Expense Report for Employee Travel with a Team or Group
Module: Expense
Business Process #: EX - 7
Purpose of Process: To process employee expense reports where the employee is requesting reimbursement for their expenses as well as expenses of non-employees traveling as part of a team/group.
| Step | Individual | Activity |
| 1 | Traveler | Employee and team/group travels based on approved travel authorization. |
| 2 | Traveler/Delegate | At completion of trip, electronically prepares expense report in PeopleSoft Financials. Associates cash advance, if applicable. If funds are due to the institution from a cash advance, employee deposits unused funds at Cashier Window. The deposit receipt is considered part of the travel documentation. |
| 3 | Electronic Process | Electronically submits Expense Report to Department Mgr 1 for approval. |
| 4 | Traveler/Delegate | Prints final copy of Expense Report and staples all required receipts (no paper clips) and the approved travel authorization. Also, attaches list of non-employee travelers (team members). |
| 5 | Traveler | Employee signs final copy of Expense Report |
| 6 | Traveler/Delegate | Sends via campus mail the final, signed copy of Expense Report, receipts, documentation and the approved travel authorization to the appropriate approval authority. All project/grant accounts must also be signed by the PI and submitted to the Office of Sponsored Operations for approval. The Office of Sponsored Operations will review and route documents to the Post-Grants Office in the Department of Budget Services. The Post-Grants Office will review and route documents to the Office of the Controller. |
| 7 | Department Mgr 1 | Ensures the transaction has a valid budget check, reviews and approves approves expense report through workflow and electronically submits to Department Mgr 2, if required, for approval. |
| 8 |
Department Mgr 2 (if required) |
Reviews and approves expense report through workflow and electronically submits to AP Auditor for approval. |
| 9 | AP Auditor | Matches electronic expense report to signed, hard copy of expense report with supporting documentation. Audits and processes expense report for payment. |
