Travel & Expenses
Announcements
- 2025 Per Diem Updates for Travel & Expenses Available Now
- Travel & Expense Delegate Entry Authority Documentation Now Available
- Video and Slides from the FY2025 Expense Module Change Presentation
- FY2025 Expense Module Change - Delegate Entry Authority
- FY2024 Year-End Sub-Module Cleanup and Processing Manual Available
- FY2024 Year-End Cutoff Dates for Travel & Expenses and eProcurement
- Mileage Rate Increase for 2024
- 2024 Per Diem Updates for Travel & Expenses Available Now
- Updated Job Aid for Expense Report Entry for Meals and Meal(s) Provided Available Now
- Change in Expense Reimbursement Module – Meals Provided
Active Known Issues
KI9.2-19_EX: Name on Expense Report Summary Disappears
Job Aids & Reference Documents
- Submitting Expense Transactions Created by Delegate
- Travel Authorization Entry for Entering as a Delegate
- Cash Advance Entry for Entering as a Delegate
- Expense Report Entry for Entering as a Delegate
- 9.2 Registering as a New Self-Service User, Reviewing Profiles, and Delegating Entry Authority
- Expense Report Entry for Entering Meals and Meal(s) Provided
- Expense Approver Workflow FAQs
- Understanding Travel & Expense Approval Methods
- Attaching Receipts to Travel & Expense Transactions
- Travel & Expenses Workflow - After Travel
- Travel & Expenses Workflow - Before Travel
- Creating an Expense Report from an Approved Travel Authorization
- Modifying an Expense Report
- Creating and Submitting an Expense Report
- Creating and Submitting a Fluid Expense Report in PeopleSoft Financials
- Mapping of 8.9 to 9.2 Reports & Queries EX
- Travel Authorization Process Flow v9.2
- Expense Report Process Flow v9.2
- Cash Advance Process Flow v9.2
Training
FY2025 Expense Changes Demo—July 9, 2024 Video
This video discusses the July 2024 update to the Expense Module, where delegates are no longer be able to submit expense transactions on behalf of the traveler.
FY2025 Expense Changes Demo: Delegate Entry Authority
Powerpoint from July 9, 2024 giving an overview of the new Expense Module Changes. Delegates will no longer be able to submit expense transactions on behalf of the traveler. All Travelers will need to submit their own expense transactions for approval. Delegates will still be able to initiate expense transactions on behalf of the traveler and notify them when the transaction is ready to review and submit.
FY2024 Change in Expense Reimbursement Module - Meals Per Day (Fix me)
Expenses: Administrator Participant Guide
This 2015 Expenses Administrator Participant Guide consists of six lessons, plus a bonus lesson at the end for institutions that use Cash Advances.
Travel and Expenses: Train-the-Trainer Toolkit
This 2015 Travel and Expenses Train-the-Trainer Toolkit contains lesson plans, PowerPoints and job aids that institutional trainers can access to teach users how to use the Expenses module.
Business Processes
Travel & Expenses – Traveler Setup
Self-Service Setup
EX.010.035 Creating a Travel Authorization Template
EX.010.031 Creating a Private Expense Report Template
Core Setup
EX.010.032 Creating a Public Expense Report Template
EX.010.033 Creating a Public Travel Authorization Template
Travel & Expenses – Travel Authorizations
EX.020.010 Creating a Travel Authorization from a Blank Report
EX.020.011 Creating a Travel Authorization Using a Template
EX.020.012 Copying an Existing Travel Authorization
EX.020.015 Modifying a Travel Authorization
EX.020.114 Withdrawing a Travel Authorization
EX.020.016 Deleting a Travel Authorization
EX.020.200 Canceling an Approved Travel Authorization
EX.060.014 Viewing a Travel Authorization
EX.070.010 Printing a Travel Authorization Report
Travel & Expenses – Cash Advances
EX.020.050 Creating a Cash Advance
EX.020.051 Modifying a Cash Advance
EX.020.117 Withdrawing a Cash Advance
