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BC Travel Program Information and PeopleSoft

Expense Report Workshop

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AGENDA

1. University Travel Policy2. Overview of Department Roles3. Department Role Comparison4. P1 Listing5. Overview of PeopleSoft Chart of Accounts6. Travel & Expense Process Map7. Reviewing frequently asked questions

• Budget available to process an expense report• Determining if someone is on Expense Drop-Down list• Adding someone to your Expense Drop-Down list• Creating an Expense Report• Processing an Expense Report for a Grant• Printing an Expense Report• Checking the status of an Expense Report• Applying a Cash Advance to an Expense Report• Processing a Travel Authorization into an Expense Report• Finding the payment information on a paid Expense Report

8. Queries

9. Reports

10. Inquiries

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University Travel Policy

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Department Role ComparisonCommitment BC

Expenses Budget Transfers Control/Budget Reports/TDI Query/ACROriginate Approve Inquiry Chartfield List

Primary Users - P1 Division Financial Managers Yes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salariesDivision - all funds Yes Yes

Dept. Admin - P2a Department Administrators Yes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salaries

Department umbrella - all funds Yes Yes

Dept Originators - P2b

Department Originators Yes No Yes No No No No

Restricted Fund Dept Admin - P2c

Department Originators Yes Yes Yes Yes. Varies by fund. Department

Restricted FundDepartment

Restricted FundDepartment

Restricted Fund

Dept. Mgrs. - P3aVPs, Deans,

Directors, Chairpersons

No No Yes No Division or Department, all funds Yes Yes

Grant Principal Investigator - PI Faculty No No Yes No No Yes Yes

Other roles that can be added to roles above, if applicable:

Depart. Salary Admin. P1s, Deans, Directors, designated No No No salary Summary salary Yes (TDI all

salaries)

Yes (ACR wth salary, 2 salary

drill)

Project Team Member

Principal Investigators, Grant

Administrators

Controlled by Project: P1 and P2-Yes; P3-No

Controlled by Project: P1 and P2-Yes; P3-No

Yes No Department - Project No Yes from Project tables

Role WhoProcurement (Reqs, PO's,

and Vouchers

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P1 List by Area

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Overview of Chart of Accounts Structure

ChartField

Dept ID

Fund

Fund Source

Program

Function

PropertyAccount

Project/Grant

Definitions

Department or responsibility center

Global classification of funding source

Identifies specific sources from operations, sponsors, donors

Formal (named) and informal Programs

Functional Purpose and Activity

Buildings Asset, Liability, Net Asset, Revenue, Expense classifications Sponsored programs and capital projects

Dept ID(6)

Fund(3)

Fund Source

(5)Program

(5)Function

(3)Property

(5)Account

(5)

Project/Grant

(7)

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• Do I need to check the budget before processing an expense report?

• How do I know if a person being reimbursed is on my expense drop-down list?

• How do I add someone to my expense drop-down list?

• When do I process an expense report?

• How do I process an expense report for a Grant?

• How do I determine the Approval Status Message on my Expense Report?

• How do I print an Expense Report?

• After I print my Expense Report what should I do with the paperwork?

• What type of receipts are required for proof of purchase?

• How do I apply a Cash Advance to an Expense Report?

• How do I process a Travel Authorization into an Expense Report?

• Can I check on the status of my expense report once I submit it?

• How can I find the payment information for a check or EFT?

Question You May Want To Ask

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Question: Do I need to check the budget before processing an expense report?

Answer: Yes. Make sure there is sufficient funding available in the correct account before processing an expense report. The Budget Details inquiry under Commitment Control provides a view of the department’s budget balance by account that is available to process on an expense report.

Navigation: Commitment Control>Review Budget Activities>Budget Inquiry>Budget Details

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Action: Click on and select the Ledger Group EXBUDGETS.

Action: Narrow your search by inputting chartfields and the Budget Period.

Action: Click

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Action: Click the account code to review the Available Budget to make sure the funds needed to process the expense report are in place. If there is not enough funding, at this point you will need to process a budget transfer before entering the expense report.

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Question: How do I know if a person being reimbursed is on my expense drop-down list? Answer: To see if an individual is on your expense drop-down list navigate to Create/Update under

Travel and Expenses.Navigation: Employee Self-Service > Travel and Expense > Expense Report > Create/Update

Action: Click tab

Action: Click Create/Update

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Action: As the originator your own Eagle Id will default in. If the Expense Report is for yourself, click

Action: If not, Click the “look up” button to select the individual you are reimbursing.

Action: You can change the Search by drop down to “Name” and type in the last name or a portion of it.

Action: Click the blue Name of the employee you wish to reimburse.

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Action: If you get a message “No matching values were found” as shown below, see page 15 for instructions. The individual is not on your Expense drop-down list and needs to be added before the expense report can be processed.

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Question: How do I add someone to my expense drop-down list?

