Travel & Expenses. Training Job Aids

Transcription

1 Travel & Expenses Training Job Aids May 2017

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3 Important Reminder about Business Traveling If you are a principal, department head, or any other type of site administrator, this is important. The following is true for any travel, by any district employee. If you want to use your site s budget to pay for any of your business traveling (for example, if you want to attend a conference or seminar), you must submit your PeopleSoft online Travel Authorization form at least 3 weeks prior to the travel. If you attempt to submit your Travel Authorization less than 3 weeks before you travel, there is no guarantee that the Accounts Payable Department will be able to approve and process payment from a school district budget, in time for your trip. In addition, if you pay for the travel expenses yourself, and then expect to be reimbursed by submitting travel forms after you return from the trip, that is against district policy, and there is no guarantee you will be reimbursed. The above information is standard district policy, and applies to all district employees.

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5 Table of Contents Page PeopleSoft Training & Support (how to find help)...1 How to Use PeopleSoft Training Videos (custom built for you)...3 Clear Cache Files...7 Login to PeopleSoft Financials...9 Update Your Chartfields (set up your default travel budget) Authorize Others to Submit Travel Forms on Your Behalf Travel Authorization for Local, 1-Expense Travel Expense Report for Local, 1-Expense Travel (mandatory) Travel Authorization for Overnight Travel Outside San Diego Common Types of Expenses (how to create them) Expense Report for Overnight Travel Outside San Diego (mandatory) Example of a Completed Mileage Report Mileage Expense Report (how to do one) Example of Confirmation of Submitted Travel Form Fix a Red-Flagged Error in a Travel Form Track Your Travel Forms Revise & Resubmit a Travel Form Sent Back to You List of Accounts Payable Specialists (people who can help you)... 52

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7 PeopleSoft Training & Support To support the work you do using our PeopleSoft software applications (such as Time & Labor, PARs, eprocurement, Expenses, Budget Reports, etc.), we provide many training materials, classes, and support options. You have access to handbooks, job aids (illustrated instruction sheets), online narrated tutorial demonstration videos, contact information for SDUSD experts to help you, and more. To view the online training and support web pages, you will need to sign into the SDUSD website with your SDUSD Employee ID number and password. 1. Go online to the SDUSD main home page at and click the Staff Portal link at the top edge. 2. Underneath Site Shortcuts on the left side, click the Technical Support & Resources link. 3. Under the Software Applications subheading, click the PeopleSoft link San Diego Unified School District IT Training & Support Page 1

8 PeopleSoft Training & Support 4. Click the Training Materials & Resources link on the left. 5. Sign in with your active SDUSD Employee ID number and password. Scroll down the page to view and access the training resource items. 5 4 San Diego Unified School District IT Training & Support Page 2

9 How to Use PeopleSoft Training Videos This Job Aid shows how to use the narrated training videos our trainers create to help you with your online PeopleSoft tasks. These brief videos (typically 2-5 minutes) are best viewed using Internet Explorer 8 or higher in Windows, but they can also be viewed using Firefox or Safari. These videos cannot be viewed with Google Chrome. You should use earphones or computer speakers while viewing these videos. IMPORTANT NOTE: Delete your cache files each time before you run a video! There are several ways in which to use these videos: See It mode: Click the See It button to just run the video like a mini movie. Try It mode: Click the Try It button to interact with the video. It will run and wait for you to com- plete each step yourself, with guidance, before moving on to the next step. Know It mode: Click the Know It button to run the video as a quiz. It will expect you to do each step. If you do the step correctly, it will say so and move on to the next step. If you do the step incorrectly, it will give you hints and multiple chances to get it right. At the end of the video it will tell you how well you did. (Your scores are not recorded or seen by anyone else). Do It mode: Click the Do It button to display the video in a small, separate window in the corner of 1. Using Internet Explorer, go online to our PeopleSoft Training Website: > Staff Portal > Technical Support > PeopleSoft > Training Videos Click here and sign in with your Employee ID. then click here... then click here... then click here. PeopleSoft Financials 9.2 your screen. It will stay on your screen no matter what is on your computer monitor, until you close it yourself. Then, navigate to the PeopleSoft window/screen you need help with. As you work on your PeopleSoft tasks, you can advance the Do It video whenever you want, so it will show you what to do as you are actually doing it. You can manipulate the Do It video window to resize it, adjust which part of it you want bigger or smaller, and you can click-and-drag it around your screen. To close the Do It video window, click its blue X button in the upper right corner. Page 3

