Expenses Definition - Business Unit 1

BUS_UNIT_TBL_EX1

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition, Business Unit 1 tab

Set up business unit parameters for Expenses.

Expenses Definition - Business Unit 2

BUS_UNIT_TBL_EX2

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition, Business Unit 2 tab

Designate business unit specifications for journal templates, time reporting, automatic approval thresholds, project time options, and grace periods.

Expenses Definition - VAT Options

BUS_UNIT_TBL_EX3

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition, VAT Options tab

Establish VAT parameters for the business unit.

Expenses Options

BUS_UNIT_OPT_EX

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Options

Establish payment defaults, Commitment Control options, and approval preferences for a setID.

Base Currency

Displays the primary currency for a general ledger business unit, which can have only one base currency.

Country

Select a country for Expenses to use as the default country for the general ledger business unit. Expenses refers to this field for VAT and distance rates.

Template

Select an accounting entry template that specifies what ChartFields to charge for accounting entries from your expense system.

Accounting Display

Select one of the accounting display options for the type of access to the accounting distribution pages from expense transactions that you want employees with this expense processing role to have at the business unit level. The accounting display option is valid for expense transactions accessed through the Employee Self-Service navigation.

Accounting display options are:

• Display Only: Expenses displays links to the accounting distribution pages. On the accounting distribution pages, Expenses only displays the information; you cannot edit any of the ChartFields.

• Hide: Expenses does not display links to the accounting distribution pages on travel authorizations or expense reports.

• Editable: Expenses displays links to the accounting distribution pages and you can modify the accounting information.

Note. Expenses checks the employee role on the Employee Profile - User Defaults page first. If the employee does not have a role identified, then Expenses proceeds to the business unit level.

See Understanding Accounting in Expenses.

Minimum Receipt Amount

Specify the minimum expense amount for which a receipt is required. For example, if you enter 75 EUR, employees from this business unit must provide receipts for expenses over 75 EUR.

Prepayment Amount or Post-Payment Amount

Enter a maximum amount for an expense report. If the Amount Exceeded refinement is selected on the Approval Refinement Template page, Expenses will direct expense reports that exceed this amount to the auditor.

The system defaults to 0 for both fields, which means that there are no limits.

Allow Advance

Select if this business unit uses cash advances. If selected, enter a value in theMax Advance Amt for BU (maximum advance amount for the business unit) field.

If you have already loaded employee data and you change either of these options, you must rerun the process to load organizational data to reflect the changed amounts for the business unit on the employee profile.

Gross Up Percent

Enter a percentage to use for tax calculations. For example, if an employee is to receive a net amount of 1,000 GBP and the gross up estimate for taxes is 20 percent, you would pay the employee 1,200 GBP.

When your organization agrees to pay a taxable lump sum for expenses such as moving costs, you can ensure that the employee receives the correct amount by estimating the percentage of tax and adding the amount to the committed amount.

The percentage that you enter in this field is an estimate of the liability to your organization. The payroll system determines the actual grossed up amount.

DUNS Number

Dun & Bradstreet assigns this optional field for tracking purposes.

See PeopleSoft Customers and Orders PeopleBook, “Maintaining Additional Customer Information,” Setting Up Dun and Bradstreet Information.

Location

Select a business unit address to print on payment forms.

Post, Unpost, and Close

If you use document sequencing, select a document type to generate document numbers for expense reports. If you do not require various sets of document numbers, use the same document type for all three processes.

Post and Close

If you use document sequencing, select a document type to generate document numbers for cash advances. If you do not require various sets of document numbers, use the same document type for both processes.

Override Authorized Amounts

Select to allow anyone in this business unit to ignore location amounts associated with expense types.

If not selected, employees in this business unit can enter amounts up to the authorized amount plus the benchmark tolerance for any expense type. If employees enter amounts above the authorized amount plus the benchmark tolerance, the system requires them to enter an exception comment.

Override Per Diem

Select to allow an employee in this business unit to enter any amount for an expense type that is a per diem expense type. If they exceed the authorized amount plus the benchmark tolerance, the system will require them to enter an exception comment.

If not selected, employees in this business unit can enter an amount up to the authorized amount plus the benchmark tolerance for an expense type that is a per diem expense type. If an employee tries to enter an amount above the authorized amount plus the benchmark tolerance, the system will display an error message.

Disable DCAA (disable Defense Contract Audit Agency)

Select to disable the requirement to enforce DCAA audit requirements for a general ledger business unit.

Note. Expenses displays this check box if DCAA Enabled is selected on the Installation Options - Expenses page.

Cash Advance Overdue

The default is 90 days. Applies to cash advances that have not been processed and reconciled.

Credit Card Data Overdue

The default is 30 days. Applies to credit card data loaded into the expenses system but not processed in an expense report.

