on Each Report In the beginning of every Expense Report you create as soon as you arrive at the General Information page you should ALWAYS verify your Chartfield string budget code numbers Do this by clicking the link Accounting Defaul
11. D 100000000 aga 13 46 uso E oE Mileage NSD County Mileage IN 5D County 10672008 11 06 2008 E 2 93 USD 1 00000000 aga 2 93 usp E Mileage IN sp County Je Mileage IN SD County 170772008 14 07 2008 5 E 4 95 USD 1 00000000 RGE 9 95 uso E oE Mileage NSD County Je Mileage IN SD County riarzo0e 0 2008 E 22 23 USD ononaago ame o EE EE uso E Copy Selected Delete Selected NewEmense Jr Add e ai Se ys ar mts pum o ER E 5 e Ea E cm i Select Expense Tue ense T Expense Date Check For Errors Totals Be sure to click the Check For Errors button now This will check your work to see whether you might have made a mistake anywhere If the system detects a mistake it will red flag it You have to correct the mistake and click Save For Later again before you can submit the Expense Report How to handle a red flagged mistake is shown in the next exercise of this manual Assuming there are no mistakes continue to Step 13 Step 13 Click the Save For Later button one last n for good measure Then click the Submit button m faco SS Coy Mileage IM SD County raras 11 07 2008 E D H EE ES M el 4 E Mileage NSD County Te Mileage IN SD County rirorzoos 111 02008 a 22 23 USD ooo00000 F e EB 22 23 Copy Selected Delete Selected New Expense 4 Add Check For Errors Employee Expenses Due Employee BO 27 USD Non Reim
12. Or a Fuel for Rental Car Lodging Meals Po Lo n Tt Mileage IN SD County 3 3 opy Selef aid Add Check For Errors Py oee Mileage OUT of SD County New Expense Ei Ada Check For Errors Mational Board Certification tals E L J i ealblational Board Sig pori ca NN e UR a N N Steps to Add More Blank Lines A Click the plus sign button on the far a side of the screen jan Currency Payment Type e uso Q a one Ag bE E Add Check For Errors Ag multiple new rows B Enter the number of blank lines you want and click OK Script Prornpt DE Enter number of rows to add Cancel C Extra blank lines will appear for you to use If the Overview tab is not in front you need to click on it to bring it forward J setans Step 12 After you ve finished entering all the lines of day to day mileage you want to claim and you have clicked the Save For Later button your screen may resemble this example 3 3 2010 14 IT District Wide Applications SDUSD PeopleSoft Mileage First 4 4 5 cre Last Currency Amount Si ME Exchange Rate pm EEE Reimburse ane E Spent CM witeage nso County Mileage IN SD County 10372008 11 03 2008 E a ip 02 USD A 1 oooooo00 m o E 7 02 uso e E CM icagelisDCouy Mileage IN SD County 5 rimarzoos 11 04 2008 a 4 68 USD 1 00000000 agag 4 68 uso E ititeage in SD County rosos amp i 13 48 US
13. aults Apply Cash Advances More Options Ne Step 5 Below the Default Location click the link Accounting Defaults Business Purpose Otherwrittey Default Location san Diego Cae Accounting Defaults ia S 3 3 2010 11 IT District Wide Applications SDUSD PeopleSoft Mileage Step 6 The last step brought you into the Chartfield page that affects only this one Expense Report Budget numbers you enter or edit here will affect this report and no other Take the time to check each Chartfield to be sure it is correctly filled in Pay special attention to the DeptID Chartfield Be sure it contains the Department ID number for the school principal or department head you want to approve this Expense Report When done click OK NOTE The budget numbers shown in this example are not real you must use your own department s budget numbers Step 7 Leslie Doe Accounting Summary 100 00 SDUSCN Add ChartField Line Create Expense Report Accounting Defaults Report ID PIS GL Unit Teptip Resource T Program Class Fund Extende i 12349 12345 a Mza 1234 a 1234 a 12345 a 1234 a A The last step brought you back into the Expense Report Entry page illustrated below To enter your first day s worth of mileage choose the Mileage IN SD County selection in the first Expense Type line s drop down menu 3 3 2010 Accounting Cetaults Apply Cash Advancerss More amp