10 2. Scroll to the bottom of the page and click the Open the Training Videos link. 3. Use the search field to locate a video, or click the plus sign buttons to expand the titles so you can choose one. Click the plus sign buttons to expand the list of video titles. Or, type a word, such as order, and then click the magnifying glass search icon. 4. Single-click on a video title on the left. On the right, a description of the video displays, including the blue action buttons along the top (See It, Try It, etc.). (Don t see the button labels? Click-and-drag the blue vertical dividing borderline, to the left. This borderline is what divides the white area from the yellow area. You probably need to make the yellow area larger). PeopleSoft Financials 9.2 Page 4

11 5. If you choose an interactive mode, such as Try It, the video will display the steps by enclosing the area to be clicked or typed in, with a red rectangle. It will also tell you what to do by narrating, as well as by displaying the narration on the screen nearby. You ll be asked to click inside the red rectangles, or type something into a field. 6. In the Do It window, which remains on your screen no matter what you re doing until you close it yourself, you have a number of options on how to use it. Click-and-drag a borderline to resize the window. Click the X button to close the Do It window. Click the light blue arrow buttons to show or hide the illustrations. Click an arrow button to advance to the next frame or go back a frame. Click-and-drag this borderline to change the size of the written instruction part of the window, and the graphic illustrative part of the window. PeopleSoft Financials 9.2 Page 5

12 7. Use the blue Actions menu to do different things and navigate the video. Click the Actions menu to make choices and navigate the video. (It refers to the video as a Topic ). 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 clicking navigation: Staff > Technical Support & Resources > PeopleSoft PeopleSoft Financials 9.2 Page 6

13 How to Clear Cache Files in Internet Explorer Important to Do This if You Use PeopleSoft This Job Aid shows how to clear or delete the cache files in your Internet Explorer browser. This is important to do on a regular basis, if you use PeopleSoft applications (eprocurement, Time & Labor, Expenses, Budget Reports, PARs, etc.). When using PeopleSoft apps, they tend to load up your computer with a lot of temporary Internet files and cookies. If you don t get rid of those regularly, they can collect in your hard drive and start to gum up the works, so to speak. Your computer would become sluggish, and you might start to see weird errors popping up. It is especially important to clear your cache files right before you start to use any or our PeopleSoft Training Videos, too. You should clear out your cache files at least once a week. 1. Launch your Internet Explorer browser. The illustrations here were taken using Windows 7 and Internet Explorer 9, but any version of IE is fine. In the upper right corner, click the Tools icon, that looks like a wheel-gear: Click Tools. 2. Choose Internet Options Click Internet Options. PeopleSoft Financials 9.2 Page 7

14 How to Clear Cache Files in Internet Explorer Important to Do This if You Use PeopleSoft 3. Click Delete. Click Delete 4. Make sure the Preserve Favorites website data is UNCHECKED. Then make sure there ARE checkmarks for Temporary Internet files, Cookies, and History. Then, click the Delete button at the bottom. It might take a few seconds or several minutes to complete deleting the cache. When done, just close the window. Click Delete PeopleSoft Financials 9.2 Page 8

15 How to Login to PeopleSoft Financials Access to eprocurement, Travel Expenses, Budget Reports, & More This Job Aid shows how to login to the San Diego Unified School District s PeopleSoft Financials online system. You must be a current, active employee of the district, with an Employee ID number and password to login. 1. Launch your browser and go to the website. On the home page, click the Staff Portal at the top edge, and log in with your Employee ID and password. 2. Hover over Resources in the upper left, and then click the Applications link on the right underneath Technology & Support. 3. Click PeopleSoft-Financial. 3 PeopleSoft Financials 9.2 Page 9

16 How to Login to PeopleSoft Financials Access to eprocurement, Travel Expenses, Budget Reports, & More 4. Login with your SDUSD Employee ID number and password. 5. Single-click the menu choices at the top left corner to navigate where you want to go. In this illustration, it shows what to click to create an eprocurement requisition. 6. To logout, click the Sign Out link in the top right corner of the screen. PeopleSoft Financials 9.2 Page 10

17 Update Your Chartfields A Chartfield is a PeopleSoft software term which is a part of the Chart of Accounts system our school district uses to properly maintain and use our budgets. A Chartfield looks like a small textbox. A Chartfield String is a line of multiple Chartfields in a row. One Chartfield String represents a single budget. If you plan to submit travel forms (if you are going to travel on district business, whether local or out of town), then before you can submit any such forms you must update your Chartfield String. This means you must login to PeopleSoft Financials online, navigate to the correct screen, type in the correct budget code numbers, and save the screen. You only need to do this once. After that, any time you create a travel form, it will automatically use the same Chartfield String you entered and saved. The Chartfield String can be changed at any time. This Job Aid walks you through how to set your Chartfield String. It begins on the screen you see after logging into PeopleSoft Financials. 1. From the main menu, click: Travel and Expense > Manage Employee Information > Update Chartfields Click Main Menu Click Travel and Expenses Click Manage Employee Information Click Update Chartfields Page 11

