Knowledgebase/FAQ : UTShare/PeopleSoft > Financial Managment System > Travel & Expense
QUESTION: My supervisor is trying to approve a travel authorization but the travel dates have passed. It does not let her approve. What can I do? ANSWER: PeopleSoft does not let you approve travel documents after the travel dates have passed. A TAF will...
QUESTION: I have an Approved Travel Authorization and the traveler is not going to take the trip. What needs to be done? ANSWER: An Expense Report will still need to be created, the employee will certify and only the Budget Authority signer will have th...
QUESTION: If there is an approved Travel Authorization with funds encumbered and a Expense Report is needed to disencumber the funds but the traveler is no longer with UTSA how do I proceed? ANSWER: The Travel & Expense module only allows payments to be...
QUESTION: Can attachments be added or deleted on documents in PeopleSoft? ANSWER: On Travel and Expense modules attachments cannot be added at any time. The document will need to be sent back to the creator to modify. On Accounts Payable documents attac...
QUESTION: A Faculty member is on Academic Development Leave and I cannot create a Travel Authorization in PeopleSoft. ANSWER: A TAF-Travel Authorization Form will need to be submitted to the Disbursements and Travel Services office for processing. http:...
QUESTION: When creating a travel expense report in PeopleSoft should the amounts paid on the CLIBA card be included? ANSWER: Yes, it is less confusing for the department to include the items paid with the CLIBA card on the Interim form and in People...
A Travel Authorization Form (TAF) can be used to correct any previous travel authorizations (see Disbursement & Travel Services website at: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=147 [1] ) Links: ------ [1] http://www.utsa....
Until further notice, always select the "Paid by Employee" from the dropdown list.
Any Expense Type that you know would be used would need to be added.
There is not a way to "quickly" check account detail, but it can be done by selecting either the "Accounting Default" link or by selecting the "Detail" link, then selecting the "Accounting Detail" link.
No, this would be a separate step in PeopleSoft. In the Travel and Expense Center, go to the Cash Advance area and select "Create" to initiate the process.
It is not required that you attach the Interim Travel Authorization in PeopleSoft. A hard copy sent through Campus Mail will suffice. However, there is nothing wrong with attaching the document in PeopleSoft.
In PeopleSoft, to divide the Expense Type by cost centers, you have the option of assigning a percentage share by going into Accounting Defaults and making the adjustment. In addition, to divide the cost center amounts by a dollar amount, select the "D...
No, since the airfare is typically purchased for a round-trip ticket, you can list it as an Expense Type for day one of travel.
QUESTION: Can you tell me why I have received an email, "Automatic reply: Expense Report 0000012345 for Doe, John requires your attention"? ANSWER: When the department admin associate creates the Expense Report to reimburse a traveler in PeopleSoft ...
Question: I am processing a travel expense report. The staff member traveled to several locations in Italy that are not listed as destinations in PeopleSoft. What do I do when this situation occurs? Answer: If you travelling to a city that is not in...
The Interim Workflow Solutions Expense Report and the PeopleSoft Expense Report will be used for Non-Travel employee reimbursement as well. The Expense type catergory in this case could be "NT-Other Expenses." Be sure to add comments as applicable for ...
If "Save as Draft" is selected, the "Status" will show as "Saved as Draft" in the Interim Workflow solutions Expense Report Forms page.
QUESTION: If there is more than one approver in the Interim Workflow Solutions form under the Budget Authority does it route to each approver? ANSWER: Yes. Only one of the approvers would need to bring up the form and approve it. Once it is approved, th...
Yes, a TRS form still required within 30 days after returning from travel to settle authorized travel expenses, even if the traveler is not being reimbursed.
The Navigation path is: Main Menu > Commitment Control > Review Budget Activities > Budgets Overview Clicking on the Budget Overview Page link in the Interim Workflow Solutions form will take you to this page in PeopleSoft.
Only the expenses that the employee needs to be reimbursed would need to be listed on the Expense Report. DTS prefers that TAC expenses are listed on the Expense Report but they are not required to be. If listed, be sure to mark as "Non-Reimbursable" i...
Yes, a TRS form is still required within 30 days after returning from travel to settle authorized travel expenses, even if the traveler is not being reimbursed.
Question: Should CLIBA and Procard expenses be entered using the PeopleSoft Expense Report? Answer: No. The CLIBA and Procard would be paid through a Non-PO Voucher. If these expenses are entered on the Expense Report, they would need to be marked a...
Question: If an Expense Report is denied, would a comment need to be placed in the Comment box so the creator knows why it was denied? Answer: Yes, a comment would be required if the Expense Report is denied.
Question: Is it possible to do a cut and paste of the Report ID? Answer: Yes, you can cut and paste the Report ID from PeopleSoft into the corresponding Interim Workflow Solutions Expense Report field.