Answer: To request an individual be added to your expense drop down list, navigate to the following link, complete the form and submit to AP.

http://www.bc.edu/offices/acctpay/forms/emp_stu_request.html

You will not be able to process the expense report until Accounts Payable adds the individual to your expense drop down list and sends a confirmation email.

In some cases a student employee cannot be added to a drop-down menu. The student will be added to the vendor file, you will be notified by Accounts Payable, and you will now process the reimbursement as a voucher.

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Question: When do I process an expense report?

Answer: An Expense Report is processed when a BC employee needs to be reimbursed for University expenses.

Navigation: Employee Self-Service > Travel and Expense > Expense Report > Create/Update

Action: Click Create/Update.

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Action: Click tab.Note: “Add a New Value” tab defaults originator’s Eagle ID.

Action: Click if the expense report is for you or click on the “look up” icon to find the Eagle ID or Name you want to process the expense report for.

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If the reimbursement is for someone on your list, click on the blue EmplID and continue processing. A search can also be done by changing the drop down Search by box to Name. Users have the ability to then alphabetize the Name list by double clicking on the “white” Name label. If an individual is not on your list, you will need to request that the individual be added to your expense drop-down list.

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The next step is to choose how you want to create the expense report. If this is your first expensereport, Open a Blank Expense Report. Otherwise, you have the option to Copy From ExistingReport or Copy From Travel Authorization. If Copying From Existing Report, make changes tothe dates and amounts for the report as needed. Click

Action: Use the “look up” to select the individual you want to create an Expense Report for. Click

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Action: Enter in the Report Description (description of expense report), Business Purpose (choose purpose from the drop-down list) and Comment (detail comments associated with the Expense). The Report Description is used on various reports so make sure the description is appropriately named.Click blue hyperlink , which will takes you to the chartstring screen.

Action: Add the Fund code and click

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Action: Under Add Expense, choose appropriateClick

If necessary, continue to Add Expense types and amounts, until complete.

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Action: On Add Expense, pick the appropriate expense type and fill in with complete information.

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Expense Types and Accounts

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Action: When all expense types are entered, click to perform budget checking. Verify that the budget status is Valid. If you see “Error”, the expense report does not pass budget check. You cannot drill down on the expense report. Make sure you have enough budget in the parent budget. Check the chartstring to make sure it was entered correctly.

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Action: Click Action: Click

Action: ClickAction: Write down the Report ID. The expense report status of “Approved “ is required before

paperwork is sent to AP. All departmental and Fund code approvals should be completed.

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Question: How do I process an expense report for a Grant?

Answer: You can process an expense report against a Grant if you are named as a team member.Action: Required fields – Department (6 digits), Fund (3 digits), Fund Source (5 digits), Program

(zero’s or 5 digits), Function (3 digits) Property (zero’s or 5 digits). NOTE: If transacting against a Grant, click scroll to the right, and complete the following in

the exact order Business Unit: Grant, Project/Grant: Your Grant Number, Activity ID: STANDARD.Click Click

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Question: How do I determine what the Approval Status message is on my Expense Report?

Answer: The status listed below determines where the Expense Report is in the workflow process.

Status Explanation

Pending Pending status indicates Expense Report has not been submitted for approval.

Pending Department Approval

Pending Departmental Approval can mean: The originator is not a P1 or a P2a. A P1or P2a belonging to the department listed on the expense needs to approve the expense. The expense is over $5,000 and requires a second approver.

Pending Fund Code Approval

This status means that either fund code for OSP, Endowment, Capital or Agency is needed.

PndAcctAppPending Special Account Approval. These accounts must be approved by members of

the GLAdmin role (Controller’s Office).

ApprovedExpense report made it through workflow and is waiting AP audit prior to release of

payment.

Paid Check has been released to payee.

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Question: How do I print an Expense Report? Navigation: Employee Self-Service > Travel and Expense >Expense Report>Print

Action: Enter the Expense Report ID (or click on drop-down menu for other choices), click

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Question: After I print my Expense Report what should I do with the paperwork?

Action: Sign the expense report and determine if any other signature is needed. Once all approvals are complete, send all original receipts (proof of purchase) taped to the second page of the printed Expense Sheet (do not staple). All approvals must be completed before the paperwork is sent to Accounts Payable, More Hall Room 190.

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Question: What type of receipts are required for an expense report?

Answer: When submitting an Expense Report, provide the following items as Proof of Payment.

• Original receipts – Please do not send American Express statement.

• E-ticket or boarding passes/passenger receipt• Itemized hotel bills• Itemized meal receipts with list of all attendees• Rental car bills• Necessary toll receipts• Airport parking fees that do not exceed normal taxi fares

to/from the airport

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Question: How do I apply a Cash Advance to an Expense Report?

Answer: To apply a Cash Advance to an expense report create an expense report as you normally would ( Step by Step instructions page 17). NOTE: A Cash Advance is not charged to a department budget until an expense report is processed. Please keep this in mind when viewing your budget balance available.

Action: At the bottom of the page, click the blue hyperlink

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Action: Click on the *Advance ID “look up”

Action: Select the appropriate Advance ID# and verify amounts.

