PeopleSoft Expenses 9.1 PeopleBook

Maintaining Employee Profiles

This chapter provides an overview of employee profiles and discusses how to maintain:

Employee personal data.
Employee organizational data.
User defaults.
Employee privilege templates.
Employee bank account information.
Employee credit card data.
Employee transportation data.

Understanding Employee Profiles

Employee data is the foundation of PeopleSoft Expenses. Oracle's PeopleSoft provides centralized access to employee information, such as their cost center codes, credit card numbers, check printing addresses, direct deposit bank accounts, and transportation data. The employee profile also stores default values and settings that PeopleSoft Expenses uses to streamline the time and expense report entry.

Although we highly recommend that your human resource system regularly update your employee tables, you may need to add or edit employee profiles manually to provide data required for expense reimbursement. PeopleSoft Expenses enables you to add and maintain personal, organizational, and financial data. Because of the sensitivity of employee information, we suggest that you authorize access to these pages carefully.

To update employee data, use the Update Profile page (EX_EE_PROFILE2). You can also use the EX_EE_ORG_DTA_SETUP component interface to load data into the tables during implementation. Whenever you manually add a new employee, you must validate that new employee and associate them with a valid user ID to enable them to enter information in PeopleSoft Expenses. You perform the manual validation on the Organization Data page in the Update Profile component. Access the Authorize Users page to add a validated employee to the Authorize User table.

Note. If PeopleSoft Expenses receives data from human resources, updates from human resources may overwrite changes made through the expense system unless you customize your loading process. PeopleSoft recommends using the Employee Self-Service navigation if human resources feeds your expense system. The pages accessed through the Employee Self-Service navigation are displayed in read-only mode, with the exception of the User Defaults page.

PeopleSoft Expenses allows employees to set up their own user defaults to reduce data entry time for travel authorizations, cash advances, expense reports, and time reports, and they can easily change these defaults during data entry. Employees can also set up project defaults, accounting distributions, and number of hours worked per day.

Maintaining Employee Personal Data

To update employee profiles, use the Update Profile (EX_EE_PROFILE2.GBL) component.

PeopleSoft Expenses enables you to send reimbursement checks to home addresses or other mailing addresses, such as a company location. This helps those who receive reimbursements while on long assignments away from their primary residences.

This section lists common elements and discusses how to:

View employee personal data.
Edit employee personal data.

Common Elements Used in This Section

Employee Information (group box)	Personal data originates in your human resource system or is entered manually through the Travel and Expenses navigation.
Personnel Status	Indicates whether the individual is an Employee or a Non-Employee.
Telephone	Displays the employee's telephone number.
Employee Base	Indicates where the employee works.
Send Payments To	Indicates where reimbursement checks are sent. Home Address is the default.
Home Address (group box)	Displays the employee's residential address. Select a country to activate the appropriate address fields.
Mailing Address (group box)	Displays an alternate address to which to send reimbursement checks. Select a country to activate the appropriate address fields.

Pages Used to Maintain Employee Data

Page Name	Definition Name	Navigation	Usage
Employee Profile - Employee Data	EX_PERSONAL_DATA EX_PERSONAL_DATA2	Employee Self-Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	View employee personal information. Edit employee data that PeopleSoft Expenses uses to distribute reimbursements.

Page Name

Definition Name

Navigation

Usage

Employee Profile - Employee Data

EX_PERSONAL_DATA

EX_PERSONAL_DATA2

Employee Self-Service, Travel and Expenses, Review/Edit Profile
Travel and Expenses, Manage Employee Information, Update Profile

View employee personal information.
Edit employee data that PeopleSoft Expenses uses to distribute reimbursements.

Viewing Employee Personal Data

Access the Employee Profile - Employee Data page using the Employee Self-Service navigation (Employee Self-Service, Travel and Expenses, Review/Edit Profile).

This is a display-only page. Make changes through the human resources department or by editing the profile in PeopleSoft Expenses using the Travel and Expenses navigation.

Editing Employee Personal Data

Access the Employee Profile - Employee Data page using the Travel and Expenses navigation (Travel and Expenses, Manage Employee Information, Update Profile).

You can edit personal information about an employee on this page; however, subsequent updates from human resources may overwrite your manual changes.