18 2. Enter your budget code numbers (don t use the ones pictured here...they are just for illustration) into the following fields ONLY: Resource, Bud Ref, Program, Class, Fund, Extended. NOTE: The Department field should automatically populate with your site s Department ID code. If it doesn t, you need to type it in. Then click the Save button in the lower left corner of the page. Type in the correct numbers. The ones shown here are for illustration only. Ask your manager or site administrator what numbers you are supposed to use here. Click Save 3. Now you can log out of PeopleSoft, or click Main Menu again to navigate to a different page. 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 clicking navigation: Page 12 Staff > Technical Support & Resources > PeopleSoft

19 Authorize Others to Submit Travel Forms on Your Behalf It is usually best to create and submit your own travel expense forms. Doing so lets you see they are done correctly, and also allows you to track the status of your own forms. But, if you want another SDUSD employee to submit your travel forms for you, then you must complete the steps in this Job Aid, first. NOTE: This is only a Job Aid and cannot fully explain everything about this topic. For complete knowledge of this topic, please attend an SDUSD PeopleSoft training class. Register for training classes on the District's ERO website. This Job Aid walks you through how to set up another SDUSD employee as your proxy in the PeopleSoft system, so that person can create and submit travel authorizations and expense reports on your behalf. You must login to the system online and grant authorization to the other person. It is very important to remember that if either you, or the person you are authorizing as your proxy, ever leaves your school or department and no longer works there, you must go back into the online system and remove their authorization. Some other important things to keep in mind are: - Only currently active San Diego Unified School District employees can use this online system. - All Travel Authorization online forms must be completely approved before any travel arrangements can be made. - Any time a Travel Authorization is used, an Expense Report online form must follow it. Create and submit the Expense Report as soon as you return from traveling. - Always submit original receipts from the trip along with the Expense Report. - If more than one person from your department/school are traveling to the same event, if it is out of town each individual employee must submit his/her own separate travel forms. - If more than one person from your department/school are traveling to the same event, and it takes place in town locally, then you can submit one single Travel Authorization and Expense Report for the group that's going. Just be sure to include everyone's name and Employee ID number in the General Information or Comment fields on the forms. PeopleSoft Travel Expenses Page 13

20 Authorize Others to Submit Travel Forms on Your Behalf 1. First, go to the main District website at and sign into the Employee Portal with your Employee ID and password. Follow this navigation: 1 Click Main Menu. 2 Click Employee Self-Service. 3 Click Travel and Expenses. 4 Click User Preferences. 5 Click Delegate Entry Authority. 2. Click the plus sign button to the right of your own name. PeopleSoft Travel Expenses Page 14

21 Authorize Others to Submit Travel Forms on Your Behalf 3. Next to the new, blank Authorized User ID field that appears below yours, click the Search icon (it looks like a small magnifying glass). 4. Locate the name of the person you want to authorize. This should be someone who works in your office, and is willing and able to create travel forms on your behalf. When you locate the person s name in the list as illustrated here, click on his/her User ID number. Be sure to inform the person that you are authorizing them to submit travel forms on your behalf. 5. The person s name is added beneath yours. Click the Save button. You can then navigate away to another page, or log out of the system. IMPORTANT! : Remember to come back to this page and remove this person s name if either you or he/she ever leave this job or site. You can remove a name by clicking the minus sign button to the right of the name. PeopleSoft Travel Expenses Page 15

22 Create a Travel Authorization for Local, One Expense Travel This Job Aid walks you through how to create a Travel Authorization for travel to a local (within San Diego County) business-related event, when there is only one expense involved (usually just a registration fee). IMPORTANT NOTES: An Expense Report must be created and submitted after returning from this travel. The Expense Report must be electronically connected with this Travel Authorization. Please see the Job Aid about how to create a $0 Expense Report. TA's can only have current or future dates; no backdating is allowed. 1. Login to PeopleSoft Financials the usual way, and navigate to the Travel & Expense Center. Click Employee Self- Service Click Travel and Expense Center 2. On the right side, under Travel Authorizations, click to start a new one. Page 16 Click Create

23 Create a Travel Authorization for Local, One Expense Travel 3. Make sure the Add a New Value tab is in the front (click on it), and make sure your Employee ID number is already showing. If the Empl ID field is blank, you must log out and contact the Human Resources office to ask them to give you access to this part of the software. Make sure your Employee ID number is here, then click the Add button. 4. Enter details about the travel in the appropriate fields: Description: Name or title of the event you re traveling to Business Purpose: Professional Growth (or another choice, if necessary) Default Location: San Diego Date From, Date To: The day you are attending the event; the same single day for both. Page 17

