Travel and Expense In PepleSft Planes, Trains and Autmbiles
AGENDA PepleSft Travel Mdule Travel Authrizatin Cash Advance Expense Reprt Business Meal Attendees Htel Wizard Receipt Requirements T&E Direct Depsit Travel Plicy Apprver Respnsibilities Travel Resurces
Travel & Expense Center HR emplyee infrmatin is upladed t the T&E mdule. Selecting an expense type (htel, car rental, etc.) autmatically selects the accunt number. Persnal templates may be created (emplyee nly). Other individuals may be authrized t enter frms n yur behalf. The Chart String ppulates Expense Reprts frm the individual user prfile.
Travel Authrizatin The Travel Authrizatin creates an encumbrance in the accunting system, and has a unique number assigned t it. Cmplete required fields, use Cmment bx fr actual destinatin and trip details. Apprval is electrnic. All travel Cash Advances require a Travel Authrizatin. Use the Create a Cash Advance hyperlink n the bttm f the TA. A trip can als be encumbered withut a Cash Advance being issued. All trips utside f the United States and Canada require a Travel Authrizatin fr safety reasns. The encumbrance stays n the budget until an Expense Reprt is created frm the Travel Authrizatin [and the Cash Advance is applied against the travel expenses].
On the Budget Reprts: What des the encumbrance lk like?
Cash Advance Must have Travel Authrizatin cmpleted first, f equal r greater value. Must refer t the Travel Authrizatin Number in the TA# & Cmments field n the Cash Advance frm. Must have the Beginning Trip Date in the crrespnding field n the Cash Advance frm. Cash Advance has unique Reference Number assigned t it. Apprval prcess is electrnic.
Cash Advance Traveler determines amunt f Cash Advance. Creates and submits a Cash Advance fr apprval. Use Mini Manual Determines type f Advance: Cash UVM checks - requires advanced planning. Direct depsit runs n the same cycle as checks. Nt meant fr pre-trip expenses.
Cash Advance Apprved Cash Advances: Frms with full apprvals are sent t the Cashiers Office five business days prir t the trip start date by the Disbursement Center. The traveler is respnsible fr checking the status f the Cash Advance t ensure it is ready at the Cashier s Office fr pick up (manual). Bring a cpy f the Cash Advance frm and valid UVM ID.
Travel Expense Reprt Requires electrnic apprvals, after the reprt and itemized receipts are carefully reviewed. Apprver is based n department number. Requires traveler s signature n Expense Reprt if entered by smene ther than the traveler. Requires paper r electrnic reprt with itemized receipts be submitted t the Disbursement Center, fr auditing and filing. If yu are an apprver, and yur supervisr submitted an Expense Reprt, it must be reassigned t their supervisr. If there are multiple departments n an Expense Reprt, it will rute fr apprval by all departments.
Travel Expense Reprt Meals - dmestic: The University reimburses actual meal expenditures incurred. The actual cst by day must be entered n the Expense Reprt. Upper Limit f $60 per day - can be subject t departmental/grant restrictins. This is NOT a fixed per diem. The $60 amunt includes gratuity fr the meals. Gratuity is calculated n the pre-tax amunt.
Travel Expense Reprt Meals - freign: The University reimburses actual meal expenditures incurred. The actual cst must be entered n the Expense Reprt. Upper Limit f $90 per day - can be subject t departmental/grant restrictins. This is NOT a fixed per diem. The $90 amunt includes gratuity fr the meals. Gratuity is calculated n the pre-tax amunt. Effective December 11, 2012
Travel Expense Reprt Meals: Yu must bundle the day s ttal meals under ne expense line. Use the Details link t recrd the individual amunts in the Cmment bx. A meal while in travel status is NOT necessarily a Business Meal!! Read the Business Meals Plicy very carefully. N vernight stay n travel meal per IRS regulatins.
Travel Expense Reprt Business Meals PepleSft cntains functinality t easily add additinal attendees at a business meal, which fulfills the requirements f the IRS Accuntable Plan Rules. The fllwing example illustrates the Add Additinal Attendees functinality.
