Panther Soft Financials Travel Expense Office of the

Panther. Soft Financials Travel & Expense Office of the Controller

Agenda § Travel & Expense Terms § Travel Authorization § Cash Advance § Expense Report § Website §Travel Policy & Procedure Office of the Controller

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. Office of the Controller

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. Office of the Controller

Travel & Expense Terms Proxy – is when an employee has the access to create Travel Authorizations, Cash Advances and Expense Reports for another employee. In order to add or become a Proxy do one of the following: Ø The TRAVELER wanting to make another their Proxy: § Navigate to My. FIU > Financials Self Service > Employee Self Service >Travel & Expense Center > Profiles and Preferences > Delegate Entry Authority > click the ‘+’ symbol – enter the Panther Id of the person you wish to give the delegation – tab to insure this is the correct person – click the yellow Save button – click the OK button § Go to UPK training guide to practice and learn to perform action stated above Office of the Controller

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 Office of the Controller

Travel Authorization Using MYFIU Portal

Travel Authorization Panther. Soft Financials Office of the Controller

Travel Authorization Office of the Controller

Travel Authorization Office of the Controller

Travel Authorization Office of the Controller

Travel Authorization Office of the Controller

Travel Authorization This is your DESTINATION Location Florida Office of the Controller

Travel Authorization The Description field should be explanatory and give everyone an immediate sense of what or why the document was created. Examples: § 1737204 – Golden Panther § FIU 01 – 4400010999 § Golden Panther Convention @ Shark Valley § Recruiting trip § City, State Office of the Controller

Travel Authorization Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $600, Conference $950, Airfare $700 = $2500. The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University. Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA. List the estimated “Out of Pocket” expenses for traveler as actual Expense Types. Billing Type is always “FIU Expense”. Office of the Controller

Travel Authorization The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel. Office of the Controller

Travel Authorization Office of the Controller

Travel Authorization Office of the Controller

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. Office of the Controller

Travel Authorization If an error flag appears, click it and it will take you to the error to make corrected Office of the Controller

Travel Authorization

Travel Authorization - Expense Account & Cost PID is mandatory for all funds using 651 and 652 The “Expense Type” you choose will determine the Account and Alt Account to be charged. Never change the Account and Alt Account that it is systematically populated. Office of the Controller

Travel Authorization

Travel Authorization Workflow Prepare/Submit Travel Authorization HR Supervisor Approves Departmental Expense Manager Approves • Once T. A. is approved • Make Travel arrangements • Funds are encumbered Project Manager Approves (Only if paid by a Project)

How to View a Travel Authorization

How to View a Travel Authorization

How to View a Travel Authorization

A few reminders before deleting a TA A TA can be deleted before submitted. If a TA has been submitted or is in queue it needs to be sent back to the submitter before it can be deleted. If a TA has been fully approved and budget checked, it needs to be cancelled; not deleted. (In order to release the encumbrance)

How to delete a Travel Authorization Main Menu>Employee Self Service>Travel and Expense Center> Travel Authorization>Delete Insert PID of the submitter

How to delete a Travel Authorization

Cash Advance To request a Cash Advance an Approved Travel Authorization is required. Follow this navigation: Main Menu>Employee Self Service>Cash Advance>Create Office of the Controller

Cash Advance Office of the Controller

Cash Advance Office of the Controller

Cash Advance Only one line is needed for all expenses in the cash advance. Office of the Controller

Cash Advance Workflow Prepare Cash Advance HR Supervisor Approval Prepay Auditor Approval

Expense Report A 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 it applies) § 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

Expense Report § Use marker to block or fold under any “Bar Codes” from vendors so as to not interfere with the Expense Report Bar code

Expense Report Office of the Controller

Expense Report Choose the Panther ID of the traveler you wish to create the Expense Report for. Office of the Controller

Expense Report After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted. These are travel dates; not submission dates. If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry. ” Office of the Controller

Expense Report You can also associate a TA by using More Options

Expense Report Office of the Controller

Expense Report Accounting Defaults: § If Expense Report is populated from a Travel Authorization, the default is what was entered on the TA. § If blank Expense Report (non travel or vicinity travel) – the default department is the employee’s department. § It may or may not be the desired place where you wish to charge a transaction. Office of the Controller

Expense Report Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525. 50, Conference $950. 00, Airfare $645. 25 = $2195. 75. Office of the Controller

Expense Report

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”.

