Defining Additional Required Data for Expenses

This chapter discusses how to:

Set up business purposes.
Set up credit card vendors.
Set up employee notifications.
Set up payment types.
Set up preferred merchants.
Set up templates.
Set up time reporting codes.

Setting Up Business Purposes

To define business purposes, use the Business Purpose (EX_PURPOSE.GBL) component.

This section provides an overview of business purposes and discusses how to define a business purpose.

Understanding Business Purposes

With Expenses, you can create business purposes that justify business expenses. For consistency in reporting and analysis, you can also use business purposes to sort and total expenses, which lets you see how much your company spends on meetings, trade shows, customer visits, and other items.

Page Used to Set Up Business Purposes

Page Name	Object Name	Navigation	Usage
Business Purpose	EX_PURPOSE	Set Up Financials/Supply Chain, Product Related, Expenses, Purchase, Business Purpose Travel and Expenses, T and E Administration Center, Define Expense System, Additional Required Data, Business Purpose	Create business purposes that justify a business expense as a corporate tax deduction.

Defining a Business Purpose

Access the Business Purpose page.

Business Purpose

Assign this unique identifier for the type of business expense that you want to track. Because the business purpose is effective-dated, you can create more than one set of descriptions to use at predetermined times.

Setting Up Credit Card Vendors

To define credit card vendors, use the Corporate Card Vendor (CC_CARD_TBL.GBL) component.

This section provides an overview of how to set up credit card vendors and discusses how to define a corporate credit card vendor.

Understanding how to Set Up Credit Card Vendors

Link vendor IDs with your organization’s corporate ID number to ensure that the transactions you receive from the vendors are legitimate charges from your employees.

Page Used to Set Up Credit Card Vendors

Page Name	Object Name	Navigation	Usage
Corporate Card Vendor	CC_CARD_TBL	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Corporate Card Vendor Travel and Expenses, T and E Administration Center, Define Expense System, Additional Required Data, Corporate Card Vendor	Define credit card vendors so that your expense system can process credit card transactions.

Defining a Corporate Credit Card Vendor

Access the Corporate Card Vendor page.

Warning! You must set up corporate card vendors using these card issuer names: AMEX for American Express, VISA for Visa International, DINER for Diners Club, MC for MasterCard, and USB for US Bank. If you do not use these specific card issuer names, the EX_LOAD_[vendor] Application Engine process will not load credit card data.

Note. Fields not define here are defined in the PeopleSoft Enterprise Purchasing 8.9 PeopleBook.

See Defining Card Issuers.

Credit Card Provider Record

Corporate Number	Enter your company’s identifier for the selected vendor.
Bill Includes Tax (if applied) and Notify Pending Reconciliations	Not applicable for Expenses but used by PeopleSoft Purchasing.
Bill Includes VAT (if applied)	Not applicable for Expenses but used by PeopleSoft Purchasing.
VAT Default	Click to access the VAT Defaults Setup page. The VAT Defaults 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 corporate credit card vendor defaults as applicable. See Working with VAT.

Amount Limits

This section is not applicable to Expenses.

Setting Up Employee Notifications

This section provides an overview of employee notifications and discusses how to:

Define system workflow rules.
Define employee notifications.
Define notifications for the approval process

Understanding Employee Notifications

If you use PeopleSoft Workflow, your expense system can send email notifications about expense-related events. A message can inform an employee that they have an outstanding cash advance or that the system has processed a payment for a cash advance or expense report. To implement a notification system, you define system workflow rules and run a process to send notifications about things such as expense payments or overdue items.

You define email notifications for the Expenses approval processes on the Generic Template Definition page.