Question: Do we need to submit a TRS form and an Expense Report? Answer: Yes, a TRS form would need to be completed within 30 days after returning from travel to setle authorized travel expenses, even if the traveler is not being reimbursed.
Question: Can you be reimbursed for lodging tax in-state? Answer: No, you cannot be reimbursed for State tax. However, you are eligible to be reimbursed for City or County taxes.
Question: Can the total per diem amount be entered into an Expense Report? Answer: When settling expenses for reimbursement, you would put in the actual amounts or per diem amount (per your department policy).
Question: Can CLIBA card expenses be entered using the Expense Report form? Answer: The CLIBA card would be settled using a Non-PO Voucher.
Question: Can an Expense Report be used for reimbursement for an office expense? If so, is the Expense Report done in PeopleSoft and then entered in the Interim Workflow Solutions? Answer: For an office expense (NT for Non-Travel), you would still s...
Question: Will receipts be sufficient in order to process an Expense Report in PeopleSoft or do all documents need to be submitted? Answer: All associated doucmentation would need to be submitted, which will include the Interim Workflow Solutions Ex...
Question: Can an FYA be sent to someone else before it gets approved by a Department Chair? Answer: This would be a department specific decision. If it is decided that additional approvals are needed, the Department would create a form with the requ...
Question: Will an Expense Report be denied if the Default Location field is left blank? Answer: The Default Location is not a required field (as noted by asterisk). However, DTS would request that you add a Default Location if this is tied to travel...
Question: Can more than one attachment be uploaded? Answer: In the Interim Workflow Solutions Expense Report, only one attachment can be uploaded.
Question: Can an Expense Report be done using a cost center that belongs to another department? For example, can someone in Biology prepare an Expense Report using a cost center for Chemistry. Answer: In most cases, the answer would be no. However, ...
Question: Can the alphabetical sort be set as our default in PeopleSoft? Answer: No, this is a global setting in PeopleSoft that cannot be set as the default.
Question: Is there a way to see the full line in the drop-downs? Answer: Unfortunately, there is not a way to see the full line in the dropdown menu.
Question: When entering travel expenses for multiple days does each day need to be entered separately? Answer: In the Interim Workflow Solutions form, you can do a "lump sum" for each line item. However, in PeopleSoft, you will need to enter each da...
Question: On the Expense Report can the tax be added in one line or does a line need to be added for each day of travel? Answer: In the Interim Workflow Solutions Expense Report, it can be done on one line. However, in PeopleSoft, it will need to be...
Question: Does the TRS form need to be done prior to the Expense Report in the Interim Workflow Solutions forms? Answer: The TRS form should be completed within 30 days after returning from travel to settle authorized travel expenses. It is not requ...
Question: If a traveler used TAC card, we need to list all expenses and select paid by university if there are expenses paid by both TAC and out-of-pocket. Is that correct? Answer: Only the expenses that are being reimbursed to the employee are requ...
Question: Can a file be attached to an expense report from the desktop only? Answer: No, documents and most image files can be attached from any drive or network that can be accessed on your computer.
Question: I need to complete a travel authorization for travel that will take place in September 2014. I need to pay for registration before September (now). How should I proceed with Travel Authorization Form? Answer: You should complete the travel...
QUESTION: When creating travel or expense reports the traveler receives multiple responses from DTS? Does this mean there is an error and does the traveler have to do anything with those emails? ANSWER: Receiving multiple emails from DTS is occurrin...
Question: How can I find a foreign city when creating a travel authorization? Answer: Clicking on the magnifying glass next to the Default Location will allow you to search for cities are in PeopleSoft. A domestic code will have the state's two-lett...
Question: My department needs to make a change in the approved Travel Authorization. The travel dates have changed for the employee and a correction needs to be made. How can the date change be corrected in PeopleSoft? Answer: At this time, departmen...
Question: I have processed the RTA form for my supervisor in the interim workflow process, but did not get an RTA number. Would you please guide me how to get the RTA number and also I am not able to process the RTA for my supervisor at UT share, the p...
Question: I entered a Travel Authorization Request for my supervisor's travel. I received an email notification but he did not receive anything stating the TA was ready for his approval. He also does not have anything to be approved in his queue. Where...
Question: I am unable to get to the appropriate screens to delegate a travel proxy in PeopleSoft. Could you please update my access? Answer: At this time you should have access to all of the travel documents you need. Delegation will not be availabl...
Question: In the travel class it is discussed that in the interim process the share point document will travel from the creator, to the supervisor of the traveler then to the cost center approver (which I approve). Is is correct that now the supervisor...
Question: In what training manual am I able to locate the Object Code list that I can reference for future use? Answer: The Object Code (new term: ACCOUNT) list is explained and provided in the Processing Non-Purchase Order Vouchers course. You c...
Question: As CONCUR requires an RTA number to process travel. how do we get RTAs established during the transition. Answer: Depending on when travel arrangements will need to be made by your department in order to book information on CONCUR, you may...