PeopleSoft Travel Expenses

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Lucy Richards
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NOTE: This is a step-by-step Job Aid and cannot fully explain everything about s. For complete knowledge of this topic, you must attend a Mileage training class. Register at: https://ero1.

orgid=92103 If you are eligible to be reimbursed for mileage put on your own vehicle while driving to conduct school district business, then you need to create and submit an expense report for

1 NOTE: This is a step-by-step Job Aid and cannot fully explain everything about s. For complete knowledge of this topic, you must attend a Mileage training class. Register at: If you are eligible to be reimbursed for mileage put on your own vehicle while driving to conduct school district business, then you need to create and submit an expense report for mileage. A mileage report serves to verify the use of your private vehicle for your job, and it also generates a check to you. The current rate of reimbursement is 55 cents per mile. You must submit a separate mileage report for each month you are claiming. NOTE: You cannot claim mileage to or from your own home. You can only claim mileage beginning from a school district site, going to other district sites to conduct your job, and ending at a district site. If you submit a mileage report with the school district, you cannot claim mileage on your tax returns. Before you create your very first, you must set up your budget account (Chartfield String) in the PeopleSoft Financials software, so that you can be paid. If you haven t done that yet, please refer to the Job Aid: Update Your Chartfield Strings and take care of that task BEFORE you do your first. Then you can begin with the Steps illustrated below. 1. Launch Microsoft Internet Explorer and go to the PeopleSoft sign-in URL for our school district: Sign in with your Employee ID Number and password Be sure to click the Financials Supply Chain link to enter the correct PeopleSoft Financials environment After arriving at the PeopleSoft main screen click this navigation: Employee Self-Service > Travel and Expense Center > Expense Report > Create. 3 March

4. If you re creating the Mileage Expense Report for someone else, click on the Lookup Employee ID icon: and choose that person s name, if they have already authorized you in the computer system to

Then, click the Add button. 4 4 What you see if someone else has authorized you as their proxy. What you see if no one has authorized you as their proxy. 5.

2 4. If you re creating the Mileage Expense Report for someone else, click on the Lookup Employee ID icon: and choose that person s name, if they have already authorized you in the computer system to do so. (See the Job Aid: Authorize Others to Create... for more information about this). If you re creating the report for yourself, first make sure your own Employee ID appears in the EmplID box. Then, click the Add button. 4 4 What you see if someone else has authorized you as their proxy. What you see if no one has authorized you as their proxy. 5. On the upper portion of the Expense Report Entry page, shown here, enter the General Information: Description: Mileage, Month, Year Business Purpose: Other-written desc required. Default Location: San Diego Comment: Type a brief description of your job that justifies your claim for mileage reimbursement. 5 March

6 6. In the left side of the screen click the Accounting Defaults link. 7.

If you don t know which numbers belong there, you need to ask your Budget Analyst.

On the bottom half of the Expense Report Entry page you need to start adding mileage

To start the first entry, in the Expense Type drop-down list, choose: Mileage IN SD

3 6 6. In the left side of the screen click the Accounting Defaults link. 7. Verify the correct budget code numbers are entered into the Chartfield string. If you don t know which numbers belong there, you need to ask your Budget Analyst. 7 Then click the OK button. 8. On the bottom half of the Expense Report Entry page you need to start adding mileage entries. You must enter a separate line for each day you are claiming mileage. To start the first entry, in the Expense Type drop-down list, choose: Mileage IN SD County Enter the date for the single day of mileage you are claiming on this first line. You can type the date, or choose it from the calendar icon. 9 March

10. From the Payment Type drop-down list, choose Not Applicable. Always choose Not Applicable as the Payment Type for all Mileage entries. 10 11.

4 10. From the Payment Type drop-down list, choose Not Applicable. Always choose Not Applicable as the Payment Type for all Mileage entries To continue entering details about this day s entry, click the green arrow. That brings you into the Details screen. (To do the same thing, you could also click on the Details blue tab) In the Description textbox, type a description of where you traveled on that day. In the example shown here, we typed: From Lincoln to Gompers for meetings, then return to Lincoln. The entire text is not visible, but can be read if we click the tiny arrow buttons on the right Ignore the Non-Reimbursable and No Receipt checkboxes. Click the green arrow again to move to the next part of this entry Now enter the total, rounded-off miles you are claiming for this single day s mileage. This number represents the miles you drove that day while on district business. When done, click the green arrow again to move forward. 14 March

15. The screen now displays the completed line entry, showing the total dollar amount you will receive for that one day.

Now that you ve completed your first line of mileage entries, it s a good time to check for errors, and then save what you have so far. Click the Check for Errors button.

If there is an error somewhere in what you entered, you would see a red flag (there is a separate Job Aid entitled: Fix a Red-Flagged Error which shows how to deal with those). 16 17.

5 15. The screen now displays the completed line entry, showing the total dollar amount you will receive for that one day. Soon you will add more days to this report, just like you entered this first day Now that you ve completed your first line of mileage entries, it s a good time to check for errors, and then save what you have so far. Click the Check for Errors button. If there are no errors, the page will remain the same. If there is an error somewhere in what you entered, you would see a red flag (there is a separate Job Aid entitled: Fix a Red-Flagged Error which shows how to deal with those) Click the Save for Later button to save your work. It is located in the lower left corner. If you don t do this now, you run the risk of losing the work you ve done so far To add another line to the report for the next day s entry, click the plus sign button on the right-hand side of the current line entry you just finished You ll see this box appear in the upper portion of your screen. It s asking you to enter how many additional lines you want. You need a new line for each day you want to claim mileage. Enter the number of lines you want, and then click the OK button. 19 March

After adding all the days you want to the report, click the Check For Errors button. If you don t see any red flagged-errors, you can save the report and submit it.

6 20. One or more new blank lines will appear below the first one. You can then repeat all the steps you followed for the first line, to create and fill in the details for the second line (and for all subsequent lines) After adding all the days you want to the report, click the Check For Errors button. If you don t see any red flagged-errors, you can save the report and submit it. If you do see errors appear, please refer to the Job Aid: How to Fix a Red-Flagged Error. 22. In the lower-left corner, click Save For Later first, to ensure everything you entered into the report will be retained. Then click the Submit button. 22 Your report is sent off to be approved and processed. You should receive your reimbursement check in the mail within 2-4 weeks. For more information about using PeopleSoft Financials software, please visit our web site: March

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

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