Expense Report

Expense Report Higher Education User Group conf 2012. Departmental Travel card paid for Hotel $525. 50, Conference $950. 00, Airfare $645. 25 = $2195. 75. Office of the Controller

Expense Report Office of the Controller

Expense Report Office of the Controller

Expense Report Office of the Controller

Expense Report Office of the Controller

Expense Report Office of the Controller

Expense Report Office of the Controller

Expense Report If an error flag appears, click the arrow and you will be taken to the error to make corrections.

Expense Report

Expense Report

Expense Report Steps 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 Image. Now hyperlink to review faxed/scanned documents. If missing some documents, take the ER and the pages missing in image now and redo the process. Repeat process until all pages appear in Image Now. Contact the Travel department at ext. 7 -2543 if images do not appear. 1. Contact Financial Systems & Support Services if assistance is needed in completing the process. Office of the Controller

Expense Report Office of the Controller

Expense Report Reimbursement of Non-Employees: § Check off the appropriate boxes as non-reimbursable § Scan & upload in a PDF file or fax the Signed Expense Report to 305348 -1355 § Scan & upload in a PDF file or fax all receipts with the Reimbursement of Travel Expenses for Non-Employee Form to 305348 -1355

Expense Report Reimbursement of Students: This procedure is intended to provide guidance and direction for setting up in People. Soft Financial non-employee students registered at Florida International University who need to travel or incur expenses on behalf of the University in accordance with applicable University guidelines and procedures. The Department will complete a Student information Form for Travel and Expense Reimbursement and fax it or mail it to Purchasing Services for validation into the Financial System. Once validated, the Department should be able to enter a Travel Authorization (TA) or an Expense Report (ER) for the student in the same manner as they are done for employees.

Expense Report Workflow FIU 01 Prepare Expense Report Expense Manager Approves Prepay Auditor Approves All receipts should be scanned & attached It can also be faxed 7 -1355 • Expense Report Approved • Payment is issued Project Manager Approves (Only if paid by a Project)

Expense Report Workflow FIU 02 Prepare Expense Report Expense Manager Prepay Auditor Approves (if amount is less than $1000) All receipts should be scanned & attached It can also be faxed 7 -1355 • Expense Report Approved • Payment is issued Project Manager Approves (Only if paid by a Project) Supplemental Approver (if amount is greater than $1001)

Total Workflow Make Travel Arrangements TA Approved Trip Occurs Cash Advance (If applies) Expense Report

Useful Queries QUERY MANAGER DESCRIPTION EXC 8500 Travel Authorization Info EXC 5500 Cash Advance Info EXC 4500 Expense Report Info FIU_DEPT_APPROVERS_BY_DEPT FIU Dept. Approvers by Dept FIU_FSSS_SUPERVISOR_LOOKUP Lookup HR supervisor of traveler FIU_FSSS_TA_QUEUE Travel Authorization Queue FIU_FSSS_ER_QUEUE Expense Report Queue FIU_FSSS_ASSOCIATED_TRAVELAUTH Is TA linked to ER? FIU_EXP_RPT_APPROVAL_HISTORY Approval history for Exp Report FIU_FSSS_PROXY_PROMPT People that you are a proxy of

Travel Policy & Procedure Please read the following University’s policy and procedure manuals prior to traveling: Travel Manual: http: //finance. fiu. edu/controller/Docs/Travel_and_Other_Expenses_Manual. pdf Travel Policy: http: //policies. fiu. edu/record_profile. php? id=548 Office of the Controller

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 Office of the Controller

Tips & Tools User Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment. panthersoft. fiu. edu/financials/onlinetraining. htm Office of the Controller

Questions ? Office of the Controller