24 Create a Travel Authorization for Local, One Expense Travel 5. On the right side of the page, in the Comment field, type a justification for the travel. Since this is a 1- day local event, you can include names and Employee IDs of additional teachers/staff attending the event. Also include statement of exactly what will be paid for. When creating a TA for a group, the comments box should include the names of all travelers and TA# s if applicable. For example, if one TA is paying registration for a group of travelers, each TA # and traveler s name should be notated in the comments box. 6. If you never set up your default Chartfields (budget) for travel, you ll have to click the Accounting Defaults link, and enter the correct Chartfield string (budget code numbers) to pay for the travel. If you did set up your default budget for travel, skip this step. 7. Click the drop-down menu button for the first Expense Type line. Click here. 8. Click to choose Conference/Reg fee - SD County Page 18

25 Create a Travel Authorization for Local, One Expense Travel 10. Fill in the fields as shown in the illustrated example, below. The Date should match with the date in the General Information section (the day you are traveling to the event). The Amount should show how much the registration fee is for you to attend. The Payment Type shows how the fee will be paid. Prepaid Other is the common choice; it means our school district will prepay this fee directly to the event hosts. 11. To the right, click the Detail link. 12. Complete the detail fields as shown in this illustrated example. The Merchant should be Non-preferred (always) and should display the name of whoever is hosting the event you are traveling to; the entity that will receive the registration fee payment. The Description should explain what the expense is for. 13. At the bottom left, click the Check Expense for Errors button. Page 19

26 Create a Travel Authorization for Local, One Expense Travel 14. If no red flags appear, click the Return to Travel Authorization Entry link at the bottom. NOTE: If you do see any red flags, that means you have mistakes and must correct them. Please refer to the Job Aid for how to fix a red-flagged error. 15. Click the Save for Later button to save your Travel Authorization. Then, to submit it for approval and processing, click the Submit button. 16. To return to the form without submitting it, click the Cancel button. But to go ahead and submit the form, click the OK button. 17. You are shown the completed, submitted T.A., with a Status of: Submission in Process. IMPORTANT! Print out a hardcopy (click the View Printable Version link in the lower right corner), attach your completed Registration form to attend the event, staple them together, and send it immediately to our Accounts Payable Department. Page 20

27 Create a Mandatory $0 Expense Report IMPORTANT NOTES: Expense Reports can only have past dates on them. No future dates are allowed. All Travel Authorizations are required to have an Expense Report submitted after travel is over. This Job Aid walks you through how to create an Expense Report for $0. That is, an Expense Report that does not generate any payments to anyone, yet is mandatory. An Expense Report must be submitted any time a Travel Authorization has been submitted, even if all expenses have been previously paid. A $0 Expense Report refers to an Expense Report that is copied directly from its Travel Authorization (that was created and submitted prior to the travel), and that should not need to be edited in any way. No additional expenses are to be added to a $0 Expense Report. An Expense Report can only be generated off of a successfully budget-checked and approved Travel Authorization. If your Travel Authorization did not pass the budget-check process, or was never approved, you won t be able to create the matching Expense Report for it. This Job Aid begins after logging into PeopleSoft Financials through the San Diego Unified Schools websites. 1. From the main menu, click: Employee Self Service > Travel and Expense Center > Expense Report > Create/Modify. If this screen appears, it means you are authorized to create Expense Reports for other employees. (If this screen does not appear, go directly to Step 5). 2. First, be sure that the Add a New Value tab is forward (click on it if necessary). Then, click the Add button if you are creating an Expense Report for yourself. OR 2. Click the Search button (magnifying glass) to view a list of employee IDs, then click on the EmplID link of the employee for whom you wish to create an Expense Report, and then click the Add button. Page 21

28 3. From the Quick Start drop down menu, select A Travel Authorization. Click Go. 4. When you see the name of the Travel Authorization you re going to copy from, click the Select button. 5. The details from the Travel Authorization are automatically copied onto the Expense Report form. Keep in mind that if the Travel Authorization was not successfully budget-checked and approved, you won t be able to copy from it. 6. Look over each individual expense and verify it is accurate. You shouldn t need to, but you can make any adjustments, edits, or changes necessary to ensure the report is completely up to date and true. For example, you might need to change certain dollar amounts to reflect what was actually spent, rather than leave it showing what the guesstimate was from the Travel Authorization. NOTE: If you need to delete a prepaid line on an ER (used personal payment method), you need to ask your department approver to Send Back the ER so that the line can be deleted. You are not able to delete the line until it has been Sent Back. (Tell approver to click "Send Back", NOT Deny). Page 22

29 7. Click on the Summary and Submit hyperlink. 8. Select the By checking this box, I certify the expenses submitted are accurate and comply with expense policy checkbox. Click the Submit Expense Report button. 9. Click the OK button to accept the expense report confirmation. Page 23