Business Meal Attendees
Business Meal Attendees
Itemize A Htel Bill PepleSft facilitates the itemizatin f a htel bill: rm, parking, rm services, etc. Stepping thrugh the Htel Wizard will create the crrect lines n the Expense Reprt, using the crrect accunts. Fr dmestic ldging nly
1.) Enter each expense fr this reprt by chsing it frm the drp-dwn menu under Expense Type. 2.) Click n the Detail link t fill in the required fields fr this expense. 19
Which fields must be cmpleted fr each transactin varies by expense type. (Fr example, Htel expense must include the number f nights and Airfare must include the ticket number.) 20 If yu have a Htel Bill that includes rm charges, rm service (meals), parking, r ther services, yu can easily srt these n yur Expense Reprt by chsing the Itemize Htel Bill link n yur expense detail page.
21 The Itemize Htel Bill link will pen a listing t allw yu t chse types f charges which were incurred n yur htel bill. Simply check the apprpriate expense types frm yur bill, then click Cntinue.
PepleSft will ask fr the amunts that make up each f the lines yu have selected: Rm Charge Rm Service (meals) Parking 22
23 Once yu ve entered an amunt fr the Rm Charge, click Cntinue. This will bring yu t the next item: Rm Service.
Ntice that the sftware keeps a running ttal f yur htel bill n the right hand side f the page. Under Rm Service, enter a Date, Meal Type and Dllar Amunt, then click Cntinue. 24
Cntinue entering detail in this way until yu have accunted fr all htel expenses. When yu are finished, the system will cngratulate yu. Yur Htel Bill is in balance and yu can return t the Expense Reprt by clicking the Dne buttn. 25
Once the Htel Bill is itemized, the expense lines will be ppulated in yur Expense Reprt fr yu. T add mre expense lines, click n the + buttn n the right r the Add buttn under New Expense.
Travel Expense Reprt Mileage Reimbursement - fr use f persnal vehicles n University business - $0.54/mile NO: first class, business class, extra leg rm. air tickets NO: alchl when deducting alchl frm a trip, als deduct the crrespnding tax and tip. NO: mvies at the htel NO: reimbursement fr travel expenses befre the trip has ccurred. NO: purchasing card transactins
Use Mini Manual! Travel Expense Reprt Travel Expense Reprt must be submitted within 60 calendar days after return frm a trip. Effective December 11, 2012 Spnsred prjects are clsed thirty days after the end date f the grant. Plan accrdingly fr expense reprts that will be charged t thse prjects. At fiscal year end, it is extremely imprtant t charge the crrect fiscal year. One cannt chse t charge the incrrect fiscal year simply because there is a 60 day windw. Cash Advances utstanding mre than 30 days may be deducted frm emplyee s paycheck. PepleSft can nly release a Cash Advance liability when the Expense Reprt is created frm the Travel Authrizatin.
Travel Expense Reprt Itemized receipts required fr: Everything except travel meals Review the Plicies!
UVM Travel Plicy All travelers, delegates, and apprvers are respnsible fr understanding and cmplying with the Travel Plicy. Travel Plicy
Travel Plicy Reminders N travel expenses will be reimbursed befre the trip has ccurred. A request fr reimbursement f travel expenses must be submitted within sixty calendar days. Eligible Travelers Transprtatin Ldging Travel Meals Other Persnal Expenses
Receipt Requirements Itemized receipts are required fr all expenses incurred by the traveler while n UVM travel status except travel meals. If attending a cnference, attach the cnference brchure, agenda summary, etc. Lst Receipts: if a receipt is lst, misplaced, r damaged beynd legibility, the traveler is respnsible fr cntacting the vendr and requesting a cpy f the receipt. This applies regardless f methd f purchase, i.e. cash, purchasing card, persnal credit card, etc. If the traveler chses nt t submit a receipt, the expense amunt will be deducted frm the ttal reimbursement. If traveling in a develping cuntry where itemized receipts may nt be readily available, maintain a lg during the trip t recrd all expenses. Prvide dcumentatin t verify destinatin and dates f trip (airline receipts, fr example). Tips fr bellman, chambermaids, etc. d nt require receipts.
Internatinal Travel Anyne traveling utside f the United States r Canada must cmplete a Travel Authrizatin frm in PepleSft. The University has a cntract with a cmpany called Internatinal SOS t prvide wrldwide assistance and evacuatin services fr all study, wrking, research and travel abrad participants. The SOS netwrk f multilingual specialists perates 24 hurs a day, 365 days. Currency cnversin: fr a trip lasting seven days r less, btaining a currency cnversin rate needs t be dne nly nce. Fr trips lasting lnger than seven days, btain a currency cnversin rate at the start f each new week f travel. Carrying cash abrad: every effrt shuld be made t prepay freign expenses with purchasing card and purchase rders, t avid carrying large amunts f cash. Other internatinal travel expenses: expenses related t passprts are the respnsibility f the traveler and are nt allwable by the University. In sme cases, visas, medical examinatins and/r immunizatins may be reimbursable if related t jb assignment.
