PeopleSoft Expenses 9.1 PeopleBook

Defining PeopleSoft Expenses Processing Roles and Exceptions

This chapter provides an overview of PeopleSoft Expenses processing roles and exceptions and discusses how to:

Define PeopleSoft Expenses processing roles.
Define PeopleSoft Expenses processing role exceptions.
Define PeopleSoft Expenses processing role options for value-added tax (VAT).

Understanding PeopleSoft Expenses Processing Roles and Exceptions

PeopleSoft Expenses enables you to establish roles for employees in specific positions in your organization, establish allowable spending amounts for employees based on roles and expense type, and determine the visibility and editability of accounting information using employee privilege templates. If you track VAT, you can also determine the visibility of VAT fields by role.

PeopleSoft Expenses enables certain groups of employees to be reimbursed more than the standard allowances and per diems for expense types. Tolerance percentages are associated with expense processing roles and expense types. For designated expense types, employees associated with these roles can enter higher amounts without exception comments; if they enter more than the new calculated allowable amounts, they must enter exception comments.

PeopleSoft Expenses also enables organizations to set up their systems to enforce stop limits. When an employee has a role defined and adds an expense type to the Role Exceptions table, the system does not allow the employee to enter an amount greater than the thresholds defined by the Location Amount table. The system forces the employee to change the amount to less than or equal to the threshold before he or she can submit the report.

If your organization uses VAT, the system administrator can specify to hide, display only, or allow editing of selected VAT fields by role.

Defining PeopleSoft Expenses Processing Roles

To define processing roles for PeopleSoft Expenses, use the Expense Role (EX_ROLE.GBL) component.

This section discusses how to define processing roles for PeopleSoft Expenses.

Page Used to Define Expenses Processing Roles for PeopleSoft Expenses

Page Name	Definition Name	Navigation	Usage
Expenses Role Setup	EX_ROLE	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Travel and Expenses, T and E Administration Center, Define Expenses System, Roles and Exceptions, Expense Roles	Establish roles for employees depending on their positions in the company.

Defining Processing Roles for PeopleSoft Expenses

Access the Expenses Role Setup page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role).

Use this page to associate an employee privilege template with a role for each transaction. If you do not define an employee privilege template for one or more transaction types, or for a role, the system uses the employee privilege template that is defined on the Business Unit Privileges page.

Transaction Type	Select a transaction type that is associated with the privilege template to associate it with the processing role. Applicable transaction types are Expense Report, Time Report, and Travel Authorization.
Privilege Template	Select the predefined employee privilege template that is associated with the transaction type assigned to the expense role.

See Maintaining Employee Privilege Templates.

Defining PeopleSoft Expenses Processing Role Exceptions

To define processing role exceptions for PeopleSoft Expenses, use the Expense Role Exceptions (EX_ROLE_EXCEPTION.GBL) component.

This section discusses how to define processing role exceptions for PeopleSoft Expenses.

Page Used to Define Processing Role Exceptions for Expenses

Page Name	Definition Name	Navigation	Usage
Expenses Role Exceptions	EX_ROLE_EXCEPTION	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Exceptions Travel and Expenses, T and E Administration Center, Define Expense System, Roles and Exceptions, Expense Role Exceptions	Establish allowable amounts by role by expense type.

Defining Processing Role Exceptions for PeopleSoft Expenses

Access the Expenses Role Exceptions page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Exceptions).

Role Exception Setup

Expense Type	Select the expense type to create a new rate or amount tolerance level for the selected role.
Role Rate % (role rate percentage)	Designate the percentage above or below the location or per diem rate that an employee in this role can exceed before the system requires a comment.
Allow Overage	Select to allow an employee in this role to exceed the location or per diem rate up to the tolerance percentage above the role rate. If this option is not selected, the system enforces stop limits and does not allow employees to exceed the allowable amount on an expense report.
% Tolerance (percentage tolerance)	Designate the percentage above the location or per diem rate and role rate that an employee in this role can exceed before the system requires a comment.
Unlimited Tolerance	Select to allow an employee in this role to enter any amount for the expense type without the system requiring a comment.

Defining PeopleSoft Expenses Processing Role Options for VAT

To define PeopleSoft Expenses processing role options for VAT, use the Expense Role Options - VAT (EX_ROLE_VAT.GBL) component.

This sections discusses how to define processing role options for VAT.

Page Used to Define Expenses Processing Role Options for VAT

Page Name	Definition Name	Navigation	Usage
Expense Role Options - VAT	EX_ROLE_VAT	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Options - VAT Travel and Expenses, T and E Administration Center, Define Expense System, Roles and Exceptions, Expense Role Exceptions - VAT	Determine the visibility of VAT fields by role.

Defining Processing Role Options for VAT

Access the Expense Role Options - VAT page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Expense Role Options - VAT).

Display VAT Hyperlink (display value-added hyperlink)	Select to display the VAT hyperlink on distribution pages for the role. If this option is selected, the VAT link appears on expense report and travel authorization pages. The VAT link enables users to access the VAT Details page. You can also determine which VAT fields can be modified and which VAT fields can only be viewed. Deselect to indicate that the VAT link should not appear on expense report and travel authorization pages. Use this option if you do not want users to view or change VAT information on expense reports or travel authorizations. If this option is deselected, the Hide option is automatically selected for all VAT fields.
Edit	Select to allow an employee who is associated with this role to edit the VAT field on the VAT Details page.
Display Only	Select to allow an employee who is associated with this role to view the VAT field on the VAT Details page.
Hide	Select to hide the VAT field for an employee who is associated with this role.

Note. PeopleSoft Expenses associates the VAT role with the employee ID of the employee who enters the expense transactions, not the employee ID of the employee for whom the expense transaction is for.