TRAVEL VOUCHER USER MANUAL
Contents
1. SE 47 Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Template Information 4 Unit 35LIF5 Invoice Vendor V nucher MEAT D ate ID Pay Group Copy from a Template Voucher Template ID Save Voucher Template ID Descnption Template Comments SpeedChart Key Account Fund Department Class Program Budget Pernod Project 021 0 LL 0 WW Template Information Add 7 e The first step to copying a template will to mark the Copy from a Template Voucher checkbox Click in the Template Id field e The user can select a Template Id by clicking on the drop down button will show first 300 options pressing F4 or partially writing the template id and double clicking in the field A window with all valid values wills popup Select your template ETRAVEL STRAVEL and etravel by double clicking the option or highlight and press the enter key Valid Values Fa Valid Values Template ID ETRA Template ID STRA ID Desc Cancel ID Desc Cancel ETRAVEL Employee Travel Voucher STRAVEL Student Travel Voucher Search Search Date 12 06 00 Page 9 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 5 1 Template Information Comments The user must complete the Template Comments before proceeding with the voucher entry This is a2. RAE C ND Le DUM 13 2 7 5 11717 17 10 BRE ERIT 13 2 7 4 Voue ao 13 21 PFrojectaniDebparauent sedes bp RR av ek bs Ee a 14 2 7 0 ARN 15 25 7 V T E OE 15 3 COMMENTS PANEE T DB odisse ee ce a eoe dst Gea ea ee oe esee eo E ox obo core se 16 A gt BUDGET CHECK PROCESS CEU S ERREUR 17 4 1 RUNNING THE BUDGET CHECK PROCESS ccccsccscsccsccsccccccscescecescescsessesessescescscesessescssessesens 17 Date 12 06 00 Page 2 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 1 Introduction 1 1 Use of the Travel Voucher The Travel Voucher process was created to facilitate the entry of travel reimbursement claims and reduce the risk of errors for payment processing Date 12 06 00 Page 3 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 How to Enter a Travel Voucher Each step in the online process of entering a Travel voucher will be described below Compare your screen to the ones shown in the example for each step 2 1 Selecting your panel Group Click on GO Administer Procurement Enter Voucher Information Enter Youcher Information Go ERIS
3. TRAVEL VOUCHER USER MANUAL Chapter 8 The Spectrum System Georgia State University PeopleSoft Financials Version 7 5 1 INTRODUCTION eaaa Eea aaa a EES 3 Il WSHOP THE TRAVEL VOUCHER 3 2 HOW TO ENTER TRAVEL VOUCHER ee eis o o oa e na eon o Po poen re cone see eei 4 Dele SELECTING YOUR PANBI GROUP 5 2 2 A ox niente pL EAM DM ALPE 4 2 25 CREATING A TRAVEL VOUCEBR ted ete seca einer ue De master vr e EE LIE 5 2l Adding Express Voucher Dialog BON siet bt tre te tue be Neu hb d dte a 5 2 5 DISCLAIMER MESSAGE od UL cb TUE uu 6 2 3 4 Voucher Header RR 7 2A VdELECTING YOUR VENDOR us addu bets E E TAA AAEE 8 2 5 TEMPLATE INFORMATION PANEL cccccscsscsccsccscsccsceccsccscsccscsccscesceccscscescesescesessescesesceees 9 2 Template Information xe et regu esu ehe e Dk EP Red NU n Eu RR ERN RE 10 2 0 VOPEBDCHAR P SELECTION tenue both E EU a 11 2 7 INVOICE HEADER PANEL ones beste ke ta eh bust tatty reves t ido bona Ba dedu ten sts nu M dun 12 Dodds del 13 2 7 2
4. requirement for approval purposes Save as Template Voucher ETRAVEL Use Scroll Bar to View ALL COMMENTS Traveler s Marne ppm p nn m m This comment will also show in the Approvals and Matching panel tab Date 12 06 00 Page 10 The Spectrum System Entering a Travel Voucher 2 6 SpeedChart Selection Georgia State University Chapter 8 In order for the system to allow you to select or enter a Speedchart you must click on the checkbox To select a Speedchart use the drop down box or enter a partial description and double click to get all available options A dialog box will appear see below After selecting your Speedchart all Chartfields combination fields except account will be populated see below Unit Voucher NEXT Template ID prot JaGSLFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS 4 Note Do not change account number after selecting the SpeedChart It will be defaulted to 640000 Date 12 06 00 GSUFS Template Comments Use Scroll Bar to View ALL COMMENTS SpeedChart Account 640000 SpeedChart Key Effective Date 1171572000 Date Copy from a Template Voucher JETRAVEL SpeedChart 11104 11114 11124 11134 11744 11224 11324 11414 11424 11514 11524 T1614 11624 Use Process Invoice Fund 56 Enter Youcher Infor