30 10. You are returned to the Expense Report main page. There should be a message in red, at the top left corner, saying your report has been submitted. 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 clicking navigation: Page 24 Staff > Technical Support & Resources > PeopleSoft

31 Create a Travel Authorization for Overnight Travel This Job Aid walks you through the steps to create a Travel Authorization for overnight, out of town travel to a business-related event. IMPORTANT NOTES: An Expense Report must be created and submitted after returning from this travel. The Expense Report must be electronically connected with this Travel Authorization. Please see the Job Aid about how to create an Expense Report. TA's can only have current or future dates. No backdating is allowed. 1. Login to PeopleSoft Financials the usual way, and navigate to the Travel & Expense Center. Click Employee Self- Service Click Travel and Expense Center 2. On the right side, under Travel Authorizations, click to start a new one. Click Create Page 25

32 Create a Travel Authorization for Overnight Travel 3. Make sure the Add a New Value tab is in the front (click on it), and make sure your Employee ID number is already showing. If the Empl ID field is blank, you must log out and contact the Human Resources office to ask them to give you access to this part of the software. Make sure your Employee ID number is here, then click the Add button. 4. Enter details about the travel in the appropriate fields: Description: Name or title of the event you re traveling to. Business Purpose: Professional Growth (or another choice, if necessary). Default Location: Type the city where you re traveling to. Date From, Date To: The day you are traveling there, and the day you are traveling back home. 5. On the right, in the Comment field, type a justification for this travel. Page 26

33 Create a Travel Authorization for Overnight Travel 6. If you never set up your default Chartfields (budget) for travel, you ll have to click the Accounting Defaults link, and enter the correct Chartfield string (budget code numbers) to pay for the travel. If you did set up your default budget for travel, skip this step. 7. Click the drop-down menu button for a blank Expense Type line. Click here. 8. Click to choose Conference/Reg fee - NOT in SD County Page 27

34 Create a Travel Authorization for Overnight Travel 9. Fill in the fields as shown in the illustrated example, below. The Date should match with the date in the General Information section (the day you are traveling to the event). The Amount should show how much the registration fee is for you to attend. The Payment Type shows how the fee will be paid. Prepaid Other is the common choice; it means our school district will prepay this fee directly to the event hosts. 10. To the right, click the Detail link. 11. Complete the detail fields as shown in this illustrated example. The Merchant should be Nonpreferred (always) and should display the name of whoever is hosting the event you are traveling to; the entity that will receive the registration fee payment. The Description should explain what the expense is for. 13. At the bottom left, click the Check Expense for Errors button. Page 28

35 Create a Travel Authorization for Overnight Travel 14. If no red flags appear, click the Return to Travel Authorization Entry link at the bottom. NOTE: If you do see any red flags, that means you have mistakes and must correct them. Please refer to the Job Aid for how to fix a red-flagged error. Repeat Steps 7 through 14 of this Job Aid to add additional anticipated expenses to your Travel Authorization, such as Airfare, Lodging, or Meals. Be sure to Check Expense for Errors on each expense you create, and always click the Save for Later button to save after you add each new expense line. If you need to create new blank expense lines, click the plus sign button to the far right of a previous expense line. Please see the separate Job Aid page entitled Common Types of Travel Expenses to see how to create various types of expense lines, like the ones mentioned here. 15. After creating/adding all the expenses to the Travel Authorization, click the Save for Later button to save your Travel Authorization. Then, to submit it for approval and processing, click the Submit button. 16. To return to the form without submitting it, click the Cancel button. But to go ahead and submit the form, click the OK button. 17. You are shown the completed, submitted T.A., with a Status of: Submission in Process. IMPORTANT! Print out a hardcopy (click the View Printable Version link in the lower right corner), attach your completed Registration form to attend the event, staple them together, and send it immediately to our Accounts Receivable Department. Page 29

36 Common Types of Travel Expenses This Job Aid contains a list of different types of expenses that can be created on a Travel Authorization or Expense Report. These are the most common types of expenses most people claim for. Airfare Include: Date you re flying out, Prepaid Airfare, Acacia Travel (or the name of the travel agency or airline) in the Merchant Non-preferred field, the city you re flying to, a brief description as shown below, and the total dollar amount including tax. Baggage Fees Include: Date you re flying out, Personal Credit Card or Cash or Personal Check, name of the airline, San Diego (where you re leaving from), a brief description as shown below, and the total dollar amount of the fees. Page 30

37 Common Types of Travel Expenses Conference/Registration Fee NOT IN San Diego Include: Date of first day of event, Prepaid Other, name of merchant (who will be receiving registration payment), city where event will take place, description of this expense as shown below, and the total dollar amount of this expense. Conference/Registration Fee San Diego Include: Date of first day of event, Prepaid Other, name of merchant (who will be receiving registration payment), city where event will take place, description of this expense as shown below, and the total dollar amount of this expense. Page 31

