Expense Application FAQ

Expense Application FAQ

Document number: 17224

The following is a list of Frequently Asked Questions regarding the Expense application:

Where to I go to enter my expense report?
Most employees enter their expense reports by logging into the expense application through Planet PeopleSoft. Once logged in you will click the Purchasing, Travel & Expense link under Employee Resources. For additional information, see Eureka! document 17206 — How to log into time and expense.

What is the purpose of a Expense Report?
The main purpose of an Expense Report is to provide employees a means to get reimbursed for expenses incurred on behalf of the company. Expense reports can be used to control cash flow and charge incurred expenses to clients or other business units.

What user ID and password do I use to get into the expense application?
Because you have to log in to Planet PeopleSoft to launch the expense application, you will not have to use another user ID or password to enter the application.

Where can I get detailed instructions for entering a new Expense Report?
The Psynergy/FSCM Time and Expense Seminar OnDemand will help you become familiar with the application. If you would like detailed, step by step instructions see Eureka! Document 17207 — How to Enter a new Expense Report.

I do not see the link for Expense Reports?
As with our other applications, access is based on your role assignment in the system. If you have not been assigned the correct role you may not be able to see the Time and Expense link. If you can not see the link, or if you click on it and nothing happens then you will need to log a NorthStar ticket to have this issue resolved.

Does the exchange rate handle conversions other than USD to another currency?
Yes, it handles all currency conversions including the EURO.

Can someone else enter my expense report for me?
Entering an expense report for another employee is not allowed. Each employee is responsible for entering in their own expense reports.

When entering a large expense report should I save often?
The expense application is very stable. However, it is always a good idea to save a large report often.

What is the difference between Save for Later and Submit for Approval functions?
Submit for Approval: If you are finished adding information and wish to submit the report to your manager use the Submit for Approval button. You will not be able to modify this report once submitted.

Save for Later: If you will need to modify the report prior to submission, use the Save for Later button. Once all the information is complete you can submit it to your manager. Using the Save for Later button does not send the report to your manager.

Can I make changes to a previously submitted Expense Report?
Changes can not be made to a report once it has been submitted. You will need to contact your manager if there are changes needed before your manager approves this report.

Can I use my personal American Express card instead of the corporate card for my expense report?
No personal credit cards should be used for PeopleSoft expenses.

Who is required to submit a Travel Authorization Request?
All employees are required to obtain manager pre-approval for internal, non-billable business travel.

Why is it required to submit a Travel Authorization Request?
The purpose of a Travel Authorization is to provide a traceable approval of estimated expenses for internal, non-Billable business travel. This will help in the management of budgets for your department. You will be able to use this approval to enter your expense reports after the expenses are incurred.

Will there be a work flow to managers advising they have expenses to be approved?
Yes, upon submission of an expense report the manager will receive a workflow notification that he/she has a report(s) to approve. If the manager does not take action (approve or deny) within 3 business days, another reminder workflow notification will fire off. The reminders will continue daily until the manager has taken action.

Will employees get a notification that the manager has received the report and taken action?
Employees will receive a notification indicating that their manager has taken action on the report...approved or denied.

What happens if I have expenses after I have finished my assignment on a project?
For final expenses incurred on behalf of the company, send your receipts to the Expense department with all of the charge back information, including Department ID, PC Business Unit and Project ID. The Expense department will manually submit a report on your behalf to route through the approval process for reimbursement.

For additional information, see Eureka! document 17259 — Submitting Expense Reports after project assignment has ended.

Can someone else approve my expense report besides my direct manager?
There is no intention at this time to allow for Proxy (designating approval privileges to someone other than your direct report manager) approvals. This is a decision made by Kevin Parker and David Thompson.

Who is my expense representative?
If you need to contact the expense department about pending expense report reimbursements or other expense questions, contact your Expense representative.