Expenses Definition - Business Unit 1

BUS_UNIT_TBL_EX1

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition

Define a PeopleSoft Expenses business unit.

Expenses Definition - Business Unit 2

BUS_UNIT_TBL_EX2

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition

Select Business Unit 2.

Designate business unit specifications for journal templates, time reporting, automatic approval thresholds, project time options, and grace periods.

Expenses Definition - Business Unit Privileges

EX_BU_PRIV

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition

Select Business Unit Privileges.

Assign privilege templates to a business unit.

Expenses Definition - VAT Options

BUS_UNIT_TBL_EX3

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Definition

Select VAT Options.

Establish VAT parameters for the business unit.

Expenses Options

BUS_UNIT_OPT_EX

Set Up Financials/Supply Chain, Business Unit Related, Expenses, Expenses Options

Establish payment defaults, Commitment Control options, and approval preferences for a setID.

Base Currency

Displays the primary currency for a general ledger business unit, which can have only one base currency.

Country

Select a country for PeopleSoft Expenses to use as the default country for the general ledger business unit. PeopleSoft Expenses refers to this field for VAT and distance rates.

Template

Select an accounting entry template that specifies what ChartFields to charge for accounting entries from your expense system.

Minimum Receipt Amount

Specify the minimum expense amount for which a receipt is required. For example, if you enter 75 EUR, employees from this business unit must provide receipts for expenses over 75 EUR.

Prepayment Amount and Post-Payment Amount

Enter a maximum amount for an expense report. If the Amount Exceeded refinement is selected on the Approval Refinement Template page, PeopleSoft Expenses directs expense reports that exceed this amount to the auditor.

The prepayment amount applies to all approvers types before payment.

The system default is 0 for both fields, which means that no limits are placed on these values.

Allow Advance

Select if this business unit uses cash advances. If this option is selected, enter a value in the Max Advance Amount for BU (maximum advance amount for the business unit) field. If you do not select the Allow Advance check box, the system prevents employees in this business unit from creating cash advances.

If you change the Allow Advance or Max Advance Amount for BU field, PeopleSoft Expenses automatically updates the employee profiles.

Gross Up Percent

Enter a percentage to use for tax calculations. For example, if an employee is to receive a net amount of 1,000 GBP and the gross up estimate for taxes is 20 percent, you would pay the employee 1,200 GBP.

When your organization agrees to pay a taxable lump sum for expenses such as moving costs, you can ensure that the employee receives the correct amount by estimating the percentage of tax and adding the amount to the committed amount.

The percentage that you enter in this field is an estimate of the liability to your organization. The payroll system determines the actual grossed up amount.

DUNS Number

Dun & Bradstreet assigns this optional field for tracking purposes.

See Obtaining D&B Credit Reports.

Location

Select a business unit address to print on payment forms.

Post, Unpost, and Close

If you use document sequencing, select a document type to generate document numbers for expense reports. If you do not require various sets of document numbers, use the same document type for all three processes.

Post and Close

If you use document sequencing, select a document type to generate document numbers for cash advances. If you do not require various sets of document numbers, use the same document type for both processes.

Override Authorized Amounts

Select to allow anyone in this business unit to ignore location amounts associated with expense types.

If this option is not selected, employees in this business unit can enter amounts up to the authorized amount plus the benchmark tolerance for any expense type. If employees enter amounts above the authorized amount plus the benchmark tolerance, the system requires them to enter an exception comment.

Override Per Diem

Select to allow an employee in this business unit to enter any amount for an expense type that is a per diem expense type. If he or she exceeds the authorized amount plus the benchmark tolerance, the system requires the employee to enter an exception comment.

If this option is not selected, employees in this business unit can enter an amount up to the authorized amount plus the benchmark tolerance for an expense type that is a per diem expense type. If an employee tries to enter an amount above the authorized amount plus the benchmark tolerance, the system displays an error message.

Disable DCAA (disable Defense Contract Audit Agency)

Select to disable the requirement to enforce DCAA audit requirements for a general ledger business unit.

Note. PeopleSoft Expenses displays this check box if DCAA Enabled is selected on the Installation Options - Expenses page.

Accrue Unprocessed Expenses

Select to enable period end accrual processing for expense sheets.

Note. A journal generator template for period end accruals must be established on the Expenses Definition - Business Unit 2 page to enable this functionality.

Accrue Wallet Entries

Select to enable period end accrual processing for MyWallet transactions.

Note. A journal generator template for period end accruals must be established on the Expenses Definition - Business Unit 2 page to enable this functionality.

Accrue for Billable Expenses

Select to enable period end accrual processing for billable expenses.

Commitment Control for Accrual

Select to enable commitment control for accrual processing. When this option is selected, expense and encumbrance relief entries are created during the Period End Accruals process for PeopleSoft Expenses.

Cash Advance Overdue

The default is 90 days. This number applies to cash advances that have not been processed and reconciled.

Credit Card Data Overdue

The default is 30 days. This number applies to credit card data loaded into the expenses system but not processed in an expense report.

Inactive Employee Submissions

Enter the number of days to allow an authorized employee to enter time reports or expense reports on behalf of an inactive employee. The number of days refers to the time since the employee became inactive (using employee status and action date). At submit time, PeopleSoft Expenses checks the employee status and action date. If the employee is inactive, PeopleSoft Expenses verifies whether the grace period has been exceeded and, if so, issues an error message to prevent further processing of the expense transaction.

Time Report Period

Select the frequency with which employees in this business unit report their work hours. This parameter is used for time reports to determine the number of days to display for time entry. The default is Weekly; you can also select Daily, Bi-Weekly, or Semi-Monthly.

