panthersoft financials travel & expense. agenda travel & expense terms reimbursement for...
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PantherSoft Financials Travel & Expense
Agenda
Travel & Expense Terms
Reimbursement for Students
Reimbursement for Non-Employees
Travel Authorization
Cash Advance
Expense Report
Travel & Expense Terms
Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger.
Cash Advance (CA): Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. CA’s are treated as an Accounts Receivable in the General Ledger.
Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee.
Travel & Expense Terms
Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business.
Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters.
Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s official headquarters.
Foreign Travel: Travel to foreign countries and non U.S. possessions and territories.
Official Headquarters: The University campus where the employee’s office is located.
Travel & Expense TermsProxy – Delegating another employee authority to access
and report expense information on your behalf.
The TRAVELER wanting to make another their Proxy must follow this navigation:
3333333 Blue, Peter
Reimbursement for Student Travel & Expenses
The form can be found in the Office of the Controller’s website and can be emailed to the Purchasing Services Department at [email protected]. http://finance.fiu.edu/controller/Docs/StudentInformationForm_Travel_Expenses.pdf
Reimbursement for Travel and Expenses for Non-EmployeeA department may reimburse Travel and Expenses for Non-Employees such visitors, candidates and other Non-University Personnel.
The form can be found in the Office of the Controller’s website and must include the supporting documentation of the expense report.
http://finance.fiu.edu/controller/Docs/ReimTravExp4NonEmpl.pdf
Creating a Travel Authorization
A few reminders before creating a TA:
Proxy access must be delegated in order to create a TA for someone else
Traveler’s Panther ID
Trip dates & destination
Total estimated expenses
Correct Speedtype
Creating a Travel Authorization
Traveler’s PID
Creating a Travel Authorization
Training
Training
Florida, Orlando
01/05/2015 01/05/2015
Creating a Travel Authorization
The Benefit to FIU or Project Box is a required field used to give greater detail of the travel and it's purpose to the University. The estimated and/or actual expenses that are prepaid by the University (i.e. Dept. Travel Card and Purchase Order) should be indicated in the Benefit to FIU or Project section including the total expenses for the TA.
Creating a Travel Authorization
Training
Training
Florida, Orlando
01/05/2015 01/05/2015
Training for system upgrade…
Creating a Travel Authorization
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
Total Chartfield lines MUST equal 100%
Creating a Travel Authorization
01/05/2015
“Prepaid Expenditures” would be used for POs, Requisitions, invoices and any other prepayment not utilizing an University Credit Card, but is paid by FIU.
Out of Pocket
Creating a Travel Authorization
50
Creating a Travel Authorization
Creating a Travel Authorization
Creating a Travel Authorization
Creating Travel Authorization
Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements.
To make travel arrangements you must contact Foundation at ext. 7-3758.
View & Modify a Travel Authorization
Only available if it’s in your queue
Workflow
Status
Deleting a Travel Authorization
A TA can only be deleted when it is in Pending status
If the TA has been fully approved and budget checked, it needs to be cancelled; not deleted.
(In order to release the encumbrance)
Cancelling a Travel Authorization
A TA can only be cancelled when it’s in Approved status and not associated to an Expense Report.
Travel Authorization Workflow
Trav
el
Aut
hori
zati
on (T
A)
- Acti
vity
#
Trav
el
Aut
hori
zati
on (T
A)
- Pro
ject
#
TA Workflow Status Description
Submitted
Approve
Send Back
Hold If Approver puts the TA on hold, the Traveler or Proxy will receive an email notification with comments
FIU Travel Authorization (TA) Approval Workflow
System has initiated the approval routing process and TA is waiting approval action; TA requires Budget Checking prior to Approval. Approver(s) receive email notification to ApproveTA is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email notification to Traveler or ProxyIf 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)
HR Supervisor
Project Manager (PM) -This level is skipped if
Traveler is the PM
Supplemental Approver(OSRA) - Fund code 660-665, all dollar
amounts and any Grant & Foundation related
Expense Manager
HR Supervisor
TA Approvals
TA Approvals
In order to Send Back you must enter a
comment
Creating a Cash Advance
To request a Cash Advance an Approved TA is required.
Cash Advances requests can be made up to 30 days prior to the trip, but it’s only given up to 10 days prior to the trip.
A Cash Advance is limited to 80% of the out-of pocket expenses the traveler will incur.
A few reminders before creating a Cash Advance:
Creating a Cash Advance
Creating a Cash Advance
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.