Pages Used to Set Up Notifications

Page Name	Object Name	Navigation	Usage
System Workflow Rules	EX_SYS_WF_RULES	Set Up Financials/Supply Chain, Common Definitions, Workflow, System Rules	Set up email or worklist notifications for various transactions.
Employee Notification	RUN_EX_EMPNOTIFY	Travel and Expenses, Manage Employee Information, Process Employee Notifications	Notify employees about expense-related events. The PeopleSoft Process Scheduler runs the EX_EMPNOTIFY process at user-defined intervals and sends out notifications based on the parameters you select.
Generic Template Definition	WL_TEMPLATE_GEN	Set Up Financials/Supply Chain, Utilities, Approvals, Generic Templates	Set up or modify notifications for the approval process under the Approval Workflow Engine (AWE).

Defining System Workflow Rules

Access the System Workflow Rules page.

To set up workflow rules for Expenses:

Select Expenses in the Transaction Category field.
In the Workflow Rule field, select one of the following:
- Email to send notifications to users via electronic mail.
- Worklist to place an entry on the user’s worklist.
- Both to notify by email and worklist.
Select notify options: Notify User - Entry, Notify - All, or Notify - Final Disposition.

Defining Employee Notifications

Access the Employee Notification page.

Employee Notification

Select an employee notification event. Options are:

Employee Payments: Payment has been processed from a cash advance or expense report.

New Credit Card Transaction: If your organization receives corporate credit card feeds, employees are notified when they need to process new transactions linked to their employee profiles.

Overdue Advances: Employees are notified when they have outstanding cash advances that have not been reconciled to an expense report within a defined time period.

Overdue Credit Card Txn (overdue credit card transaction): Employees are notified of outstanding credit card transactions not selected for processing in an expense report because too much time has passed. Your organization defines the overdue period.

Defining Notifications for the Approval Process

Access the Generic Template Definition page.

Use generic templates to establish common formats for ad hoc notifications.

Setting Up Payment Types

To set up payment types, use the Payment Type (EX_EXPEND_MTHD.GBL) component.

This section discusses how to define payment types.

Page Used to Set Up Payment Types

Page Name	Object Name	Navigation	Usage
Payment Type	EX_EXPEND_MTHD	Set Up Financials/Supply Chain, Product Related, Expenses, Payment Information, Payment Type Travel and Expenses, T and E Administration Center, Define Expense System, Additional Required Data, Payment Type	Create payment types that show how an expense item was paid for on an expense report.

Defining Payment Types

Access the Payment Type page.

Reimbursement Recipient

Select a reimbursement recipient from the following:

Employee	Select to generate a payment to the employee.
Prepaid	Select to designate expenses already paid, for example, through your payables system. This credits the prepaid expense account that you designate in your accounting entry template and does not generate a payment.
Prepaid Hotel	Select to designate hotel expenses already paid, for example, through your payables system. This credits the prepaid hotel expense account you designate in your accounting entry template and does not generate a payment.
Vendor	Select to generate a payment to the vendor. You must also select a vendor setID, vendor ID, vendor location, or address to indicate which vendor to reimburse.
Prepaid Airfare	Select to designate airfare expenses already paid, for example, through your payables system. This credits the prepaid airfare expense account that you designate in your accounting entry template and does not generate a payment.
Populate from TA to Exp Report (populate from travel authorization to expense report)	When you select any of the prepaid options as a reimbursement recipient, this option activates. If you select this option, the system includes the payment type when populating expense report lines from travel authorizations.

Setting Up Preferred Merchants

To set up preferred merchants, use the Preferred Merchant (EX_MERCHANT.GBL) component. Use the EX_MERCHANT_SETUP component interface to load data into the table for this component.

This section discusses how to set up preferred merchants.

Understanding Preferred Merchants

Defined merchants are available for selection in an expense report if they are associated with an expense type. For example, when you set up an expense type called Airfare, you can create a list that includes one or more airlines as your preferred merchants.

Page Used to Set Up Preferred Merchants

Page Name	Object Name	Navigation	Usage
Preferred Merchant	EX_MERCHANT	Set Up Financials/Supply Chain, Product Related, Expenses, Purchase, Preferred Merchant Travel and Expenses, T and E Administration Center, Define Expense System, Additional Required Data, Preferred Merchant	Define preferred merchants to select during expense report preparation.

