..: PantherSoft :..

Q:

How do we process FIU Foundation and FIU TARs and Expense Reports?

A:

If travel is being funded by both FIU and the FIU Foundation, you must create one (1) TAR with all of the estimated expenses and the amounts to be funded by each entity. Once you return from your travel you must create two Expense Reports, one for each entity, in this case one for FIU and a second for the FIU Foundation. When creating the Expense Report for FIU you must always use the ‘Quick Start: A Travel Authorization’ which will allow you to select the original TAR and populate your expense report with all of the information contained within the TAR. The Expense Report for the FIU Foundation must be created from scratch and you have to reference the TAR number on the ‘Reference’ field. See the Travel sections policies and procedures for more information on this topic. There will be a UPK Online Tutorial created for this particular topic.

Q:

I provide services offsite, and I currently get reimbursed for miles, I don't need a TAR for that right?

A:

In that case, you just need to create an expense report.

Q:

What happens if I go over the original TAR estimated amounts for foreign travel?

A:

That shouldn't be a problem as long as you have the receipts and correct paperwork that justifies the expenses incurred. For sponsored programs, please contact the OSRA Post Award Grants Manager for approval.

Q:

How do you establish a proxy so you can modify something for someone else?

A:

Each individual can assign someone else as a proxy but you cannot create yourself as a proxy for someone else. This is done through employee self-service. Employee Self-Service > Travel and Expenses > User Preference > Delegate Entry Authority.

Q:

If you submit a TAR, can you still modify it?

A:

No, you cannot modify a TAR if it’s been submitted; TAR's that have been created and "saved for later" can be modified before they are submitted for approval.

Q:

What happens if, for example, you forget to input meals and you want to modify it after it’s already been submitted?

A:

Your manager/approver can modify it for you, or they can send it back to you so you can modify it.

Q:

I have a grant, do I have to follow the same process for completing TARs and Expense Reports?

A:

Yes, the process is the same. For all Travel Authorizations containing a project ID, the Post Award Grants Manager will be reviewing and approving.

Q:

How do I attach receipts to Expense Report via ImageNow?

A:

You must first print Expense Report with Bar code as follows before sumitting for approval:

Click the More Options list.
Click the Printable View list item.
Click the GO button.
Click an entry in the Report ID column.
Click the Expense Report tab. Notice the Bar Code to your right.

You are now ready to fax to main number for ImageNow: 305-348-1355

Q:

How do I pay for Travel related expenses incurred for Job Candidates, Students and\or Non-Employees?

A:

Expenses for these individuals should be paid using the Departmental Travel Card issued by the Purchasing Department, however, prior to making any travel arrangements for University staff, students or non-University employees, a Travel Authorization must be approved and submitted to the Travel Department. For instructions on the Travel Authorization preparation, refer to the Travel Department Policy and Procedures, and also review the online training provided at http://panthersoft.fiu.edu/financials/UPK/travel.htm. Please note that after July 1, 2009, Travel Authorization may not be requested after the fact.

To obtain the Travel Authorization for non-employees (includes candidates, speakers, guest lecturers and other non-employees authorized to travel for the University) the Cardholder will request the Travel Authorization under their Panther ID#, rather than requesting a new Panther ID# for the non-employee as was done in the past. On the Travel Authorization form, indicate on the ‘purpose’ line the traveler’s name and purpose for the travel (ex. Speaker for Graduation Ceremony, Candidate for (Position title and Job Number). Once the travel has taken place an Expense Report must be submitted in PantherSoft, and the Approver should include this same information in the description field.

Q:

Can I enter a TAR, Cash Advance or Expense Report for someone else?

A:

Yes, but the Employee must first authorize you to do so via PantherSoft, under Employee Self-Service > Travel & Expenses > User Preferences > Delegate Entry Authority.

Q:

I cannot approve a Travel Authorization or Expense Report because the Approve button never shows up.