Travel Meal Receipts The receipt requirement fr emplyee travel meals: The University will reimburse the actual expense up t $60.00 per day fr dmestic meals and actual expense up t $75.00 per day (IRS limit) fr internatinal meals withut receipts. Thse wh wish t be reimbursed up t the UVM $90 cap fr internatinal travel meals will have t prvide all receipts.
Incidentals The University will reimburse up t $10.00 per day fr incidental expenses withut receipts such as gratuities fr taxi, bellhp, and husekeeping. Husekeeping is typically $2 - $3 per night Bellhp is typically $1 - $2 per bag
Direct Depsit Direct depsit is available fr travel and expense reimbursement. Banking infrmatin is fed frm HR Payrll t the T&E mdule. In the T&E mdule, each emplyee must select direct depsit fr themselves.
Purchasing Card Airfare, rental car and htel are charged t a diversin accunt. Charges appear n cardhlder statement as mem items, nt part f the statement ttal. Charges will nt reduce yur cycle credit limit. Shuld NOT be included n the Travel Expense Reprt r it will duble charge yur budget. D nt put any PurCard charges n the PepleSft Expense Reprt!
Apprver Respnsibilities Cmpliance with UVM s Travel Plicy Is there a Travel Authrizatin fr this trip? Was the Expense Reprt created frm the Travel Authrizatin? Was there a Cash Advance fr this trip? Was the Cash Advance applied t the Expense Reprt using the hyperlink? Are all necessary itemized receipts attached? Are expense lines charged t the crrect chartstring? Taxes - n VT sales tax r city tax Anything that lks funny
Apprver Respnsibilities Ensure all travel frms are cmplete in Apprval Wrklist: Cash Advances, Travel Authrizatins, and Expense Reprts. Expense Reprts require budget checking befre apprving. Apprvers shuld review alert buttns. When reprt is pen, click n alert buttn n the expense line fr explanatin and respnd accrdingly. Use the Clse Out Reprt - Sectin 4C includes all f the Travel Authrizatins that are nt cmplete which default t the chart string selected t prduce the reprt. At the end f each mnth, yur wrk list shuld nly have the mst recent submittals. All prir reprts shuld be apprved, sent back r denied.
Nn-Emplyee Travel Reimbursed n Check Request Frm. Requires itemized receipts. Prcessed thrugh Disbursement Center.
Additinal Training Opprtunities Individual Help Sessins N Any time yu need ne-n-ne assistance fr ANY PepleSft travel and expense related training and/r use. March 7, 2017 W S E When the Expense Reprt is significantly large enugh t bundle similar expenses. Yur first time using the Travel & Expense mdule in PepleSft. Fr mre infrmatin n Individual Learning Opprtunities: http://www.uvm.edu/develp/?page=skills/penlabs.html
Additinal Training Opprtunities Advanced Travel Tpics Wednesday, December 7, 2016 Thursday, February 16, 2017 hands-n in a PepleSft training envirnment
Travel Manual Use the Travel Manual fr the fllwing: New users When creating a Travel Authrizatin. When the travel Authrizatin is created, t create a Cash Advance. T find ut the status f the Cash Advance - that is, if it is fully apprved t pick up the funds. T cancel an apprved Travel Authrizatin. T delete a Travel Authrizatin. T create an Expense Reprt frm an existing Travel Authrizatin, and apply the Cash Advance if applicable. T determine the status f an Expense Reprt payment.
Queries and Reprt UV_EX_RPT_LISTING- Expense Reprt Details Lists expense reprt lines with chart strings UV_EXPENSE_PROFILE_BY_DEPT - Lk up exp prfiles by dept Lists all emplyees within a department with chart string values UV_EXPENSE_EMPS_FOR_DELEGATE - Expense EE's Delegated t User Lists emplyees wh have authrized user t a netid Clse Out Reprt
Other Travel Resurces UVM Travel Plicy Travel Web Site Travel FAQs Internatinal Travel FAQs Travel PepleSft Manual T&E Direct Depsit PepleSft Online Instructin Mnthly Business Prcesses travel@uvm.edu Business Meals & Amenity Plicy Business Meals Plicy FAQs Risk Management Web Site Risk Management s Travel Safety Guidelines Travel Accident Insurance
emf 12/12/14 Questins?