14. bursable Expenses Due Vendor O 00 USD Prepaid Expenses Employee Credits Vendor Credits Cash Advances Applied Definition of Totals Save ForLater Submit Expense Report Project Summary Printable View SDC Expense Rules Return to Travel and Expense Center 3 3 2010 15 IT District Wide Applications SDUSD PeopleSoft Mileage Step 14 If you are certain this Expense Report is ready for approval click the OK button That sends it off to your Department Head or Principal for their approval Be aware that once you submit it the report cannot be edited anymore unless your Department Approver sends it back to you electronically Once it is approved the report automatically goes to the Accounts Payable department for processing You can expect to receive your check in the mail in about 2 4 weeks Create Expense Report Save Confirmation Leslie Doe Report ID 0000045434 Expense Report Totals Employee Expenses Due Employee 60 27 USD Non Reimbursable Expenses Due Vendor 0 00 USD Prepaid Expenses Definition of Totals Employee Credits Vendor Credits Cash Advances Applied Click OK to submit or click Cancel to return to the expense report without submitting E FE _ Step 15 You will see your Expense Report once again You can log out of the computer at this point If you want to print a hardcopy for yourself first click the Printable View link in the lower right corner Then print the form
15. click the Save For Later button first then click the Submit button Copy from an Old Existing Report Example Exercise The following steps walk you through how to create an Expense Report for Mileage within San Diego County by copying from a previously created Expense Report and simply changing or updating the information This approach may save you time if the report you are creating needs to be quite similar to a past report Step by Step Create a Mileage Expense Report from an Old Existing Report Step 1 Navigate to the Expense Reports home page and start a new Expense Report by clicking Create ORACLE Main Menu Employee Self Service gC Travel and Expense Center 7 Employee Self Service Employee Travel and Expense Center b Procurement Expense Report b Travel and Expenses Create modify print view or delete an Ernployee Project Center Expense Report Travel and Expense Center f create b Manager Self Service ES hodit t Supplier Contracts FS Print b Yendors 2 More C Purchasing gt Inventory E Cash Advance gt eProcurement Create modify print view and delete a Cash b Services Procurement Advance f Create Step 2 If the screen shown here does not appear skip ahead to Step 3 If this screen does appear it means that someone else has authorized you in the system to create and submit Expense Reports on h her behalf If so then you must choose to create this Expense Re
16. e the red field typed in the required details and then clicked the Check Expense For Errors button to clear out the red flag About This Expense Expense Date 1204 2008 Payment Type NotApplicable f No Receipt Billing Type Leb Non Reimbursab Miles 9 x 0 5850 Description From Gompers to the Ed Center and back Amount Spent Currency Exchange Rate 100000000 i M Default Rate Reimbursement Ami 468 USO Exception Comments Location Amount 3 No Receipt eeccounting Detail Check Expense For Errors Step 4 After clearing the red flagged error we can now click the link Return to Expense Report located in the lower left corner Accounting Detail Return to Expense Report 3 3 2010 18 IT District Wide Applications SDUSD PeopleSoft Mileage Step 5 Back on the Expense Report page we are ready to click Save For Later always do that before you submit and then click Submit Details Overview Y Detail Y Location Y Merck Select Expense Te jense Type Expense iiteage nso County De Mileage IM SO County TAOS O Weagen SD County Mileage IM SO County 2m 47205 witeage sD County Te Mileage IM SO County 120620 ie coo EI Copy Selected Delete Selected Totals Employee Expenses Non Reimbursable Expenses Prepaid Expenses Employee Credits Vendor Credits Cash Advances Applied
17. eage IN SD County Ermo 11 03 2008 E faeces E From Gompers to Dana TN o E sa Step 10 Enter the total number of miles you are claiming for that day in whole numbers If your personal record if you keep one shows a partial mile for example 3 7 miles then you must round it off Then click the green arrow again ee eee ees ae ee ee aa Expense Date poe Transporation ortation a Rate o psan assengers a S UDVEN S ape Step 11 That completes one line entry for one single day of claimed mileage You are ready to enter another entry for another day Before you do anything else click the Save For Later button located in the bottom left corner of the screen This will ensure your work is saved and won t get lost or deleted Then keep repeating Steps 7 through 10 until all the days of mileage you wish to claim within one single month have been entered Click the Save For Later button frequently as you work after each new line entry NOTE After you click Save For Later you may lose the blank entry lines To bring out more blank lines for you to use follow the steps after this illustration 3 3 2010 13 IT District Wide Applications SDUSD PeopleSoft Mileage Exnense Te jense Type Expense Date sense Date AMOU rn Exchange Rate um Reimburse Amt at E 7 02 USb an nono E Mileage IN SD County E proome 11 03 2008 24 tm fe 02 USD USD 1 oooooo00 F W ar gt Rental MEO