5. This field will be used to enter travel location Terms NOW HE i Gross 0 00 USD Use ey Date Sales 0 00 i Schedule 0 00 Type Fl E es EM 2 2 7 3 Gross Amount Enter total amount to be reimbursed to employee This field should be completed after line charges are completed Terms E ross 0 00 OSO Use Y Date Sales 0 00 i Schedule Freight 0 00 T e Received Date 2 7 4 Voucher Approval Enter voucher type this a requirement for the transaction Workflow To view all vouchers types available hit the drop down button and then select by double clicking or highlighting and pressing enter Terms NOW ey Gross toe USD Use Y Dae Sales Freight 0 00 ey RN Values DAG Department Regular DSP Department Special PAJ Project Regular Aule PAS Project Special Date 12 06 00 Page 13 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 7 5 Project and Department ID Depending on the type of voucher approval you have selected you will be required to enter a Project or Department ID If the user selects DRG Department Regular or DSP Department Special type the system will require that an Organization be assigned If the user selects PRJ or PRS the system will required that a project be assigned These are important fields as 1
6. enx ala Sle ed Search Criteria Baker Origin Add Vendor City Manage Search Results State 5 hortM ame Max Rows Country jusa Type 10 FSI x x Postal Class l 1 to 10 of 45 Search Results Select Vendor ID Address Yendor Name 0000000523 000502181 BAKER DISTRIBUTING COMPANY Eaker Latarsha D 000503095 BakerJennifer 1 000502372 1 Elizabeth 1 1 000503301 Baker Barbara Mash Vendor Search Add 2 Review details by selecting the magnifying glass button next to the vendor you would like to select If the details match the vendor criteria press the select button green checkmark This will load vendor data into the Invoice Header Panel Tab You can proceed with the transaction data entry Note Change country code if necessary for vendor search Press the drop down button and select country by double clicking or highlighting and pressing enter in your keyboard Country USA Date 12 06 00 Page 8 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 5 Template Information Panel Tab When preparing a Travel voucher our first step after creating and selecting your vendor student or employee the voucher is to copy vouchers template To copy vouchers template go to the Template Information Panel tab Enter Voucher Information Use Express Voucher amx
7. to move to the Accounting Information panel tab Enter Voucher Information Use Express Voucher File Edt View Go Favorites Use Frocess Repot Help m EJ e es SE EA e Approvals and Matching Accounting Information Currency Template Information Status Summary Comments 4 Unit GSUFS Invoice 1105 00 4155 Vendor BARKER DISTRIBUTING COMPANY Voucher HEXT D ate 11 10 2000 ID Pay Group Accounting Instruclions Voucher Processing Petty Cash H ipt Accounting Date 1171072000 V Post Voucher Lash Delete Voucher Accounting Template STANDARD Close Voucher Accounting Policy hh VAT Account At Gross Prorate Hon Hecoverable VAI Voucher Proration Hules Budget Checking Sales Tax Late Charge Budget Check Chk d M Use Tax Disc Earn Lost Iw Freight Accounting Infarmatian 4 1 Running the Budget Check Process To run Budget Check the Voucher click on the Budget Check Button Budget Check Process The Voucher successtully met Budget Checking Requirements Do you want the panel refreshed 9340 44 Cancel Explain If the transaction meets Budget Check requirements Dialog Box like this will appear Click on Yes to refresh the panel and validate the transaction Clicking on Yes will automatically save the transaction
8. will help determine Workflow requirements Terms C Gross uso Date 11152000 Sales 0 00 Schedule l Freight 0 00 Invoice uvc New Tork Received uem ioon Terms Q cross Date 110172000 Sales 0 00 ia Schedule Invoice uvc New Tork dioit 2 Date 1171072000 To select an Organization or a Project ID use the Drop Down Box or enter criteria and then double click in the selection If you decide to use the Drop Down Box the system will only allow you to see the first 300 items in the table Search Box looks like the one below for both the Organizations and Projects Valid Values Ea Project Grant PE 5 h Project Grant Type Searc ProjGrt Proj Grant Descr 41001 Project Aus Vill Pan Card Cabling Project Sparks 1st Fl Hen Health CI Project Alum Henov of Theatre Project Phys Ed Bldg Recoat Roof Project A amp H Rep Heat Ex In Boilers Project Gen Cla Rep Chill Con Loop Project Replace Lab Fume Hoods Project GCE Hep Chill Con to Loop Project Upgrade Elevator Project L5 Rep Ext Walls Des Test Project NSC Hen of HVAC Controls Project KH Hep Two Air Hand Units Up Elev Fireman Level 2 Ph2 More matching entries were found than can be displayed Date 12 06 00 Page 14 The Spectrum System Georgia State University Entering a Travel Voucher
