Creating Travel & Expense Document Report - PS Financials

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Overview

Creating an expense report is completed by the traveler’s assigned proxy. An expense report goes through approval processes based on the traveler’s HR Supervisor, Reviewer for non-travel related expenses, and department manager. After the expense report is approved, an EFT or system check is generated.

This section guides you through processing an expense report for travel and expense.

  1. Verifying/Adding/Updating Employee Profile
  2. Access the Travel and Expense Center to Create an Expense Report


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Creating Travel & Non-Travel Expense Reports

1) Verify/Add/Update Employee Profile

(you must verify traveler is an NAU employee. If they cannot be validated as an employee, you will not be able to issue an expense report)
  • Click on tab “Main Menu”> “Travel and Expense”> “Manage Employee Information”>”Update Profile
Menu
  •  To find an employee:
    • Choose and enter data from the drop down list, then click “Search”

Search By
  • Once Employee is identified (you may want to write down their Emp ID# for future reference):
    • Under the tab “Employee Data”, confirm that Employee data is current (if not, edit and save corrections)
Employee Data
  • Under the tab “Organizational Data” ,
    • confirm “Valid for Expenses” is “YES”
    • if “YES”, you may continue to the Travel and Expense Center to process the Expense Report
Valid for Expenses: Yes
    • If “NO” and there is no HR information:
      • they may not be an employee
      • you will need to verify their employement status
      • you will not be able to process an expense report until verified
      • call the Comptroller's office to add employee
    • If "NO" and there is HR information:
      • Notice the "Reason for Status"
      • If you have the appropriate knowledge to correct information, do so.
      • Click "SAVE"
      • Click "VALIDATE"
      • Continue to correct any validation errors until Employee is "Valid"
      • When Employee's status is "VALID", you may now move onto your Travel & Expense Center to Create a Travel/Expense Report.
      • TE-EmplNotValid

2) Go to the Travel and Expense Center to Create an Expense Report

  • Click “Main Menu”>”Travel and Expense”>”Travel and Expense Center”
Menu
  • Under Expense Report, click on “Create”:
Create
  • The following screen will appear: 
Expense Report

3) Select the appropriate Empl ID for whom expense report is being created

  • You have already “Verified”/”Validated” this employee
  • Enter Employee ID#  and click “ADD”:
  • or:
Look up Empl ID

Click “Add button” to prompt the screen for data entry into the Expense Report

Add


4) Filling out the Expense Report

Familiarize yourself with this blank Expense Report. This is the main page you will use to navigate for various types of information. 

Expense Report Entry

Each section will be addressed separately:

A: Quick Start
B: Entering general information
C: Entering detail information
D: Summary of the report totals
E: Completing the Expense Report

4A)  Using “QUICK START” provides various options. We will be using “A Blank Report” for this training documentation. 

a blank report 

Note: PeopleSoft Expenses hides the “Quick Start” field 

after you select a creation method or enter 

your first expense type in the Details grid.



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Entering General Expense Information

 4B)  Entering General Expense Information : 

The General Information section on the Expense Report Entry page defines general information about the expenses incurred for the report.


(using the “tab” key will help you move from one field to the next)

General Information

Description: Enter a description to identify the expense report. (32-character limit)

Comment: Enter additional information about the expense report.

Business Purpose: Select a purpose from a predefined list.  Because tax laws require a business purpose for business expenses, this field is required.

 Business Purpose

Reference (optional)Enter characters for tracking or identification. (this field appears in "searches". If you would like to recall your document easily, complete this field)

Default Location (required for travel, optional for non-travel)There are several ways to search for these areas. Below, find some example

Default Location by state

By County

Accounting Date: Defaults to current date. Change only during fiscal year end instructions

Accounting Defaults: This is the where the Traveler’s charges will be expensed. A pop-up menu will appear. (Entire Expense Report will be charged by how accounting is entered. You may:

  • Accept the default accounting (These are the traveler’s auto-filled dept chartfields)
  • Change the accounting (make absolutely sure of the integrity of your accounts: If there is a grant, there MUST BE a project & activity code entered à Grants are ALWAYS GRT01)
  • Split the accounting adjusting % (See example below)
  • Click “OK” to return back to expense Report and apply accounting
Accounting Defaults Apply Cash Advances: This will apply any cash advances (See separate “Cash Advance” training) 
Apply Cash Advances
Preview of Cash Advance screen
More Options: (See separate “Cash Advance” training documentation) More options

4C) Details (adding expense lines) 

adding expense lines

  • Under expense type, select from the drop down menu: drop down menu
  • Once you select the “Expense Type”, additional fields will appear:
Expense Type
  • Complete all the “Expense Types” you need for the employee (traveler) reimbursement

SPECIAL NOTE: expense type: NON-TRAVEL expenses require reviewing by Accounts Payable staff. “Registration” will ALWAYS be categorized as a “non-travel” expense If you combine travel and non-travel expenses, You may opt to:

  • Include registration on the initial travel claim with all other travel expenses OR
  • Create a separate expense report solely for the registration (non-travel expense) so the traveler will be reimbursed for expenses not requiring Accounts Payable review.
Registration
  • To delete a line item, select a box Select Box, then click “Delete Selected”
  • To add an expense detail line, clickAddnew expense
  • To change the accounting codes for the expense line, click Look up
drop down box billing type options
  • Some expense lines require additional information; Click the green arrow green arrow to complete each line’s additional required information (the tabs on top serve the same purpose: your preference)

For Example:

Details: Address where the transaction occurred. If non-travel related expense, describe merchandise purchased.

Location: Location where traveler incurred the expense. If a location was previously filled out, it will have auto-populated in gray

Air/Hotel: Ticket number: Enter the unique airline ticket Number/ Number of nights: Enter the number of nights traveler stayed

Mileage: Miles: total miles traveler drove/ Rate: displays rate that is used to calculate the reimbursement for the distance traveled

Per Diem: Start and End Time: dates of travel/ Amount Spent: displays the calculated M & IE based on start/end time

4D) Totals

  • Review and confirm the totals of your expense report are accurate
  • Click on “Definition of Totals” if in question of what you are reimbursing
Totals

4E) Submitting Expense Reports for Approval: 

There are a variety of stages an expense report will go through and which you will be able to track. These are called the “Status” of the expense report.

STATUS POSSIBILITIES  OF YOUR EXPENSE REPORT: 
  • 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 default status for a newly created expense report.
  • Submitted:The expense report is ready for the approval or audit process.
  • Denied:The expense report was not approved by the approver or auditor.
  • Approve:The expense report is authorized for payment processing.
  • In Process:The expense report has been approved and is moved on to the Accounts Payable processing
  • Staged:The expense report is staged for payment.
  • Paid:The employee has been issued a reimbursement.

NOTE: You will not be able to see the status and/or approval process until you go out of the expense report and then return back into the expense report

You can:

  • “Submit” expenses for approval upon completing the expense report  (Once submitted, your expense report will begin to track the approval process)
Submit
  • “Save until Later”  should you want to do research
  • “Add” another expense type by selecting the “Add” button.
  • “Cancel” to return to Expense Report Details without submitting the expense.
Save, Add, Cancel

NOTE: See “saved searches” under the training site NAVIGATION page for tips on how to keep track of the status of all your expense reports. 

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