18. ely out of the software program You will always be able to find a menu choice or other link to click on within the page to bring you back to the previous page or to other pages 3 3 2010 31 IT District Wide Applications SDUSD PeopleSoft Mileage Maintain the Best Computer Connections It is important for you to maintain your Oracle PeopleSoft application connection so that it remains in optimum working condition To do this you must complete a quick simple routine task about once a week The task is called Clearing or Deleting Your Cache Files Cache files are files that are deposited onto your computer s hard drive every time you click to a new web page while you re on the Internet They are also referred to as Cookies or Temporary Internet Files They are generally harmless But if you ignore them they pile up every time you use the Internet They can pile up so much that it can cause your computer to perform sluggishly or even start to get weird error messages So it s important for you to clear out all the cache files every day to make room for the new ones that will come in The following steps walk you through the procedure for clearing cache files Clear Cache Files Example Exercise Ay Step by Step Clear Cache Files Step 1 Internet Launch Microsoft Internet Explorer Explorer Tt makes no difference which web site or web page is displayed on your screen Step 2 Click Tools on the
19. ency Select Expense Type Expense Date Expense Date AMOU coprency Current Payment Type nent Type Billing Type TT Neage eet County 1203 2008 6 7 02 USD Not Applicable Not Applicable internal gt Internal Ee jp Page INSD Couny Je T 20472008 E 68 USD Nat Applicable Internal De EQ gt E Jfieage IN SD County e 1 20572008 E 1348 USD Not Applicable mema z a gt E om Mileage INSD County x 27072008 E 22 23 USD Not Applicable hema R gt e lt Selected Delete Selected NewExpense Add Check For Errors ee ee ee ee NEN Step 2 The detail page for that expense opens up and displays where the trouble is located In the top left area there is text that describes the issue and the field with the problem is highlighted in red In this example we forgot to enter a description of where we drove that day Create Expense cem Expense De Mileage IN SD County Line 2 Report ID D000045435 Please enter or update the following information at Description Abu This Expense Expense Date TETE l No Receipt l Non Reimbu Payment Type Billing Type Miles Description Amount Spent Currency Exchange Rate 1 00000000 Fy M Default Rate ie gia i aie ge AD gad en a oe ee i EE 3 3 2010 17 IT District Wide Applications SDUSD PeopleSoft Mileage Step 3 We clicked insid
20. ere fa Save Authorize Other Employees to Create Expense Reports on Your Behalf An employee may authorize another employee to create Expense Reports on his her behalf An example might be a teacher authorizing the main office s Financial Clerk or Administrative Assistant to create a Mileage Expense Report on the teacher s behalf NOTE It is highly recommended that everyone create and submit his her own mileage expense reports Then there are fewer chances for mistakes or miscommunications Authorize Others to Submit Your Expense Report For You Example Exercise Step by Step Authorize Another Employee to Create amp Submit Expense Reports on Your Behalf The following steps walk you through the two tasks you must complete to accomplish this Step 1 First you must update your Chartfield string just one time Please follow the Step by Step instructions above entitled One Time Chartfield Setup Step 2 Next to authorize another employee to become your proxy you must follow this navigation Employee Self Service 2 Travel amp Expenses 2 User Preferences 2 Delegate Entry Authority See Illustration on Next Page 3 3 2010 5 IT District Wide Applications ORACLE Search gt gt Wy Favorites Employee Self Service gt Procurement lt Travel and Expenses User Preferences Create Update User Template Delegate Entry Authority Review Payments Print Bar Code Recei
