PeopleSoft Travel/Expense
CONUS
Overview
• What is driving this change?
• What is changing?
• Where can I find all this information?
• FSKU Process impact demo
• Which Expense Types Do I Use, and When?
• Questions
Where can I find all this information?
• Recorded presentation, links to CONUS/OCONUS rates, and FAQ
can be found at: http://fms.ku.edu/te-conus
• The site will be updated with additional information as it becomes
available.
What is driving this change?
• The State of Kansas adopted new T&E requirements with their
upgrade to PeopleSoft 9.2 on November 15, 2015:
• Use of Federal CONUS/OCONUS rates for meals and lodging
• Use of quarter days for per diem reimbursement
• KU will adopt the same requirements on 1/1/2016.
• Adding multi-location checkbox for risk management.
• Reducing the number of expense types in response to end user
feedback.
What is changing?
• Location
• Current location codes used by both UKANS & KURES
Location code
INST
INTL
OSSHC
OSTHC
OUTST
Location description
In-state
International
Out-of-state,spec hi cost UKAN
Out-of-state, high cost UKANS
Out-of-state
• KURES will continue to use these locations
What is changing?
• Beginning Jan 1, 2016 – location will represent the actual travel
destination and will drive the per diem rate for Meals & Incidentals
as well as the limits for Hotel or Lodging
Location code
00001
00002
00003
00004
00005
00006
Location description
AL, ABBEVILLE
CO, DENVER
CO, DEORA
CO, BOULDER
IL, CHICAGO
TX, ARLINGTON
• RULES:
• For daily meals – choose the location where you sleep at night
• KURES
•
Continue with business as usual for locations until CONUS is adopted
What is changing?
• Streamlining of expense types – UKANS & KURES
• State vs. Research - No longer need separate Expense Types
• exception – Meals, Lodging, Mileage
• IS | OS | INT - No longer need separate expense types
• Make use of the data element “Billing Type” to drive the accounting
• NOTE: if an expense type should only be used by Research – indicated
by (RS ONLY) at end of New Expense Type
• Example:
What is changing?
• Major change to Expense functionality – Meals & Incidentals
• Single expense type for Meals & Incidentals
• NOTE: KURES & UKANS have unique expense types for Meals & Incidentals
Current Expense Types
RS-MEAL-BREAKFAST INT
RS-MEAL-BREAKFAST IS
RS-MEAL-BREAKFAST OS
RS-MEAL-DAILY INT
RS-MEAL-DAILY IS
RS-MEAL-DAILY OS
RS-MEAL-DINNER INT
RS-MEAL-DINNER IS
RS-MEAL-DINNER OS
RS-MEAL-LUNCH INT
RS-MEAL-LUNCH IS
RS-MEAL-LUNCH OS
New Expense Type
MEALS & INCIDENTALS (RS ONLY)
Current Expense Types
ST-MEAL-BREAKFAST INT
ST-MEAL-BREAKFAST IS
ST-MEAL-BREAKFAST OS
ST-MEAL-BREAKFAST OS HC
ST-MEAL-BREAKFAST OS SHC
ST-MEAL-DAILY INT
ST-MEAL-DAILY IS
ST-MEAL-DAILY OS
ST-MEAL-DAILY OS HC
ST-MEAL-DAILY OS SHC
ST-MEAL-DINNER INT
ST-MEAL-DINNER IS
ST-MEAL-DINNER OS
ST-MEAL-DINNER OS HC
ST-MEAL-DINNER OS SHC
ST-MEAL-LUNCH INT
ST-MEAL-LUNCH IS
ST-MEAL-LUNCH OS
ST-MEAL-LUNCH OS HC
ST-MEAL-LUNCH OS SHC
New Expense Type
MEALS & INCIDENTALS
What is changing?
• Current Billing Type defaults to Billable
• This does not drive any functionality currently.
• New Billing Types: In State, Out of State, International
• This will drive which account code is associated with the
expense type, and will be used to help reduce the total number
of expense types. Billing Type will default to Out of State.
FSKU process impact
DEMO
Demo – Enter TA for Meals - State
Enter travel auth information, choosing a default travel location. This
location will default to all lines, and must be updated for multi location
travel. (UKANS example)
If traveling to multiple locations during the trip, check the Multi Site Trip
box.
Demo – Enter TA for Meals - State (cont)
The new Expense Type of “MEALS AND INCIDENTALS” is chosen,
and Billing Type is selected as either “In state”, “Out of state”, or
“International”. Billing Type will drive which account code is used for
this expense type.
NOTE: “Out of state” is set as the system default for Billing Type.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TA for Meals - State (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International).
If per diem amount does not
populate in ‘Amount Spent’
box, click the ‘Refresh Per
Diem Amounts’ button. This
amount may be reduced if
lower per diem is expected.
Note that the location has
populated from the default
location.
Click ‘Return to Travel
Authorization Entry’
Demo – Enter TA for Meals - Research
Enter travel auth information, choosing a default travel location. This
location will default to all lines.
NOTE: KURES will continue to use current location values.