Ending Day of Period

The default is Friday. This field signifies the ending day for the time reporting period. This field applies only to weekly and biweekly time collection frequencies.

Note. If you use PeopleSoft Forecast Collection, the forecast collection ending day on the Forecast Configuration page must match this ending day.

Hours Per Day

Enter the number of hours that make up a work day for the business unit. The default value is eight, but the value can be overridden to enter a longer or shorter work day. When an employee enters his or her time on the Time Report Summary page, the system uses the value entered in this field to calculate the employee's overtime each day.

Import Time from Primavera to

Select Expenses or Project Costing. When importing timesheet data from Primavera P6 to PeopleSoft, this field determines whether the data is imported into PeopleSoft Expenses or Project Costing. This field is not available if Program Management is not installed.

Alert Actions

Select to issue warnings or errors for employees who submit time reports that are less than the minimum number of hours or greater than the maximum number of hours for a time reporting period.

Per Period Thresholds

Enter the minimum and maximum number of hours for a time reporting period for PeopleSoft Expenses to use to issue warnings or errors.

Select Project ChartFields Display

Select to display PeopleSoft Project Costing ChartField codes or descriptions on time reports.

Disable Entry of Future Project Hours

Select to prohibit employees in the general ledger business unit from entering time against projects on a time report that has not yet been worked .

Allow Entry of Estimate to Complete

PeopleSoft Expenses displays this check box if PeopleSoft Program Management is installed. Select to enable employees in the general ledger business unit to view remaining work hours for their projects and enter a new estimate of hours to complete projects on their time reports.

If you do not select the check box, PeopleSoft Expenses does not display the Remaining Work and New Estimate fields on the Time Report Summary page.

Monetary Amount Threshold

If the total amount of the expense report, travel authorization, or cash advance is less than or equal to the monetary threshold amount, PeopleSoft Expenses automatically approves the transaction. If you do not enter an amount in this field, PeopleSoft Expenses does not automatically approve the transactions, even if you enabled the automatic approval functionality.

% Variance from Travel Auth (percent variance from travel authorization)

Enter a variance percentage for PeopleSoft Expenses to automatically approve expense reports created from travel authorizations. PeopleSoft Expenses calculates the difference between the expense report total amount and the travel authorization total amount as a percentage. If the percent difference is less than or equal to the percent variance, PeopleSoft Expenses automatically approves the expense report.

If you do not enter a percent variance, PeopleSoft Expenses does not automatically approve expense reports based on its variance from the travel authorization, even if you enabled the automatic approval functionality. If the amount of the expense transaction exceeds the variance, but is within the monetary amount threshold, PeopleSoft Expenses automatically approves the expense report.

Auto Approve Only If No Risk

Select to indicate that transactions can be approved automatically only when no risk is involved. The use of this option depends upon whether your business unit uses risk templates and you must enter a value in the Monetary Amount Threshold field.

See Setting Up Risk Templates for PeopleSoft Expenses.

Use Calendar Year

Select to use the calendar year (January through December) to accumulate automobile distance.

Use Specified Calendar

Select to specify a detail calendar defined on the Calendar Periods page (DETAIL_CALENDAR1). The calendar that you specify determines how PeopleSoft Expenses accumulates automobile distance for employees within the business unit.

Warning! If you change options and employees in the business unit have accumulated miles or kilometers, PeopleSoft Expenses displays a warning that the change could invalidate the existing accumulated distance data.

Transaction Type

Select a transaction. Options include Expense Report, Time Report, and Travel Authorization.

Privilege Template

Select a template for the transaction. This template is used as the default template for all employees in the business unit.

See Setting Up Employee Privilege Templates.

Physical Nature

Select Goods or Services for VAT treatment.

Record Foreign VAT (record foreign value-added tax)

Select to record foreign VAT on expense sheets, regardless of whether you enabled VAT at the business unit level. This is for customers who want to record and reclaim foreign VAT.

Prorate Non-Recoverable VAT (prorate nonrecoverable value-added tax)

PeopleSoft Expenses generates an accounting line for nonrecoverable VAT. If this check box is deselected, nonrecoverable VAT is charged to the nonrecoverable VAT account designated in the VAT code definition. When this option is selected, nonrecoverable VAT is charged as an expense to the general ledger ChartFields that are indicated in the expense report accounting detail page.

Allocate Non-Recoverable VAT (allocate nonrecoverable value-added tax)

If this option is selected, the accounting comes from the VAT template. If deselected, the accounting comes from the VAT accounting template.

Note. The Allocate Non-Recoverable VAT check box is active only if the Prorate Non-Recoverable VAT check box is deselected.

VAT Default

Click to access the VAT Defaults Setup page.

The VAT Default Setup page is a common page used to set up VAT defaulting for all PeopleSoft applications that are processing VAT transactions. On this page you can define the PeopleSoft Expenses business unit defaults, as applicable.

See Working with VAT.

Require budget checking prior to approval for Expense Reports

If this option is selected, you cannot approve expense reports until you budget check the transactions and they pass with a valid budget status. If multiple approvers exist, only the first approver is required to budget check successfully prior to approval. If an approver modifies any of the accounting details, budget checking is required again to reflect the changes. This option applies only to business units that are enabled for commitment control.

Require budget checking prior to approval for Travel Authorizations

If this option is selected, you cannot approve travel authorizations until you budget check the transactions and they pass with a valid budget status. This option applies only to business units that are enabled for commitment control.

After Approval Action

Select Proceed to Next Transaction to access the next expense transaction that is available for approval action, or select Return to List to return the approver to the Summary Approvals page from which he or she drilled down.