21. habetically by the traveler s last name NUMBER 619 E Mail Addresses A Cristi Childers 725 7683 Abe jcaluza sandi net Noble Phuong Pham 725 7761 Cindy cstephens sandi net Barnes amp Noble Be Bz Cellular Teleohone Service Sheryl Stearns c D E F G Gas amp Electric Utilities H J Tina Jair 725 7764 K Magda Henein 725 7760 L Cindy Stephens 725 7763 Ma Mh CoCo Velazquez 725 7759 Mi Mz Abe Caluza 725 7771 N Kitty Jackson 725 7751 O Stephanie Trump 725 7765 Pa Pm 725 7765 Pn Pz 725 7771 Q R 725 7751 3 3 2010 37 S except San Diego amp Sup t of Schools Tina Jair 725 7764 San Diego Nancy Miraflor 725 7766 Superintendent of Schools Margaret Gomes 725 7768 Telephone Service Land Lines Magda Henein 725 7760 T CoCo Velazquez 725 7759 U Nancy Miraflor 725 7766 V Nancy Miraflor 725 7766 W except Whoo s Smart Phuong Pham 725 7761 Whoo s Smart Kitty Jackson 725 7751 Water Sewer Utility Service Abe Caluza 725 7771 X Nancy Miraflor 725 7766 Y Nancy Miraflor 725 7766 Z Nancy Miraflor 725 7766 3 3 2010
22. n next page pr irean r er a E re ei E ee Details Querviha E Expense dat 7 TE x x Mieagemso County e Mileage IM SD County rosz E 5 85 USD Not pplicable MotApplicable Internal gt Internal tease 0 County De r1msr200e E 3 51 USD See Mieage NSD County Le rrvoer2o0e E 1a 63 USD NotApplicadie intemal De F a paee a mening epee rpm ppa a Llc NOTE The only tabs you might need to click on are the Overview Detail Mileage and Currency tabs Other tabs are not involved in a Mileage Expense Report Step 6 Be sure to click the Save For Later button before you click the Submit button when you are ready to submit the report 3 3 2010 24 What to Do If Your Mileage Expense Report 1s Sent Back Example Exercise Someday you may find that a mileage expense report you submitted 1s Sent Back to you instead of approved This occurs when an Approver has some reason for wanting you to make a change on the report and resubmit it You ll know it was sent back to you if you receive an automated e mail telling you so NOTE Just in case you don t get the e mail you should make a habit of checking the status of your submitted report every few days An exercise showing how to check a report s status follows this exercise The most common reasons why this might happen are e Budget Error There is a budget problem maybe there isn t enough mone
23. nse Report that was Sent Back Step 1 Navigate to the Expense Report home page and click the Modify link 3 3 2010 25 IT District Wide Applications SDUSD PeopleSoft Mileage ORACLE Search 5 Main Menu Employee Self Service A Travel and Expense Center Employee Travel and Expense Center gt My Favorites Employee Sel Service manu ly gt Procurement Ei Expense Report b Travel and Expenses Create modify print view or delete an Employee Project Center Expense Report Travel and Expense Center El Create b Manager Self Service E Modify b Supplier Contracts 2 Print gt Wandors 2 More C Purchasing b Inventory E 5 Cash Advance Cash Advance HA gt eProcurement Create modify print views and delete a Cash gt Services Procurement Advance gt Travel and Expenses i Create gt Commitment Control i Modify i Print gt General Ledger 2 hore Step 2 Click the Search button on the Find an Existing Value tab Leave the begins with field blank Expense Report Enter any information you have and click Search Leave fi s Find an Existing Value Y Add a New value Repor ID begins with Search Find an Existing value Add a Mew Value Ad anced Search The Expense Report should open automatically If it doesn t you probably need to choose it from a list of 2 or more Expense Reports available for editing The list would ap
24. opleSoft Please see the Job Aid Setting Up Your DWA Password e Click Sign in e On the next page portal page click Financials Supply Chain 8 9 e On the next page in the main menu on the left click Employee Self Service or Travel and Expenses depending on what you want to do Workflow How it All Happens The flowchart below shows where the Mileage Expense Report goes and what happens to it after you submit it Budget Checked by Submit Expense Report Approver If Report Passes Budget Check it can be Approved Report Goes to Report is Dept Approver Report Goes to A P Technician Accounts Payable Department Head Principal Approves Report Employee is Reimbursed 3 3 2010 3 Technician Approves Report IT District Wide Applications SDUSD PeopleSoft Mileage Chartfield Setup The first time an employee submits an expense report the employee must setup their Chartfield string This determines which budget is to be used to pay for the mileage reimbursement This is a one time setup It should not need to be repeated each time an employee submits an expense report Enter Your Budget Information Example Exercise Step by Step One Time Chartfield Setup The following steps show how to set up your Chartfield string This string of numbers tells the district which budget to use to pay for your mileage Once you enter the string of numbers and save it
