PeopleSoft T & E Module - PowerPoint Presentation

Slide1

PeopleSoft T & E Module

Challenges and SuccessesSlide2

Challenges

Getting workflow set up

Training faculty and staff

Cash advance module

Hanging encumbrances

Closing Travel AuthorizationsSlide3

Challenges - Workflow

Determine workflow and get it set up quickly

We use a three tier approval for most.

Budget Manager tier one

VP or President tier two

When grant is involved goes next to Grant approver

The last approver, tier three, is always the AP Auditor before payment is madeSlide4

Solution - Workflow

To solve issues with workflow

All levels were involved in process

Communication is key

Budget office must be in contact with Accounting because Accounting oversees workflow

This is a two way streetSlide5

Challenges - Training

We offered several training sessions, but found it difficult to get people to attend

We had a mandatory athletics training for all the coaches

New employee trainingSlide6

Solution - Training

We hope to develop an on line training program for use by employees

We try to send out Travel Tips for the WeekSlide7

Challenges – Cash Advance

Process is confusing for most

Multiple dept requester is an issue

Confusing for requester when applying to expense report

Confusing for Business Office

Reconciling cash advances has issues

Zero CA does not always reconcile

Journal entry created from manual reconSlide8

Solutions – Cash Advance

Training is the best solution

Multiple dept requester must work closely with approver

You only apply amount of cash advance used

Have requester print out copy of page showing balance owed

DBI is needed when zero CA hangs up

Journal entry is corrected manuallySlide9

Challenges – Hanging Encumbrances

Encumbrances do not always release correctly

Requestors sometimes delete lines

Requestors do not always use the entire amtSlide10

Solution – Hanging Enc

Training is important

Remind individuals not to delete lines

You enter credit lines or deny the lines

There is a process you run to relieve them

BOR_KK_OPEN_TAUTH_ENC_CLS

Sometimes it takes more than a day to update

Sometimes ITS has to run Slide11

Challenges – Travel Auth

People do not always travel and sometimes miss applying the TAuth to the expense report

Date issues with TAuthSlide12

Solution - TAuth

Keeping up with TAuth

I use Cancel Travel Authorizations to know what is out there

Individuals are contacted if travels dates have passed

We try hard to catch during expense review

When cancelling a TAuth, check accounting dateSlide13

Reconciling

We reconcile the Asset accounts related to travel and leave the expense accounts to the budget managers

Copies of Hotel Advance payments are provided to expense processor

We track Cash Advances to ensure compliance with policiesSlide14

Reconciling

Accounts

132160

132170

132300

133100

211500Slide15

Recon - 132160

We modified BOR_EX_OPEN_PREPAID_BAL to better suit us, 840_EX_OPEN_PREPAID

We compare the information from expense module to the general ledger trial balance

We review for uncleared items

Manual adjustments are made each month

Ex. Registration prepaid with PCard and expensed at that time, but requestor included on expense reportSlide16

Recon - 132170

We do not normally have prepaid travel for non-employees

This area would not be included in the expense module

We would track the prepaid manually to be sure items were expensedSlide17

Recon – 132300

Modified BOR_EX_OPEN_CASHADV_BAL to better suit us, 840_EX_OPEN_CASHADV_BAL

We compare the information from expense module to the general ledger trial balance

This allows you to track outstanding cash advances to ensure policies are

followedSlide18

Recon – 133100

We use general ledger detail, 840_AUD_GL_BAL_SHEET_DETAIL_PR

We compare receipts from Banner loads to postings from expense module.

Areas to look at

Receipts are posted before expense report is approved and posted to gl

A cash advance may be reconciled but receipt has not postedSlide19

Recon – 211500

We use BOR_EX_OPEN_LIABILITY_IN_EX and BOR_EX_OPEN_LIABILITY_NOT_FND

We compare the information from expense module to the general ledger trial balance

It is possible to have timing issues with this query

The query has had issues with doubling some amounts in the past

If someone puts a cash advance to one dept and then the expense report to another it will show both items all yearSlide20

PeopleSoft T & E Module

WRAP UP

Challenges with the expense module

Solutions we found

ReconciliationsSlide21

PeopleSoft T & E Module

Questions?????

Contact info

Lee H. Veal

Middle Georgia College

lveal@mgc.edu

478 934-3513