RequiredTraining
Training
123456
Creating a Cash Advance
Accounts Payable System Upgrade Training
Your Cash Advance 0000004749 has been submitted for approval.
Training
Training
123456
50.00
Creating a Cash Advance
Workflow
When you withdraw,
status changes to
Pending
Cash Advance WorkflowCa
sh A
dvan
ce (C
A)
CA Workflow Status Description
Submitted
Approve
Send Back
Hold If Approver puts the CA on hold, the Traveler or Proxy will receive an email notification with comments
Cash Advance Approval Workflow
System has initiated the approval routing process and CA is waiting approval action.
CA is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email notification to Traveler or ProxyIf Approver Sends Back the CA, the Traveler or Proxy will receive an email with comments, Traveler or Proxy can make changes to the CA and resubmit for approval (if needed)
Prepay AuditorHR Supervisor
Creating an Expense ReportA few reminders before creating an ER:
Panther ID for Traveler
Receipts
Agendas for Conferences, Conventions, Workshops or Seminars
Travel Authorization Number & Cash Advance Number (If applicable)
Correct Speedtype
Departmental and FIU Travel Card charges
All information to avoid a supplemental Expense Report if at all possible
Prepare Lost Receipt(s) Form for all missing and lost receipts.
http://finance.fiu.edu/controller/Docs/TRAVEL_LOSTRECEIPT_FORM.pdf
Additional Documents may be required by the Travel Department
Any questions refer to the Travel Manual
http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf
Creating an Expense ReportUse marker to block or fold under any “Bar Codes” from vendors
so it does not interfere with the Expense Report Bar code.
Creating an Expense Report
You will be provided an option to link to
an approved
TA.
Creating an Expense Report
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.
Training
11/24/2014
Florida, Naples
Out of Pocket
Creating an Expense Report
Importing My wallet Transactions to an ER reminders:
To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”.
Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card.
You can import these charges directly to your expense report.
These charges will come over to your ER as a “University Credit Card”.
Creating an Expense Report
Verify the Accounting Details. It can be edited, add multiple Activity Nbrs and/or Projects. The following optional fields can be used: Cost PID, Task or Budget Ref.
If using a Project ID or Activity Nbr, fill out the appropriate Speedtype information.
Creating Expense Report
Florida, Naples
Training
11/24/2014 Domestic Mileage Out of Pocket
Please attach only grey scale documents.
Creating an Expense ReportSteps to faxing ER to Image Now:
1.When you have completed the ER and “Saved for Later” print the document to produce a page that includes the “Bar Code” for the ER.
2.ER must be signed by the individual whose name the report is created in before it is submitted.
3.Scan & upload in a PDF file or fax the documents to 305-348-1355.
4.Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed/scanned documents.
5.If missing some documents, take the ER and the pages missing in image now and redo the process.
6.Repeat process until all pages appear in Image Now.
7.Contact the Travel department at ext. 7-2543 if images do not appear.
8.Contact Financial Systems & Support Services if assistance is needed in completing the process.
Creating an Expense Report
Creating an Expense Report
Creating an Expense Report
Creating an Expense Report
Required
Creating an Expense Report
Workflow
Expense Report WorkflowEx
pens
e Re
port
(E
R) -
Acti
vity
#Ex
pens
e Re
port
(E
R) -
Proj
ect
#
Expense Report Workflow Status Description
Submitted
Approve
Send Back
Hold If Approver puts the ER on hold, the Traveler or Proxy will receive an email notification with comments
FIU Expense Report (ER) Approval Workflow
System has initiated the approval routing process and ER is waiting approval action and requires Budget Checking prior to Approval. Approver(s) receive email notification to ApproveER is approved, Approver and Traveler/Proxy will be unable to make any further changes. Final Approval triggers an email notification to Traveler or ProxyIf 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)
Prepay Auditor (if expenses are
reimbursable)
Project Manager (PM) -This level is skipped if
Traveler is the PM
Supplemental Approver(OSRA) if ER is over
$10K
Expense Manager
Prepay Auditor (if expenses are
reimbursable)
Travel Team Contacts
Name Title Phone
Inez Stokes Travel Manager 305-348-2543
Sandra Ocampo Ciak
Travel (A, G, I, J, M, R)* 305-348-4041
Yaniz Gallimore Travel (B, D, K, N, S, V)* 305-348-2663
Alejandra Blanco Travel (C, F, L, P, U, W, Z)*
305-348-1141
Noel Urbina Travel (E, H, O, Q, T, X, Y)*
305-348-2438*Represents the First letter of the Employee Last Name
Website & Links
Questions ?