25. ou view on the Internet are stored in a special folder for quick viewing later Delete Cookies Delete Files Settings History The Hist folder contains links to pages you ve visited for quick ace Es to recentl viewed pages Days to keelpages In history 20 Clear History Colors Fo fe Languages Accessibility UE Cancel Apply Step 10 Close your browser window Microsoft Internet Explorer Re launch it when you are ready to resume working on the Internet This last step will refresh the browser and make it completely clean 3 3 2010 35 Support How to Find Help NOTE DO NOT call the IT Help Desk They cannot offer support on any PeopleSoft software applications You have several ways to get help with the district s PeopleSoft Financials Travel amp Expenses software Your support options are listed and explained here in the order of how you should proceed 1 First you need to carefully read or re read your training materials user manual job aids Most questions can be answered there To print out extra copies of training materials please go online to http www sandi net peoplesoft readandlearn That brings you to a web page where you can click and print out many different job aids and manuals handbooks 2 If you need more help than what the training materials provide the second thing you can do is attend an Open Lab session Open Lab is a free help clinic pr
26. ovided for all district employees who have already completed the related training class Open Lab is held on a regular basis usually about two or three Fridays per month At Open Lab you can receive individualized one on one assistance from the Travel amp Expenses instructor with specific problems or questions you may have while using the Travel and Expenses software Open Lab is a first come first served arrangement No appointments are taken Just show up and bring your work and all pertinent information with you For details on when and where Open Lab takes place the schedule 1s posted every month on the district s DWA web site please go online to http www sandi net peoplesoft training That brings you to a web page where you can find the Open Lab schedule as well as other information about training classes 3 After you have done Steps and or 2 above if you still feel you need further assistance please contact an Accounts Payable Technician As of the printing of this manual here is a list of Accounts Payable staff members who can assist you on the next pages 3 3 2010 36 SAN DIEGO UNIFIED SCHOOL DISTRICT Office of Chief Financial Officer Accounts Payable Department Room 3141 Vendor Assignments Effective A P Fax Number 11 02 09 619 725 7769 Vendors are assigned to A P staff alphabetically by the payee s last name or company name Employee Travel Authorizations and Expense Reports are assigned to A P staff alp
27. pear automatically 3 3 2010 26 IT District Wide Applications SDUSD PeopleSoft Mileage Step 3 Expense Report Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search by Report ID begins with Search Advanced Search gt a sults Report ID Report Description Name EmpliD Report Status Creation Date 0000045437 Mileage November 2008 Leslie Doe 120080 Pending 01 07 2009 0000045436 Milea E Movember 2008 Demo Leslie Doe 120060 Pending OOF 009 0000045434 Las Vegas Math Conference Leslie Doe 120080 Pending 01052009 00000335241 Emplvee Reimbursement kris Doe 124073 Pending Dao Find an Existing value Add a New Value Look in the top right hand corner of the report for a bold underlined comment typed in by the Approver and click on it Aser Defaults 408 Demo aired 0000045426 Please delete the two dl Travel to various distrigh sib provide nursing services to Students per my job requirements Reference 3 3 2010 27 IT District Wide Applications SDUSD PeopleSoft Mileage Step 4 The entire message is displayed When finished reading it click the Return button View Approver Comments Approver s Comments Name Alex Doe Action sent Back DateTime 01 07 2009 9 16 434AM Comment Please delete the two days vou were outillin Movember and then resubmitihe repor Thank WOU Step 5 Follow the Ap
28. ped his her ID number Authorize Users Leslie Doe Entering new UserlDs on this page will give thos expense transactions on behalf ofthe employe Authorized User ID Name 120080 OQ Leslie Doe 108504 T Alex Doe 3 3 2010 7 IT District Wide Applications SDUSD PeopleSoft Mileage You are done You may now log out of PeopleSoft The person you gave authority to can now sign into PeopleSoft Financials themselves to create and submit expense reports on your behalf with your name attached to the reports You can still create your own reports too Mileage Expense Reports To get reimbursed for eligible mileage you incur on your own private vehicle you must create and submit an Expense Report If you want to get reimbursed for mileage incurred within San Diego County it does not require authorization prior to incurring the expense You do not need to create a Travel Authorization If you want to get reimbursed for mileage incurred outside San Diego County it does require that a Travel Authorization be created and submitted prior to the travel Please see the appropriate job aids and or user handbook or manual for Travel Expenses Mileage within San Diego County Creating an Expense Report from a Blank Form Example Exercise The following steps walk you through how to create an Expense Report for Mileage within San Diego County Step by Step Create a Mileage Expense Report from a Blank Form Step 1 Navigate