38 Common Types of Travel Expenses Lodging Include: Date of the first night you re going to stay at the hotel; Prepaid Hotel, the number of nights you ll be staying in total; the name of the hotel in the Non-preferred Merchant field; the city where you ll be staying; the description must say this: X nights $??? /night including tax. Put the total dollar amount per night including any tax or other hotel fees. In this example, the hotel nightly rate costs $ per night including tax. Then, in the lower right corner of this screen, click the Check Expense for Errors button. This will multiply the Number of Nights by the Nightly Rate and provide you with your Total Amount. Meals Be sure to create a separate expense line for each day you will claim meals. Each expense line will include all meals for that one day, whether you are claiming one, two, or three meals for that day. Include: The date; Cash or Personal Check or Personal Credit Card ; the city where you ll be; a description like that illustrated below; and the per diem amounts per meal and per day. At the time of this printing, that maximum per diem amount is $46 per day, including tax and tips. Breakfast is $9 per diem Lunch is $12 per diem Dinner is $25 per diem No matter what you spend, enter only the per diem amounts listed above. Page 32

39 Common Types of Travel Expenses Shuttle/Cab/City Bus Include: Date of the first day you will use this transportation; Cash or Personal Check or Personal Credit Card ; the name of what the transportation is in the Non-preferred Merchant field; the city where you ll be; a description like this: RT (for Round Trip) shuttle fee from airport to hotel and back ; the total dollar amount for both to and from. There are many more expense types available in PeopleSoft travel forms. The ones listed in this Job Aid are the ones most commonly used. When you re filling out a Travel Authorization, if you should have any questions about a type of expense you want to put on the T.A., please contact an Accounts Payable Specialist and ask for guidance. Page 33

40 Create an Expense Report This Job Aid walks you through how to create an Expense Report after returning from an overnight business trip, or from any business travel where there is more than one or two expenses. An Expense Report can only be generated off of a successfully budget-checked and approved Travel Authorization. If your Travel Authorization did not pass the budget-check process, or was never approved, you won t be able to create the matching Expense Report for it. IMPORTANT NOTES: Every Travel Authorization MUST have a matching Expense Report created after returning from traveling. ER's can only have past dates on them. No future dates allowed. This Job Aid begins after logging into PeopleSoft Financials through the San Diego Unified Schools websites. 1. From the main menu, click: Employee Self Service > Travel and Expense Center > Expense Report > Create/Modify. If this screen appears, it means you are authorized to create Expense Reports for other employees. (If this screen does not appear, go directly to Step 5). 2. First, be sure that the Add a New Value tab is forward (click on it if necessary). Then, click the Add button if you are creating an Expense Report for yourself. OR 2. Click the Search button (magnifying glass) to view a list of employee IDs, then click on the EmplID link of the employee for whom you wish to create an Expense Report, and then click the Add button. Page 34

41 3. From the Quick Start drop down menu, select A Travel Authorization. Click Go (on the right). 4. When you see the name of the Travel Authorization you re going to copy from, click its Select button. 5. The details from the Travel Authorization are automatically copied onto the blank Expense Report form. Keep in mind that if the Travel Authorization was not successfully budget-checked and approved, you won t see it in the list (Step 4 above). 6. Look over each individual expense and verify it is accurate. You can make any adjustments, edits, or changes necessary to ensure the report is completely up to date and true. For example, you might need to change certain dollar amounts to reflect what was actually spent, rather than leave it showing what the guesstimate was from the Travel Authorization. Page 35

42 7. When you re sure the Expense Report is correct, and no more editing needs to be done, click on the Summary and Submit hyperlink. 8. Enter the Travel Authorization ID number into the Reference field. Select the By checking this box, I certify the expenses submitted are accurate and comply with expense policy checkbox. Click the Submit Expense Report button. 9. Click the OK button to accept the expense report confirmation. Page 36

43 10. You are returned to the Expense Report main page. There should be a message in red, at the top left corner, saying your report has been submitted. 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 clicking navigation: Staff > Technical Support & Resources > PeopleSoft Page 37

44 Example of a Completed Mileage Report Each horizontal Expense Line represents one whole day of travel, no matter how many different places you go in one day. For each day, you enter the rounded off total number of claimable miles you drove that day. Page 38

