This Job Aid begins on the screen you see immediately after logging into PeopleSoft Financials.

Transcription

1 CBI Expense Report Community Based Instruction This Job Aid walks you through the steps of creating and submitting an online form to apply for reimbursement for expenses related to the Community Based Instruction Program. This Job Aid begins on the screen you see immediately after logging into PeopleSoft Financials. IMPORTANT NOTE: Only cash receipts will be reimbursed (no personal checks or credit card receipts). Be sure to print only the first names of students; one Expense Line per day for all transactions that occurred in that day. You must create and submit a separate, individual Expense Report for each month in which you want to submit a claim. Do not submit a CBI Expense Report containing days from more than one month. 1. From the Main Menu at the top left, click: Click Main Menu Click Employee Self- Service Click Travel and Expense Center 2. Under Expense Reports click: Click Create/Modify August

2 3. Your Employee ID number will automatically appear. If the Empl ID field is blank, then you need to contact Human Resources and tell them you need to be given access to create travel forms. To start a new report for yourself click the Add a New Value tab, and then click the Add button To work on an existing report (finish one you started earlier, or revise and resubmit one that was sent back to you), click the Find an Existing Value tab, leave everything blank, and click the Search button. 4. At the top of the new, blank Expense Report form, fill in the following fields with this information : Business Purpose: From its drop-down menu, choose Community Based Instr Program. Report Description: Type: CBI (month/year). Example: CBI May 2014 Default Location: Type: San Diego. 5. Below the Receipt Info section of the form, begin creating your expense lines. There needs to be a separate expense line for each individual CBI expense item. Use the examples below and on the next page of this Job Aid as your guide for what to put on this part of the form, for each expense line: Date: Choose the date on which an expense occurred. Expense Type: Choose Community Based Instruction August

3 5 continued. Description: Type where you went; include ONLY STUDENTS FIRST NAMES No last names, please! Payment Type: Always choose Cash or Personal Check (it s the only choice for cash transactions) Amount: Type in the exact dollar amount spent. NOTE: Multiple expenses that occurred the same day must be entered as one single Expense Line entry. Example: Sunshine Market + Trolley w/susie, Tom & Mary. Enter total of all expenses as one amount. So if Sunshine Market was $2.75 and the Trolley was $5.00, you re Amount is $ Accounting Details: NOTE If you have set up your default Chartfields ( Updating Your Chartfields Job Aid), you can skip Steps 6 and 7 in this Job Aid. If you didn t, then you will need to complete Steps 6 and 7 for each and every Expense Line in the Expense Report. In the next section down, click to open the Accounting Details: Click gray arrow 7. In the Accounting Details Chartfields, type in the required budget codes, as in this circled example (NOTE The codes pictured here are only examples you need to use your own department s budget codes): August

4 7 Continued. You will need to scroll towards the right to bring into view the rest of the Chartfields in the string they are spread out. They end with Extended : 8. After you complete the first Expense Line on the report, you should save your work so far, so that you won t lose it. Sometimes the PeopleSoft system will log you out unexpectedly after only minutes (a security feature we cannot adjust). To save your work, in the upper right corner, click Save for Later: 9. When done filling in the Accounting Details on an Expense Line, you can leave the line expanded, or you can collapse it by clicking the little gray arrow button again: August

5 10. Add another new, blank Expense Line by clicking the Plus Sign button on the right-hand end of the Expense Line: 11. The new Expense Line appears below the first one. Continue adding and filling in Expense Lines for each individual expense that occurred within one single month: 12. After completing all the Expense Lines, be sure to click Save for Later again: August

6 13. Click Summary and Submit: 14. On the Modify Expense Report page, click Notes: Click Notes 15. In the Expense Notes box at the top left corner, type in your job description (pictured here is just a suggested example): August

7 16. Click Add Notes: 17. Click OK: 18. Click a checkmark in the little box to the left of the sentence beginning By checking this box, and then click Submit Expense Report: August

8 19. On the Save Confirmation page, click OK: 20. The final confirmation page is displayed, indicating in red in the upper left area, that the report was submitted for approval. At this point, you need to print a hard copy of the report, tape your receipts to an 8 1/2 x 11 inch blank paper, attach that to the printout, and send it all to the Accounts Receivable office at the Ed Center. Then you can navigate to another page or log out of PeopleSoft. For more information about how to use the PeopleSoft software system in our school district, as well as to find training opportunities and support, go online to and follow this click navigation: Staff > Technical Support & Resources > PeopleSoft August