29. port Find an Existing Value Y Add a New Wg EmpilD 100130 Add Find an Existing Value Add a Mew Value Step 3 A fresh blank Expense Report form will appear on your screen The illustration on the following page displays an example of the blank form 3 3 2010 9 IT District Wide Applications SDUSD PeopleSoft Mileage You will enter basic descriptive information in this section Person who will be Home Wuprki reimbursed Bew Window Areate Expense Report Expense Report Enty Leslie Doe User Defaults Report ID MEXT Quick Start A Blank Report General Information Description commen Business Purpose Reference Budget Status Valid Click here to verify or enter budget numbers to cover your reimbursement Defau Location Feceipt Images Accounting Defaults Apply Cash Advancers Overview Total dollar Enter one whole day s amounts will worth of mileage per automatically Expense Type line appear here Example If you want to claim four days of CheckFd driving then enter four separate lines one for each day Totals Employee Expenses Due Employee Non Reimbursable Expenses 0 00 USO Due Vendor 0 00 LS Prepaid Expenses 0 00 LIGO Employee Credits O 00 JSO Vendor Credits 0 00 LSD Cash Advances Applied Definition of Totals
30. port either for yourself 1f you went on the trip or for the other person if h she went on the trip Type the correct person s Employee ID number in the EmplID textbox Then click Add 3 3 2010 22 IT District Wide Applications SDUSD PeopleSoft Mileage Expense Report Add a New Valet Find an Existing Value Add a Mew Value Step 3 From the Quick Start menu choose An Existing Report Then click the GO button Create Expense Report Expense Report Entry Leslie Doe Quick Start General Information Description Business Purpose Default Location Step 4 Click the Select button next to the old report you wish to copy from Create Expense Report Copy From an Existing Expense Report Leslie Doe Report ID NEXT o1 07 2009 Search R port ID Description Business Purpose Status Created Otherwritten desc required Pending OVO F009 Other written desc required Submitted 01 05 2009 Professional Growth Pending O105 2009 Step 5 3 3 2010 23 IT District Wide Applications SDUSD PeopleSoft Mileage You will now see the Expense Report Entry page of the new Expense Report filled in with the details from the old report You must change the details to reflect the dates destinations and mileage for this new report To view all the areas that need to be edited you can either click the green arrows on the right hand side of the form or click the appropriate tabs at the top See illustration o
31. prover s comments or instructions you just read Make any necessary changes updates to your report Then click Save For Later and Submit How to Check the Status of a Submitted Expense Report Example Exercise Step by Step Check the Status of a Report Step 1 Navigate to the Expense Report home page and click the Expense Report link ORACLE Search gt Main Menu Employee Self Service sad Expense Center b MWy Favorites Employee Sel Serice b Procurement t Travel and Expenses Employee Project Center Travel and Expense Center Employee Travel and Expenseypenter Expense Report Create modify print vi Expense Report ol or delete an t Manager Self Service T Modify t Supplier Contracts IE Print gt Vendors 2 More gt Purchasing Inventory Cash Advance b eProcurement Create modify print view and delete a Cash b Services Procurement Advance L s 3 3 2010 28 g R D ata at VA Vs 7 4A4A a ai Q D J Q D Danan o fe NASITA o MI SITTICI VV TOP A DOITCATTT ONC PAAT A wa IN 11 Ar ra Ii VISUICL VWIGC AD VJIICA LIONS YV UILI I CU JICS OIL IVILIC lt Step 2 Click the View link This link allows you to view only those reports that have been submitted If you want to see reports that are partially completed and just saved but not submitted yet then click the Modify link ene Center gt Main Men