45 Mileage Expense Report This Job Aid walks you through the steps of creating and submitting an online form to apply for reimbursement for the mileage you put on your own private vehicle, when you are required to travel to certain SDUSD sites for your job. Only certain employees can apply for mileage reimbursement, and only under certain circumstances. Please check with your department supervisor or school principal to determine whether you are eligible to apply for mileage reimbursement. It is highly recommended that you create and submit your own mileage reimbursement reports. To ensure you receive your correct reimbursement amount in the most timely manner, you should do your own mileage expense reports. This Job Aid begins on the screen you see immediately after logging into PeopleSoft Financials. IMPORTANT NOTE: You must create and submit a separate, individual Expense Report for Mileage for each month in which you want to submit a claim. Do not submit a Mileage 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 Page 39

46 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 start a new report for someone else click the Search icon (magnifying glass) to view a list of employees who ve authorized you to do so, then click on the Empl ID number of the employee for whom you wish to create an Expense Report, 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 Other-written desc required. Report Description: Put Mileage Month/Year to describe which single month the report covers. Default Location: Put San Diego. 5. Scroll down the page a little until you see the Receipt Info section. Fill in the date. This should be the date of the first day you are claiming, in the given month. Click the Expense Type drop-down menu button to the right of the Expense Type field, and select Mileage IN SD County. Page 40

47 6. Once you select Mileage IN SD County, the detailed fields display for you. Please complete these fields with this information: Description - Enter a brief description of where you traveled for each day you are claiming. Enter all the sites you drove to in one entire day on one single Expense Line, within one single Description field. If you go to a non-district site, enter the actual address. Payment Type - Select Not Applicable from the drop-down list. Miles - Enter the total rounded-off number of miles you re claiming for each day. Try using Google Maps or MapQuest.com to calculate the actual distances, then round off the total. 7. NOTE: If you have updated your Chartfield string by setting your default budget for travel, you don t have to do this step. In the Accounting Details area, click the tiny gray triangle button to the left of the words Accounting Details, to enter the budget string for this one day. 8. To enter a new Receipt Info Line, which is a new blank line to add a second day to the report, click on the plus sign icon on the far right side. Follow Steps 5-7 for each additional day you wish to add. 9. After adding all the lines for all the days of travel you are claiming (a separate line per day), click on the Summary and Submit hyperlink in the upper right corner. Page 41

48 10. If you want, click to add optional Notes to your form: Click Notes. 11. In the Expense Notes textbox, type any comments you care to make concerning your mileage. Then, click Add Notes. Type your note here. Then, click Add Notes. 12. In the lower left area, click OK. Page 42

49 13. Click a checkmark into the checkbox to the left of the statement: By checking this box, I certify the expenses submitted are accurate and comply with expense policy. Then, click the Submit Expense Report button. 14. Click the OK button to confirm that you are submitting your Mileage report. 15. Now you can log out, or navigate to another page. 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 clicking navigation: Staff > Technical Support & Resources > PeopleSoft Page 43

50 Illustration of a Confirmation that Your Travel Form was Submitted Successfully Submission confirmation is displayed in red. This shows how much your reimbursement check will be. Page 44

51 Fix Red-Flagged Errors in a Travel Form This Job Aid is designed to assist people who already know how to create a Travel Authorization or Expense Report using the PeopleSoft Financials software application. If you don t know how to create these forms, do not attempt the steps in this Job Aid. Please attend the Expenses (aka Travel Expenses) training class offered by the San Diego Unified School District IT Trainers. This Job Aid explains what to do when a travel expense form you are creating shows a redflagged error for one of the expense lines. You must resolve this error, and then be sure to resave the form, before you submit it for processing. The steps below begin from the point at which we first might see a red-flagged error appear. These steps can be used for both Travel Authorizations and Expense Reports. In the illustrated steps in this Job Aid, we use a Mileage Expense Report as the example form. 1. On the main entry page of the travel form, after you enter one or more expense lines, look to see if a red flag appears to the left of any of your expense lines. If you see one, click it. 2. Read what it says to do, then click the Return button. Page 45

52 3. After fixing the error, click into any other field or part of the screen, and the red flag disappears. In this example, the error was that we forgot to type in the Miles. So, we typed the number 17, and clicked in another part of the screen. The red went away. Always click the Save for Later link in the top right corner to save any edits or changes you made. 5. Once the red flagged errors are gone, you can finish the report, save it, and submit it. 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 clicking navigation: Page 46 Staff > Technical Support & Resources > PeopleSoft

53 Track Your Travel Forms This Job Aid is designed to assist people who already know how to create a Travel Authorization or Expense Report using the PeopleSoft Financials software application. If you don t know how to create these forms, do not attempt the steps in this Job Aid. Please attend the Expenses (aka Travel Expenses) training class offered by the San Diego Unified School District IT Trainers. This Job Aid shows how to keep track of your travel forms, to generally monitor their progress. The steps below begin from the PeopleSoft Financial Home Page, after logging in. 1. From the Main Menu at the top left, click: Click Main Menu Click Employee Self-Service Click Travel and Expense Center 2. Underneath Expense Reports (or, underneath Travel Authorizations, if that s the form you want to track), click View. NOTE: Only forms that have been submitted for approval are found in View. All other forms are located under Create/Modify. Page 47