If traveling to multiple locations during trip, check the Multi Site Trip
box.
Demo – Enter TA for Meals - Research (cont)
The new Expense Type of “MEALS AND INCIDENTALS-RS ONLY” is
chosen, and Billing Type is selected as either “In state”, “Out of state”,
or “International”. Billing Type will drive the account code that is used
for this expense type.
NOTE: “Out of state” is set as the system default for Billing Type.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TA for Meals - Research (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International).
If per diem amount does not
populate in ‘Amount Spent’
box, click the ‘Refresh Per
Diem Amounts’ button. This
amount may be reduced if
lower per diem is expected.
Note that the location has
populated from the default
location.
Click ‘Return to Travel
Authorization Entry’
Demo – Enter TA for Hotel/Lodging - State
User enters TA information, choosing a default travel location. This
location will default to all lines, and must be updated for multi location
travel.
If traveling to multiple locations during trip, check the Multi Site Trip
box.
Demo – Enter TA for Hotel/Lodging - State (cont)
The new Expense Type of “HOTEL OR LODGING” is chosen, and
Billing Type is selected as either “In state”, “Out of state”, or
“International”. Billing Type will drive which account code is
associated with this expense type. The maximum rate for the location
is defaulted, and can be edited in the detail portion of the expense
line.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TA for Hotel/Lodging - State (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International). Note that the
location has populated from
the default location. The
nightly rate for the location is
defaulted, but may be edited.
Enter Hotel name in Nonpreferred.
Select the Number of Nights
Note that ‘Total Amount’ is the
nightly rate multiplied by the
number of nights.
Demo – Enter TA for Hotel/Lodging - Research
User enters TA information, choosing a default travel location. This
location will default to all lines.
NOTE: KURES will continue to use current location values.
If traveling to multiple locations during trip, check the Multi Site Trip
box.
Demo – Enter TA for Hotel/Lodging - Research (cont)
The new Expense Type of “HOTEL OR LODGING-RS ONLY” is
chosen, and Billing Type is selected as either “In state”, “Out of state”,
or “International”. Billing Type will drive which account code is
associated with this expense type. The maximum rate for the location
is defaulted, and can be edited in the detail portion of the expense
line.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TA for Hotel/Lodging - Research (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International). Note that the
location has populated from
the default location. The
nightly rate for the location is
defaulted, but may be edited.
Enter Hotel name in Nonpreferred.
Select the Number of Nights
Note that ‘Total Amount’ is the
nightly rate multiplied by the
number of nights.
Demo – Enter TER for Meals - State
Enter expense report information, choosing a default travel location.
This location will default to all lines, and must be updated for multi
location travel. (UKANS example)
If traveling to multiple locations during trip, check the Multi Site Trip
box.
Demo – Enter TER for Meals - State (cont)
The new Expense Type of “MEALS AND INCIDENTALS” is chosen,
and Billing Type is selected as either “In state”, “Out of state”, or
“International”. Billing Type will drive which account code is
associated with this expense type. The full Per Diem amount is
defaulted for the chosen location.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TER for Meals - State (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International).
There is also new a “Start
Time” and “End Time”, which
will be used to break the day
into quarters. This
functionality will be used for
departure days and return
days when traveling.
Note that the location has
populated from the default
location.
Demo – Enter TER for Meals - State (cont)
The start time for the expense
date is changed to 7:00AM to
match the correct time that
travel began. Click the
‘Refresh Per Diem Amounts’
button. The Per Diem
amount is automatically
lowered by a quarter.
** The system will do the
calculation for the quarters on
1st and final day of business
trip.
To reduce reimbursement, for
meals that have been
provided. Click the “Per Diem
Deductions” link at the bottom
of the detail page.
Demo – Enter TER for Meals - State (cont)
Choose the meal that was
provided, and click “OK”.
Note: If all meals were
provided, no Per diem will
provided for the day. Do not
deduct all 3 meals.
Demo – Enter TER for Meals - State (cont)
The Per Diem amount has
been updated based on the
35% deduction for Lunch.
Click the ‘Return to Expense
Report’ link to enter next item.
Demo – Enter TER for Meals - Research
Enter expense report information, choosing a default travel location.
This location will default to all lines.
NOTE: KURES will continue to use current location values.
If traveling to multiple locations during trip, check the ‘Multi Site Trip’
box.
Demo – Enter TER for Meals - Research (cont)
The new Expense Type of “MEALS AND INCIDENTALS-RS ONLY” is
chosen, and Billing Type is selected as either “In state”, “Out of state”,
or “International”. Billing Type will drive which account code is
associated with this expense type. The full Per Diem amount is
defaulted for the chosen location.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TER for Meals - Research (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International).
There is also new a “Start
Time” and “End Time”, which
will be used to break the day
into quarters. This
functionality will be used for
departure days and return
days when traveling.
Note that the location has
populated from the default
location.
Demo – Enter TER for Meals - Research (cont)
The start time for the expense
date is changed to 7:00AM to
match the correct time that
travel began. Click the
‘Refresh Per Diem Amounts’
button. The Per Diem
amount is automatically
lowered by a quarter.