9. Chapter 8 2 7 6 Received Date This field is used to enter return date Terms cross usd use 1 Date 11 01 2000 Sales 0 00 ia Schedule 08 00 PRJ Invoice uvc Hew Tork ol 5 H El E 1171072000 Proj 2 7 7 Distributed By This field will be defaulted to Amount Tab into the Distributed by field to select between Amount and Quantity Complete all needed lines and delete all remaining that are not being used When processing lines enter quantity and unit price SpeedChart Mheferenee z Description Quantity UOM Unit Price ied 1 0000 0 00010 Account Fund DeptiOb Program Class EHdgt Pd ProjpiGrt GL Unit Ezch Hate Quantity Suspense Date 12 06 00 Page 15 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 3 Comments Panel Tab You may enter comments in your voucher You can do that by selecting the Comments Panel Tab This field is unlimited in both comment fields Voucher and Payment These comments will not be printed in any document or check that may be sent to the vendor Enter Voucher Information Use Express Voucher Date 12 06 00 Page 16 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 4 Budget Check Process Once all required information has been completed you need to proceed with the Budget Checking Process To start this process you need
10. Date 12 06 00 Page 17 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 If Voucher Budget Check process was successful the Accounting Information panel should show a valid status see below Enter Voucher Information Use Express Voucher File Edit View Go Favorites Use Process Inquire Report Help 8 i EE fei rcs Ex Es jE 4 Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency 13 Unit GSUFS Invoice 1109 00 4155 Vendor BARKER DISTRIBUTING COMPANY Voucher 00137159 Date 11 10 2000 ID 0000000925 Accounting Instructions 4 Voucher Processing Petty Cash H Ip Accounting Date 11 10 2000 Post Voucher nardo Lees 4 Delete Voucher Accounting Template STANDARD Close Voucher Accounting Policy 3 Won Recoverable VAT een Boss x W Prorate Non Recoverable VAT Voucher Proration Hules Audget Checking Iv Sales Tax Late Charge Budget Check Walid Iv Use Tax Disc Earn Lost Iv Freight Accounting Information Update Display If the process fails it will show Error instead of Valid You will need to review your Invoice Header Panel for possible errors in selected chartfields Date 12 06 00 Page 18
11. ia CE Administer Procurement d v Enter Youcher Information Date 12 06 00 Page 4 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 2 Creating a Travel Voucher Click on Use Express Voucher Add Enter Voucher Information EE Process inquire Report Help File Edit View Go Favorit n Voucher E Express Youcher Invoice Information Add Adjustment Schedule Payment Updater Display Journal Voucher Record Payment k Register Voucher Accounting Information Complete Posted Voucher Complete Unposted vouche a amplete Unposted Youcher cond et MA EIE Template Information k Error Correction Status Summary Selective Line Update Comments k Selective Line Update Errors Group Information k Update Status EntryPeople Delete Control Group Post Control Group Openltem Update Budget Control Exceptions 2 2 1 Adding Express Voucher Dialog Box Add Express Voucher You will see a dialogue box The Spectrum System default for Business Unit is GSUFS Georgia State University Financial System The other Business Units GSUAA and GSURF will be used less frequently and by those authorized to process transactions for the Athletic Association or the Research Foundation The Voucher ID is automatically assigned by the system Caution Do not change the value
12. in this field Click OK to proceed Date 12 06 00 Page 5 The Spectrum System Entering a Travel Voucher 2 3 Disclaimer Message Georgia State University Chapter 8 To proceed entering the voucher you must read and accept the disclaimer message shown below Press OK when ready to continue entering the transaction Express Youcher Disclaimer Date 12 06 00 By Submitting this Express Voucher certify and affirm the 4 following Non Personal Services Under criminal penalty of felony Far False statements subject to punishment by a fine of not mare than 1 000 by imprisonment for nat less than one year nor more than five or both the statements contained herein are true The described item s are Far institutional purposes reimbursement ar payment has not been previously requested nor paid by Georgia State University and payment has nat been requested nar paid by any other source The Biovenars Exec Order requires payment of Invoices Within thirty 30 days of the later af the date af the invoice receipt of goods receipt of invoice Payment requests that do not meet this requirement must be accompanied by explanation Fee for Service The services are essential and cannot be met in the time required by persons receiving salary support in the area the individual selected is the most qualified available Far the nature and extent af the services required time and compensation const