EX.020.052 Deleting a Cash Advance
EX.060.015 Viewing a Cash Advance
Travel & Expenses – Expense Reports
EX.020.100 Creating an Expense Report from a Blank Report
EX.020.101 Creating an Expense Report from a Template
EX.020.102 Creating and Submitting an Expense Report from an Approved Travel Authorization
EX.020.103 Copying an Existing Expense Report
EX.020.107 Applying a Cash Advance & Travel Authorization to an Expense Report
EX.020.108 Applying a Cash Advance to an Expense Report
EX.020.109 Itemizing a Lodging Bill Using the Hotel Wizard
EX.020.110 Modifying an Expense Report
EX.020.111 Deleting an Expense Report
EX.020.113 Withdrawing an Expense Report
EX.060.016 Viewing an Expense Report
EX.060.023 Reviewing Expense Payment History
EX.060.024 Reviewing Employee Expense History
EX.070.012 Printing an Expense Report
Travel & Expenses – Approvals Through Self-Service Portal
Managing Approvals
EX.020.300 Understanding Approval Methods
EX.020.301 Using the Summary Approvals Page in Self Service
EX.080.106 Reassigning Approval Work in Self Service
EX.010.090 Assigning a Designated Approver
Approving Travel Authorizations
EX.080.010 Worklist: Approving a Travel Authorization
EX.080.011 Worklist: Denying a Travel Authorization
EX.080.012 Worklist: Sending Back a Travel Authorization
EX.080.013 Worklist: Placing a Travel Authorization on Hold
Approving Cash Advances
EX.080.050 Worklist: Approving a Cash Advance
EX.080.051 Worklist: Denying a Cash Advance
EX.080.052 Worklist: Sending Back a Cash Advance
EX.080.053 Worklist: Placing a Cash Advance on Hold
Approving Expense Reports
EX.080.100 Worklist: Approving an Expense Report
EX.080.101 Worklist: Denying an Expense Report
EX.080.102 Worklist: Sending Back an Expense Report
EX.080.103 Worklist: Placing an Expense Report on Hold
EX.020.303 Verifying Expense Report Receipts Online
Budget Checking
EX.020.151 Budget Checking Expense Reports Online
EX.030.015 Reviewing Budget Exceptions for Expense Reports
Travel & Expenses – Expense Administrator Management & Processing
Managing Workflow
EX.010.012 Establishing Approver Assignments
EX.030.410 Updating Worklist Entry Statuses
EX.080.105 Reassigning Expense Transactions
EX.020.400 Assigning an Alternate User for Workflow
EX.010.022 Authorize Users/Delegate Entry Authority (Core)
EX.060.010 Inquiring on an Employee’s Profile
Approvals and Receipt Verification
EX.010.014 My System Profile – Alternate User Routing
EX.060.500 Using the T&E Center in the Core Application
EX.020.304 Verifying Expense Report Receipts in Mass
Budget Checking
EX.030.012 Budget Checking Expense Transaction Overview
EX.030.011 Budget Checking Expense Reports in Batch
EX.060.020 Reviewing Budget Checking Exceptions
Expense Processing
EX.030.030 Processing Expenses: Staging Payments
EX.030.032 Reviewing and Updating Staged Payments
EX.030.035 Resetting Expense Transactions Not Selected in Reset
Paycycle
EX.030.031 Processing Expenses: Posting Liabilities
EX.030.033 Processing Expenses: Posting Payments
EX.030.036 Update TAUTH or EXP Rpt Acctg Date to current date
Fiscal Year-End
EX.030.050 Updating the Budget Reference at Fiscal Year-End
Managing Expense Transactions
EX.020.155 Resetting Travel Authorization Accounting Date
EX.020.156 Resetting Expense Report Accounting Dates
EX.020.204 Closing an Expense Report
EX.020.205 Unposting an Expense Report
EX.020.206 Updating an Unposted Expense Report
EX.020.203 Canceling Expense Payments
EX.020.207 Adjusting Paid Expenses
EX.080.104 Modifying Approved Expense Transactions
EX.020.209 Canceling Approved Travel Authorizations in Core
EX.020.201 Closing a Cash Advance
EX.020.202 Reconciling Cash Advances
Real-Time Analysis Functionality
EX.030.500 Reviewing Transactions in Progress
EX.030.501 Reviewing Total Predicted Expenses
Accounting Entries
EX.060.017 Viewing Cash Advance Accounting Entries