** The system will do the
calculation for the quarters on
1st and final days of business
trip.
To reduce reimbursement, for
meals that have been
provided. Click the “Per Diem
Deductions” link at the bottom
of the detail page.
Demo – Enter TER for Meals - Research (cont)
Choose the meal that was
provided, and click “OK”.
Note: If all meals were
provided, no per diem will
provided for the day. Do not
deduct all 3 meals.
Demo – Enter TER for Meals - Research (cont)
The Per Diem amount has
been updated based on the
30% deduction for Lunch.
Click the ‘Return to Expense
Report’ link to enter next item.
Demo – Enter TER for Hotel/Lodging - State
Enter expense report information, choosing a default travel location.
This location will default to all lines, and must be updated for multi
location travel. (UKANS example)
If traveling to multiple locations during trip, check the Multi Site Trip
box.
Demo – Enter TER for Hotel/Lodging - State (cont)
The new Expense Type of “HOTEL OR LODGING” is chosen, and
Billing Type is selected as either “In state”, “Out of state”, or
“International”. Billing Type will drive which account code is
associated with this expense type.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TER for Hotel/Lodging - State (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International). Note that the
location has populated from
the default location. The
amount spent is entered
manually, and the maximum
allowable amount is based on
the location.
Enter Hotel name in Nonpreferred.
Select the Number of Nights
Demo – Enter TER for Hotel/Lodging - State (cont)
When the lodging amount is
exceeded for the selected
location, a message appears
with a new entry field. The
user is asked to explain why
the lodging expense has
exceeded the location
amount.
Nightly Amount is calculated
by taking the Amount spent,
divided by the number of
nights.
Demo – Enter TER for Hotel/Lodging - Research
Enter expense report information, choosing a default travel location.
This location will default to all lines.
NOTE: KURES will continue to use current location values.
If traveling to multiple locations during trip, check the ‘Multi Site Trip’
box.
Demo – Enter TER for Hotel/Lodging - Research (cont)
The new Expense Type of “HOTEL OR LODGING-RS ONLY” is
chosen, and Billing Type is selected as either “In state”, “Out of state”,
or “International”. Billing Type will drive which account code is
associated with this expense type.
Select the ‘Detail’ link to enter the detail portion of the expense line.
Demo – Enter TER for Hotel/Lodging - Research (cont)
The detail page for the new
Expense Type is chosen. The
billing type from above is also
included with the same
options (In state, Out of state,
International). Note that the
location has populated from
the default location. The
amount spent is entered
manually, and the maximum
allowable amount is based on
the location.
Enter Hotel name in Nonpreferred.
Select the Number of Nights
Demo – Enter TER for Hotel/Lodging - Research (cont)
When the lodging amount is
exceeded for the selected
location, a message appears
with a new entry field. The
user is asked to explain why
the lodging expense has
exceeded the location
amount.
Nightly Amount is calculated
by taking the Amount spent,
divided by the number of
nights.
Which Expense Types Do I Use, and When?
• Entire expense report:
• All Travel ending before 01/01/2016 will use old method of
entry.
• This includes Old Expense Types, Locations, and Billing Type
• All Travel beginning on, or after 01/01/2016 will use new
method of entry
• This includes New Expense Types, Locations, and Billing
Type
• But what if my travel crosses those dates?
But what if my travel crosses the new year?
• Single Expense Report with line differentiation
• All expense lines prior to 1/1/2016 will be entered using the
old method
• Use old Expense types, location, and billing type
• All expense lines on or after 1/1/2016 will be entered using the
new method.
• Use new Expense types, locations, and billing type
But what if my travel crosses the new year?
• Assumptions for demo:
• Expense report entered with trip date crossing calendar
year-end.
• In this example, we will use 07/15/15 as our “new
year” date.
• For KURES, the location will remain the same, while
expense type and billing type will change based on date.
• For UKANS, the location, expense type, and billing type will
need to be changed based on date.
But what if my travel crosses the new year?
• Expense report entered with trip date crossing calendar yearend.
• When entering the Default location, use the original location. For
travel crossing over the end of the year, this will be the old location
(In State, Out of State, International). Expense types occurring after
the new year, will need the location updated at the line level.
But what if my travel crosses the new year?
• Note the difference in ‘Expense Type’ and ‘Billing Type’ used for
07/14/15 and those entered for 07/15/15.
• To update the location for expenses falling after the new year, click
the detail tab.
But what if my travel crosses the new year?
For old expense types the
Start/End Time boxes will not
have any effect on the rate.
For new Expense Types the
Start/End Time will update the
rate based on quarters of a
day.
Note the location has been
updated to a CONUS location
for this Expense line.
Wrap-up notes
• Research
• KURES will not adopt the CONUS locations and rates until
further notice
• KURES will use the new streamlined expense types beginning
Jan 1, 2016
• Training
• Pending or existing travel authorizations, including travel that
crosses the period from December – January
• Open office hours will be held
• Detail on how to handle pending items will be provided in
training documentation
Questions?