Inactive Employee Submissions

Enter the number of days to allow an authorized employee to enter time reports or expense reports on behalf of an inactive employee. The number of days refers to the time since the employee became inactive (using employee status and action date). At submit time, Expenses checks the employee status and action date. If the employee is inactive, Expenses verifies if the grace period has been exceeded and, if so, issues an error to prevent further processing of the expense transaction.

Time Report Period

Select the frequency with which employees in this business unit report their work hours. This parameter is used for time reports to determine the number of days to display for time entry. The default is Weekly; you can also select Daily, Bi-Weekly, or Semi-Monthly.

Ending Day of Period

The default is Friday and signifies the ending day for the time reporting period. This field applies only to weekly and biweekly time collection frequencies.

Note. If you use PeopleSoft Forecast Collection, the Forecast Collection Ending Day on the Forecast Configuration page must match this ending day.

Hours Per Day

This is currently not being used by Mobile Time and Expense.

Alert Actions

Select to issue warnings or errors for employees who submit time reports that are less than the minimum hours or greater than the maximum hours for a time reporting period.

Per Period Thresholds

Enter the minimum and maximum number of hours for a time reporting period for Expenses to use to issue warnings or errors.

Select Project ChartFields Display

Select for Expenses to display Project Costing ChartField Codes or Descriptions on time reports.

Disable Entry of Future Project Hours

Select to prohibit employees in the general ledger business unit from entering time against projects on a time report that has not been worked yet.

Allow Entry of Estimate to Complete

Expenses displays this check box if Program Management is installed. Select to enable employees in the general ledger business unit to view remaining work hours for their projects and enter a new estimate of hours to complete projects on their time reports.

If you do not select the check box, Expenses will not display the Remaining Work and New Estimate fields on the Time Report Summary page.

Monetary Amount Threshold

If the total amount of the expense report, travel authorization, or cash advance is less than or equal to the monetary threshold amount, Expenses automatically approves the transaction. If you do not enter an amount in this field, Expenses will not automatically approve the transactions, even if you enabled the automatic approval functionality.

% Variance from Travel Auth (percent variance from travel authorization)

Enter a variance percentage for Expenses to automatically approve expense reports created from travel authorizations. Expenses calculates the difference between the expense report total amount and the travel authorization total amount as a percentage. If the percent difference is less than or equal to the percent variance, Expenses automatically approves the expense report.

If you do not enter a percent variance, Expenses will not automatically approve expense reports based on it's variance from the travel authorization, even if you enabled the automatic approval functionality. If the amount of the expense transaction exceeds the variance, but is within the monetary amount threshold, Expenses automatically approves the expense report.

Use Calendar Year

Select to use the calendar year (January through December) to accumulate automobile distance.

Use Specified Calendar

Select to specify a detail calendar defined on the Calendar Periods page (DETAIL_CALENDAR1). The calendar that you specify determines how Expenses will accumulate automobile distance for employees within the business unit.

Warning! If you change options and employees in the business unit have accumulated miles or kilometers, Expenses displays a warning that the change could invalidate the existing accumulated distance data.

Physical Nature

Select Goods or Services for VAT treatment.

Record Foreign VAT

Select to record foreign VAT on expense sheets, regardless of whether you enabled VAT at the business unit level. This is for customers who want to record and reclaim foreign VAT.

Prorate Non-Recoverable VAT

Expenses generates an accounting line for nonrecoverable VAT. If this check box is cleared, nonrecoverable VAT is charged to the nonrecoverable VAT account designated in the VAT code definition. When selected, nonrecoverable VAT is charged as an expense to GL ChartFields that are indicated in the expense report accounting detail page.

Allocate Non-Recoverable VAT

If selected, the accounting comes from the VAT template. If cleared, the accounting comes from the VAT accounting template.

Note. The Allocate Non-Recoverable VAT check box is active only if the Prorate Non-Recoverable VAT check box is cleared.

VAT Default

Click to access the VAT Defaults Setup page.

The VAT Default Setup page is a common page used to set up VAT defaulting for all PeopleSoft applications processing VAT transactions. On this page you can define the Expenses business unit defaults as applicable.

See Working with VAT.

Require budget checking prior to approval for Expense Reports

If selected, you cannot approve expense reports until you budget check the transactions and they pass with a valid budget status. If there are multiple approvers, only the first approver will be required to budget check successfully prior to approval. If an approver modifies any of the accounting details, budget checking will be required again to reflect the changes. This option is only applicable to business units that are enabled for commitment control.

Require budget checking prior to approval for Travel Authorizations

If selected, you cannot approve travel authorizations until you budget check the transactions and they pass with a valid budget status. This option is only applicable to business units that are enabled for commitment control.

After Approval Action

Select Proceed to Next Transaction to access the next expense transaction that is available for approval action or select Return to List to return the approver to the Summary Approvals page from which they drilled down.