Setting Up Templates

The set up templates, use the Template (EX_TEMPLATE.GBL) component.

This section discusses how to set up:

Public templates.
User templates.

Understanding Templates

To reduce time and errors in preparing travel authorizations and expense reports, you can create templates that reflect their typical items. The system administrator sets up public templates for all employees to use. Employees set up user templates for their own personal use.

Note. Before creating templates, you must define expense types.

Common Elements Used in This Section

Template Type	Designate if the template is for an expense report or travel authorization.
Expense Type	Select types to include in the template. Add more rows until you complete the expense type list. When you use the template to prepare a travel authorization or expense report, the list of expense types automatically populates lines in the document.

Pages Used to Set Up Templates

Page Name	Object Name	Navigation	Usage
Public Templates	EX_TEMPLATE	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Template	Create or modify travel authorization or expense report templates that reflect the items that typically appear in these documents.
User Template	TE_OPR_TEMPLATE	Employee Self-Service, Travel and Expenses, User Preferences, Create/Update User Template	Create a template to prepopulate travel authorizations or expense reports for a user ID.

Setting Up Time Reporting Codes

To define personal time codes and descriptions for time reports for use with PeopleSoft Time and Labor, use the Time Reporting Codes (EX_TRC_EX.GBL) component. To map third party time reporting codes, use the Time Reporting Code (EX_TRC_MAP_TBL.GBL) component.

This section discusses how to define time reporting codes.

Warning! If you use Time and Labor, you must set up and validate time reporting codes on the EX_TRC_MAP_TBL page.

Pages Used to Define Time Reporting Codes

Page Name	Object Name	Navigation	Usage
Time Reporting Codes (EX_TRC_EX)	EX_TRC_EX	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Time Reporting Code Travel and Expenses, T and E Administration Center, Configure Expense System, Additional Required Data, T&L Time Reporting Codes	Define personal time codes and descriptions for time reports. Use this page to manage PeopleSoft Time and Labor reporting codes.
Time Reporting Code (EX_TRC_MAP_TBL)	EX_TRC_MAP_TBL	Set Up Financials/Supply Chain, Product Related, Expenses, Mapping, Time Reporting Code Travel and Expenses, T and E Administration Center, Define Expense System, Additional Required Data, Maintain Time Reporting Codes	Map time reporting codes to time reporting descriptions. Use this page to map third party time reporting codes.

Defining Time and Labor Reporting Codes

Access the Time Reporting Code (EX_TRC_EX) page.

Time Reporting Code and Description

Appears on time reports for items such as vacation or sick leave, and determines what time reporting codes are available to the user for charging personal time to projects.

Used for Business Holidays

Select the time reporting code to use as a default for days that fall on a holiday. You can only select one code.

Disable Future Entry

Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, Expenses does not select the check box.

Mapping Time Reporting Codes

Access the Time Reporting Code (EX_TRC_MAP_TBL) page.

Description

Appears on time reports for items such as vacation or sick leave, and determines what time reporting codes are available to the user for charging personal time to projects.

Used for Business Holidays

Select the time reporting code to use as a default for days that fall on a holiday.

Disable Future Entry

Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, Expenses does not select the check box.

This table maps time reporting codes to a description that your organization defines.

Mapping Table	Mapping From	Mapping To
EX_TRC_MAP_TBL	TL_TRC_TBL	Time report user interface

Time Reporting Code and Description	Appears on time reports for items such as vacation or sick leave, and determines what time reporting codes are available to the user for charging personal time to projects.
Used for Business Holidays	Select the time reporting code to use as a default for days that fall on a holiday. You can only select one code.
Disable Future Entry	Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, Expenses does not select the check box.

Description	Appears on time reports for items such as vacation or sick leave, and determines what time reporting codes are available to the user for charging personal time to projects.
Used for Business Holidays	Select the time reporting code to use as a default for days that fall on a holiday.
Disable Future Entry	Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, Expenses does not select the check box.