13. mation Use Express Voucher File Edt View Go Favorites E Glad EEA ME Record Payment Approvals and Matching Accounting Information Curency Template Information Status Summary 4 Inquire Report Help Vendor ID Save Template Voucher Description Eff Date 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 2000 06 01 matching entries were found than can be displayed Department 411102000 Template ID Descr Basketball Basketball Basketball Class 43000 2800 Post Season Event Sports Operat Women Sports Oper Basketball Basketball Media T able Ga Press Guide Softball Sports Operations Volleyball Sports Operations Soccer Men Sports Operations Soccer Women Sports Cross Country Men Sports Cross Country Women Sports Golf Men Sports Operations Golf Women Sports Operations Page 11 Pay Group Program Budget Pernod Project 2001 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 7 Invoice Header Panel After selecting your template you will begin entering data for the transaction The first panel will be Invoice Header Enter Voucher Information Use Express Voucher File Edit View Go Fav
14. options If press F4 or the drop own button without criteria the first 300 vendors will show on dialog box vedor If the user knows the Vendor ID numbers enter it in Vendor field and tab out This will bring vendor and its information If necessary click on the flashlight and run a more detailed search See section 2 4 Date 12 06 00 Page 7 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 4 Selecting your Vendor Vendor ID will be the Panther ID Card If you do not know the employee or student ID there are a four ways it can be selected Enter Short Name in Name field The user will write vendor short name in name field and then tab to the next field If short name 1s correct Vendor information will appear in screen e Drop Down Button Will allow you to look at the first 300 Vendor in table Select from Vendor Table Enter a couple of letters in Vendor name field and then double click for all possible options e Search for Vendor By selecting the flashlight icon the system will take you into a panel for Vendor search In order to do a search you need to enter some data or input into the name field Once the criteria have been established you should press the search button dog This will bring the Vendors that match your criteria into the bottom of the screen Enter Youcher Information Use Express Youcher EI X File Edit Go Favorites Use Process Inquire Help gs
15. orites Use Process Inquire Report EJ amp 8 Bl Eja SE el Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency 4 Unit GSUFS Woucher MEST i 1 Balance tf Yendor l 6 ems Grose gt c Date pe Sales 0 00 a Schedule Freight 0 00 Received Date B Distribute bg Amt Es DE 14 Reference 7 Amount Description Quantity Unit Price Amount Account Fund Program Class Bdgt Pd 1 ProjiGrt GL Unit Ezch Hate Quantity Suspense Asset Stat GSUFS 4 ERE oe 9 Invoice Information Add To complete this panel the user will need to fill required fields Invoice date Invoice Number Voucher Type DRG PRJ Department Id Project Id Related to Voucher Type Received Date Distributed By Gross Amount This should include all related charges This field should be filled after completing entering all charge information Date 12 06 00 Page 12 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 7 1 Invoice Date This field will be use to enter departure date Terms Now Y Gross Use A Sales 000 al Schedule Freight vm i Type mu der Date 2 7 2 Invoice Number
16. raints and the Fee is appropriate for the qualifications of the individual and his her normal charges Registration Fee Payment This is the only Registration Fee payment request For this tem and a subsequent claim will nat filled Page 6 The Spectrum System Georgia State University Entering a Travel Voucher Chapter 8 2 3 1 Voucher Header Panel The first panel the user will view 15 the Invoice Header Panel To select vendor click on the flashlight Enter Voucher Information Use Express Voucher OF gt File Edt View Go Favortes Use Process I nquire Report Help Es e XE Sle Oe es mal Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Te 4 Unit GSUFS Youcher MEST Lines 1 Balance 0 00 Mame sii fF Yendor Terms sy Gross 0 00 USD use l a 0 00 Dae Sales 0 00 a Schedule loo 20 7 EEE E A i Distribute by a gt Reference Amt 1 Amount Item RE Quantity UOM Unit Price Account Fund Program Class Bdgt Pd 1 0 00 GL Unit Exch Hate Guantity Suspense Asset Stat GSUFS issus i re Invoice Information Add 2 nme A vendor can be selected by searching using the Name field Write criteria for search and the press F4 to obtain all possible
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