32. pt Form Review Expense History Employee Project Center Travel and Expense Center gt Manager Sel Service gt Supplier Contracts gt Vendors e Purchasing Step 3 SDUSD PeopleSoft Mileage Authorize Users Leslie Doe Entering new UserlDs on this page will give those users the ability to entes expense transactions on behalf ofthe employee Authorized User ID Name 120080 Q Leslie Doe Click the plus sign on the right side of the page This opens a new blank ID box Authorize Users Leslie Doe Entering new Userlds on this page will give those users the ability to enter expense transactions on behalf of the employee Authorized User ID Name 120080 Leslie Doe 3 3 2010 IT District Wide Applications SDUSD PeopleSoft Mileage Step 4A In the blank ID box type the Employee ID number for the person you want to authorize to be your proxy For example if you are a teacher you would enter the ID for the office person Then click the Save button Authorize Users Leslie Doe Entering new UserlDs on this page will give those users the ability to enter expense transactions on behalf ofthe employee Authorized User ID Name 120080 Q Leslie Doe 108504 a KS Step 4B Click OK on the Save Confirmation page Save Confirmation Leslie Doe IE Save was successful Step 5 Make sure that the person s name appears next to the box where you ty
33. ret Qu 41 a E i ee a nology A Mileage SDCS PeopleSoft Training Financials March 2010 Table of Contents How to Log into Oracle PeopleSoft to do Mileage Expense Reports 3 Workflow How it All Happens ccsscsssssssccccccsssscsssccsccsssssssccccccsssssscsosees 3 Charthield SOU ss sis eres E E Dad asa Ei aaa 4 Enter Your Budget Information Example EXercise ccccccccccccccecccceeeeeeeeseeeeeeeeeeeeeeeeees 4 Authorize Other Employees to Create Expense Reports on Your Behalf 5 Authorize Others to Submit Your Expense Report For You Example Exercise 5 Mileage Expense IREDOLIS sina essas dai ipa E da isto dentais sand 8 Mileage within San Diego County Creating an Expense Report from a Blank Form Example EXCRCISO senna ia dan ade e aa asd sesta cesinigudi dio pads 8 Red Flags What to Do When You Get One Example Exercise cccceececessseeeeeeeeeees 17 Delete a Single Day Entry from a Mileage Expense Report Example Exercise 19 Copy from an Old Existing Report Example EXercise cccccccccccccssssseseeeeeeceeaeeeeseeeeeees 22 What to Do If Your Mileage Expense Report is Sent Back Example Exercise 25 How to Check the Status of a Submitted Expense Report Example Exercise 28 Tips amp Tricks for Expense Reports ssscssscccsssssscssccccccsssssssccc
34. ssssssssees 31 Maintain the Best Computer Connections sscccccsssssssccccsssscccccsssssccseeees 32 Clear Cache Piles Example EXCICISC sit sab dr a aa a a 32 support HOw to Find Help ns Naa ia nua 36 3 3 2010 2 IT District Wide Applications SDUSD PeopleSoft Mileage Introduction and General Information Many employees can get reimbursed from our school district for eligible mileage incurred on their own private vehicles Generally this means that if your supervisor requires you to use your own vehicle to accomplish your work you can get reimbursed for the mileage To get reimbursed you must create and submit an Expense Report that contains details about your mileage expenses where you went when you went and why you went If you want to get reimbursed for mileage incurred within San Diego County you do not need prior authorization a Travel Authorization If you want to get reimbursed for mileage incurred outside San Diego County you will need to submit a Travel Authorization prior to the travel Please see the Expenses Manual chapter on creating Travel Authorizations How to Log into Oracle PeopleSoft to do Mileage Expense Reports e Launch Microsoft Internet Explorer e Go to https dwa sandi net e Enter your User ID 6 digit Employee ID number If you don t know it ask your supervisor or just look on your paycheck stub e Enter your personal DWA password You must create one the first time you use Pe
35. to the Expense Reports home page and start a new Expense Report by clicking Create Navigation Employee Self Service 2 Travel and Expenses Center 2 Expense Report 2 Create ORACLE Search G gt Wy Favorites Employee Sel Service Main Menu Employee Self Service Travel and Expen AC enter Employee Travel and ExpensegPenter gt Procurement Es Expense Repo P b Travel and Expenses Create modityaarint view or delete an pr Employee Project Center Expense nrt Travel and Expense Center Elcreate gt Manager Self Service T Moclity gt Supplier Contracts i2 Print gt Yandors 2 Wore amp Purchasing 4 b Inventory Ed Cash Advance a gt eProcurement Create modify print views and delete a Cash b Services Procurement Advance gt Travel and Expenses E Modity a ES ees ah ite P en F 3 3 2010 Step 2 If the screen shown here does not appear skip ahead to Step 3 If this screen does appear it means that someone else has authorized you in the system to create and submit Expense Reports on his her behalf If so then you must choose to create this Expense Report either for yourself if you incurred the mileage or for the other person if he she incurred the mileage Type the correct person s Employee ID number in the EmplID textbox or click the Search icon to view a list of those who authorized you and choose from the list Then click Add Expense Re