54 3. If you see this page, it means you have more than one travel form you can look at. Leave everything as it is (don t type or change anything), and just click the Search button. If you don t see this screen, it means you only have one travel form right now, and that one form should already be automatically be displayed. Skip to Step Find the travel form you want to see in your displayed list, and click on its name. Click the name of the form you want. Page 48

55 5. Your travel form is displayed. Scroll down to the bottom of the form. It will display a long, horizontal timeline of what has happened so far with your travel form. Scroll all the way to the right side to see the date and time of the action(s) that have been done. This form was submitted by Leslie Doe, the person who traveled. The form is pooled, waiting to be approved by Leslie s Department Head or Site Administrator. 6. To navigate elsewhere, at the very top of the page click one of the breadcrumbs. Or, log out. Breadcrumb Breadcrumb Breadcrumb Breadcrumb 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 clicking navigation: Staff > Technical Support & Resources > PeopleSoft Page 49

56 Revise a Travel Form that was Sent Back This Job Aid is designed to assist people who already know how to create a Travel Authorization or Expense Report using the PeopleSoft Financials software application. If you don t know how to create these forms, do not attempt the steps in this Job Aid. Please attend the Expenses training class offered by the San Diego Unified School District IT Trainers. This Job Aid shows what to do when a travel expense form you submitted was sent back to you for revision. The system is supposed to notify you via school district that your form was sent back, although it doesn t specify why. You need to login to PeopleSoft Financials, open the travel form, edit it as instructed by the person who sent it back, and resubmit it. The steps below begin from the point at which we have already logged and navigated to the Travel and Expense Center page. NOTE: The steps in this Job Aid work for both Travel Authorizations and Expense Reports. 1. Under Expense Report or under Travel Authorization, click Create/Modify. 2. Click the tab labeled Find an Existing Value. The next page you see will look slightly different between the Expense Report and the Travel Authorizations. But in either case, don t type anything or edit anything, and just click the Search button. 3. Look for the red, underlined note the Approver wrote to you, in the upper right area of the page. This should tell you what to do. You can click on it to open it fully. To revise an Expense Report, click here. To revise a Travel Authorization, click here. PeopleSoft Travel Expenses Page 50

57 Revise a Travel Form that was Sent Back 4. The Approver s comment is displayed. Read the comment, and take note of what it tells you to do. If you don t understand it, contact that person and ask. The name of the person who wrote it is also displayed here. Click the Return button to get back to the form. 5. Do whatever the Approver told you to do to revise your travel form. Then, be sure to click the Save for Later link in the upper right corner of the form. This is how you save the editing you did. After saving, click the Summary and Submit link. 6. Click a checkmark into the checkbox next to the statement that begins: By checking this box, I certify. Then, click the Submit Expense Report button. 7. Click the OK button to confirm that you saved and submitted your revised form. Then you can navigate elsewhere, or log out of PeopleSoft. PeopleSoft Travel Expenses Page 51

58 SAN DIEGO UNIFIED SCHOOL DISTRICT Office of the Controller Accounts Payable Department - Room 3141 Vendor Assignments Effective 08/01/2015 Vendors, Employee Travel, Expense reimbursements, and mileage claims are assigned to A/P staff alphabetically by the payee's last name or company name. VENDORS AND CONTRACT VENDORS Vendor Accounts Abe Caluza B, E, T, W jcaluza@sandi.net Vendor Accounts Magda Henein A, K mhenein@sandi.net Vendor Accounts Margaret Gomes S mgomes@sandi.net Vendor Accounts Phuong Pham M, N, V, X, Z ppham@sandi.net Vendor Accounts Sheryl Stearns D,R Construction and Prof. Svcs. Contracts sstearns@sandi.net Vendor Accounts Stephanie Trump G, L, P, Q strump@sandi.net Vendor Accounts Terry Marino H, I, J, O, U tmarino@sandi.net Vendor Accounts Tina Jair C, F, Y tjair@sandi.net TRAVEL, EXPENSE REIMBURSEMENTS, AND MILEAGE Kitty Jackson A - L cjackson1@sandi.net Cindy Stephens M - Z cstephens@sandi.net UTILITIES Kitty Jackson A - L cjackson1@sandi.net Cindy Stephens M - Z cstephens@sandi.net FOOD SERVICES Food Services Vendors A-L Lunch Refunds TBD Employee Expense Reports Hollandia Food Services Vendors M-Z Lunch Refunds Carrie Hall Employee Expense Reports Hollandia chall1@sandi.net

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