A:

You must first Budget Check and receive a status of Valid for a TAR or Expense Report before you can approve it. If you have insufficient budget or some other Budget Exception you will not be able to approve the TAR or Expense Report. You will need to either select a different funding department\project or contact your Area Budget Manager.

Your Area Budget Manager can view budget exception errors by navigating to Commitment Control > Review Budget Check Exceptions > Travel Authorization / Expense Sheet. If there are insufficient funds in the budget at the time that the travel transaction was created, you'll need to have the Approver for the transaction Deny and return it to the originator. The originator can then resubmit the transaction for approval at a later time when there is budget.

Q:

I inadvertently submitted a Travel Authorization / Expense Report, and there was a mistake. How to I get it back to make changes or delete it?

A:

If this happens, you will need to speak with the Approver(s) for the Travel Authorization / Expense Report to have them Deny the transaction and then mark the checkbox on the approval page labeled Return to User. Once it has been denied and returned, you will then be able to make changes and re-submit it.

Q:

Process for Non-Employee Travel Authorization and Reimbursement?

A:

The process outlined below has been implemented in the short term until a long term solution is finalized and approved for travel reimbursement for non-employees and students.

Creating a Travel Authorization

A Travel Authorization (TAR) must be created for all non-employees and students.
The TAR must be created under the Panther Id of the travel liaison of the department (this is typically the person in charge of the Group Travel Card).
Please include the following under the comments section of the TAR:
1. The non employee or student name and address
2. The relevant Panther ID if it exists
3. Also note that the TAR is being completed on behalf of the non-employee or student, and any other pertinent information

Expense Reimbursement: Out-of-Pocket Expense

Fill out an “Unencumbered Payment Form” referencing the TAR with all necessary receipts
In addition to the unencumbered form, an expense report must be created by copying the original TAR under the Travel Liaison’s Panther Id, and code all items on the expense report as ‘non-reimbursable’. This will release the encumbrance created by the original TAR.
The Expense Report barcode page, receipts, and the ‘Unencumbered Payment Form’ should be faxed to extension 7-1355 so that all documentation for the travel is properly maintained for future audits.

Expense Reimbursement: Expenses Paid Directly by FIU using the Group Travel Card

Expenses paid by FIU using the Group Travel Card have to be approved via the Purchasing module. The TAR # must be referenced on the Group Travel Card charge when reconciled and approved.
An expense report must also be filled out and be created by copying the original TAR, under the Travel Liaison’s PantherId, and all items on the Expense Report must be coded as ‘non-reimbursable’. This will release the encumbrance created by the original TAR.
The Expense Report barcode page, along with receipts should be faxed to extension 7-1355 so that all documentation for the travel is properly maintained for future audits.

Q:

Where can I change my Employee Bank Account Information for Expense Reimbursements?

A:

As part of the upgrade, if changes need to be made regarding your banking information it must be initiated in the ADP Employee Self-Service system. You no longer have to fill out the “Employee Electronic Authorization Form” in order to have your banking information updated for reimbursement. All changes in the ADP Self-Service system should be reflected in PeopleSoft the next day.

Q:

Why does the Expense Report and the Travel Authorization contain a signature line?

A:

We are aware that the printed expense report, as well as the Travel Authorization forms, contains a signature line. However, these do not have to be signed by the travelers or the approvers, as the workflow approval process will maintain a history of the approvals for all Travel & Expense transactions.

Q:

What are “Pooled Approvers” on the Travel and Expense transactions?

A:

On the Expense Reports and Travel Authorizations you will see the term (Pooled) under the “Name” header. This signifies that there is more than one approver for the approver profile. For instance, the “Expense Manager” Approver profile will always have the term “Pooled” because both the Primary and Secondary Approvers have the authority to approve the transaction. The same holds true for OSRA Supplemental, DSO Supplemental and Prepay Auditor approvers. Once one of the approvers in these groups (pools) has approved the transaction the ACTUAL name of the approver will be displayed under the “Action History” section of the Travel and Expense transaction.