36. ts It will take you right to the Chartfield page Make sure that all budget code numbers are entered correctly in the Chartfields especially the DeptID code Then click OK This procedure can save you headaches later on it prevents the Expense Report from being sent to the wrong approver and it ensures that the proper budget 1s used Complete Mileage Entries with All Details Be sure to include all necessary details and information when you fill in the Description fields for your day entries on Mileage Expense Reports Include your destinations whether you went to just one place that day or to several places If you leave anything out your Expense Report might be sent back or denied and your reimbursement check will be delayed No Future Dates on Expense Reports Expense Reports do not allow you to enter any future dates You can only enter current or past dates for expenses incurred SDCS Expense Rules At the bottom of any Expense Report Entry page you will find a link called SDCS Expense Rules When you click this link it brings you to a page with all the district s rules and policies on eligible expenses At the bottom of this page you can click Return to go back to where you left off SOCS Expense Rules Don t Click the Back Button A general rule to follow when using any PeopleSoft applications is to never click the Back button Ee on your browser window Doing so can make you lose your work and even kick you complet
37. u gt Employee Self Service Travel and Ex Es Expense Report Create modity print view or delete an Expense Report Create Modi Create an Expense Report Modify an Expense Report Delete Delete an Expense Report Step 3 Leave the begins with field blank and click the Search button Expense Report Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Step 4 Click the ID number of the report you want to view 3 3 2010 29 IT District Wide Applications SDUSD PeopleSoft Mileage Expense Report Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Search by Report ID E begins with 4 1 6 of P Report iD Re ort Description Name EmpliD Report Status Creation Date da ge Movember 2008 Leslie Doe 120060 Pending 0102009 ge Movember 2006 Demo Leslie Doe 120080 Pending OVOF 2009 Leslie Doe 1 20080 In Process O105f2009 Leslie Doe 120080 Pending 0105 2009 Kris Doe 124073 Pending O92 0200r Step 5 The report is displayed on your screen Scroll down to the bottom of the report and observe the Pending Actions what has yet to be done and the Action History what has already been done sections SDS Expense Rules Pending Actions ize Find BE First Last Profile Name DateTime Pre Pay Auditor Pooled Action History Customize Find ii First FU 4 2 of
38. y in the budget to pay for your mileage at the moment Or perhaps that particular budget has not been activated in the system yet e User Error There is a problem with your report Maybe you accidentally omitted something Or maybe you made a typographical error The usual ways to resolve these problems are e Resolve a Budget Error gt This is something only your Approver can handle He She will know there is a budget problem as soon as they try to budget check the report The Approver must then contact the Budget Analyst and ask that person to either transfer funds into the budget and make sure it is activated or else provide you with the code numbers for a different budget you can use in its place in the Chartfields gt Then the Approver must type an explanation of what you must do like changing the budget numbers for example onto the form and send it back to you for revision gt You can then make the changes necessary on the form and resubmit it e Resolve a User Error gt You will know what the problem is when you open and view the report In the upper right corner you will see a note typed to you from the Approver Click on the typed words to view the entire note This should tell you what to do gt Follow the instructions in that note and resubmit the form The following steps walk you through how to resolve a mileage expense report that was sent back for revision Step by Step Fix a Mileage Expe
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