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(If expenses incurred were less than the cash advance given, this is the time to change the amount in Total Applied field, process the expense report and attach a check payable to Boston College).

Action: Click Action: Click

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Action: Budget check the expense report. Budget Status should change to Valid.

Action:

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Action: Click

Action: ClickAction: Click

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Expense Report status should be “Approved”. All approvals must be completed before the paperwork is sent to Accounts Payable, More Hall Room 190.

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Question: How do I process a Travel Authorization into an Expense Report?

Answer: To process a Travel Authorization into an Expense Report navigate to Employee Self Service.

Navigation: Employee Self Service > Travel and Expense > Expense Report

Default is set to Open a Blank Expense Report, click Copy from Travel Authorization.

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Click on the Travel Authorization you want to create an Expense Report for.

The Travel Authorization ID is shown on the Expense Report. Click , populate fields as necessary and budget check to complete the Expense Report.

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Question: Can I check on the status of my expense report once I submit it? Answer: To check on the status approval of an Expense Report navigate to Employee Self Service.

Navigation: Employee Self Service > Travel and Expense > Expense Report > View > Find an Existing Value tab Action: Select from the pull-down menu a Report ID or Name you would like to search on.

Action: Click Action: Click on the Expense Report that you would like to view and review the status.

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Question: How can I find the payment information for a check or EFT?

Answer: To determine if payment has been sent an expense report.

Navigation: Employee Self Service > Travel and Expense > Review Payments>Find an Existing Value

Action: Input in the Name field, the individual you would like to view payment for.

Action: Click

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• Do I need to check the budget before processing an expense report? (Answered on pages 24 - 26)

• How do I know if a person being reimbursed is on my expense drop-down list? (Answered on pages 27 - 29)

• How do I add someone to my expense drop-down list? (Answered on pages 30 & 31)

• When do I process an expense report? (Answered on pages 32 - 41)

• How do I process an expense report for a Grant? (Answered on page 42)

• How do I determine the Approval Status Message on my Expense Report? (Answered on page 43)

• How do I print an Expense Report? (Answered on page 44)

• After I print my Expense Report what should I do with the paperwork? (Answered on page 45)

• What type of receipts are required for proof of purchase? (Answered on Page 46)

• How do I apply a Cash Advance to an Expense Report? (Answered on pages 47 - 52)

• How do I process a Travel Authorization into an Expense Report? (Answered on page 53 & 54)

• Can I check on the status of my expense report once I submit it? (Answered on page 55)

• How can I find the payment information for a check or EFT? (Answered on page 56)

Question You May Want To Ask

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Queries• BC_GL_ACR_STDNT_SLRY• BC_GM_BUD_ACCTD_GRANTS

Reports• ACR• Re-runnable ACR

Inquiries• Transactional Detail Inquiry• Transactional Detail Inquiry Grants

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Transaction DetailTransaction detail of a specific department chartstring

TDR or TRITransaction Detail Report

Revenue and Expense ComparisonOne page snapshot by year over year of Rev and Exp

New nVision Report

Online ACRAccounting comparison report

Online Account Balances by Chartstring

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Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRYYou must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget PeriodYou can use the % which is a wildcard that will bring back results for all Functions and Accounts

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Navigation: Reporting Tools > Query > Query Viewer >

BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.

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BC Report ACR Report

Navigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control

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Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and DepartmentBusiness Unit: EAGLE (will default) Department: xxxxxxBudget Period: Enter Budget Year i.e. 2006Account Period – Enter Period i.e. 4 Fund Code Range – Select All or2xx and 6xx or 9xxSalary Data will default based on your roleStep 3: Run Button

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Navigation: BC Report > Commitment Control > ACR Report Step 4: Enter the following:1. Verify Server Name: PSUNX2. Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx3. Hit OK

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Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control PageStep 5: Click on Process Monitor. You will be brought to the Process Monitor Page

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Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor PageStep 6: Once the report has finished processing, click on the Details HyperlinkRun Success = Success, Distribution Status = Posted

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Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail PageStep 7: Click on the View Log/Trace Hyperlink

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Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace pageStep 8: Click on the bcglr004.xxxxx.PDF HyperlinkNote: Once you open the PDF you can save by selecting File > Save As > …

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Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report

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Transaction Detail InquiryNavigation: BC Report > Commitment Control > Transaction Dtl InquiryStep 1: Enter appropriate Values

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Transaction Detail InquiryNavigation: BC Report > Commitment Control > TDI - PGStep 1: Enter appropriate Values

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Navigation: BC Report > Commitment Control > TDI - PG

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Grant Reports

For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html.

• Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals.

• Grant Online ACR - Provides budgeted and expended summary data with balance available.

• Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)

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Helpful Hints

To save your query click Add to Favorites located in the far right in the search results

To do additional research without losing your results click on New Window located in the top right corner below worklist

To save your chartstring information to avoid entering each time, click Save Search Criteria