Maintaining Employee Organizational Data

This section discusses employee organizational data maintenance, lists common elements, and discusses how to:

View employee organizational information.
Edit employee organizational information.

Understanding Employee Organizational Data Maintenance

To process an expense reimbursement, you must assign an employee to a general ledger business unit that is enabled for PeopleSoft Expenses. This business unit and other relevant ChartFields are populated from the human resource system. The way that you set up a business unit determines expense parameters such as accounting defaults, expense report IDs, and mileage rates. All of these factors apply to each employee assigned to the business unit.

When you add employees to the PeopleSoft Expenses system, you need to validate their organizational data before PeopleSoft Expenses marks the employees as valid for expense entry. To do this, you can run the Validate Organizational Data process from the Load Employee Data page, which validates organizational data for all new employees. Another option is to add a new employee profile using the Travel and Expenses navigation and click the Validate button on the User Profile - Organizational Data page to initiate the validation process for that employee.

Loading Employee Data From PeopleSoft Human Resources

Common Elements Used in This Section

Expenses Processing Data (section)	Indicates whether the employee's organizational data is validated, verifying that the employee is eligible for expense processing. To validate employee organizational data, select the Validate Organizational Data option when you run the Load Employee Data process or click the Validate button for new employees after you save the profile.
Valid for Expenses	The system verifies that the employee's organizational data is valid and the employee is eligible for expense processing.
Validate	Click to initiate the validation process for a new employee. This button is available through the Travel and Expenses navigation only after you add a new employee and save the information.
Default Profile	Select to make this profile the employee's default. Some employees have more than one profile if they work in multiple departments or jobs. If an employee has multiple profiles, designate one as the default profile to enable the employee to enter expense transactions.
Reason for Status	Indicates whether the employee passed all checkpoints when you loaded your employee tables from human resources.
Ignore Authorized Amounts	Select to exempt the employee from authorized amount spending limits on expense transactions. If you select this option, the system overlooks expense location amounts defined for expense types such as hotels or meals.
Disable DCAA (disable Defense Contract Audit Agency)	Select to disable the requirement to enforce DCAA audit requirements for an employee. Note. PeopleSoft Expenses displays this check box if DCAA Enabled is selected on the Installations Options - Expenses page and is not disabled on the Expenses Definition - Business Unit 1 page. This check box is display-only for employees using the Employee Self-Service navigation and editable for administrators using the Travel and Expenses navigation.
Employee Status, GL Unit, and Department	Displays information about an employee's organizational affiliation. This information comes over from human resources; however, you can manually change these fields using the Travel and Expenses navigation.
Hours Per Period	Select the Use Business Unit Default check box for PeopleSoft Expenses to use the time reporting thresholds established for the employee's general ledger business unit. Deselect the check box to override the general ledger business unit Per Period Thresholds settings and enter minimum and maximum hours that the employee can enter for a time reporting period. See Defining Specifications for a Business Unit.
Supervisor Information (section)	Displays information about the employee's supervisor. This information comes over from human resources; however, you can manually change this using the Travel and Expenses navigation. The supervisor identified here may be one of the approvers for the employee's travel authorizations and expense reports as defined in the approval rules. If there is a reporting manager in the employee's HR data but no supervisor, then the system displays the reporting manager's ID instead.
Designated Approver	Select an approver for the employee. PeopleSoft Expenses displays this field if there is no HR Supervisor or Reports To employee ID defined in the employee profile. For example, the CEO of an organization does not have a supervisor, so you can designate the CFO as the approver for the CEO.
Default ChartField Values section	Use to predefine one or more of the ChartField values for this employee profile. The system uses these values to populate the default accounting information of expense related transactions created by the employee.
Cash Advance Level	Select Business Unit to indicate that the maximum amount for the business unit applies to the employee. The system displays the amount. Select Specific Amount to open a new field to input the maximum advance amount authorized for the employee. Select None if the employee is not authorized for cash advances.
Expense Processing Role	You can assign an expense role to associate with the employee; however, you may only assign one expense role per employee, even if they hold more than one job in the company. Establish roles for employees depending on their positions in the organization. Roles determine the authorized amounts employees can spend, the visibility of VAT fields, and the accounting ChartField behaviors. See Defining PeopleSoft Expenses Processing Roles and Exceptions.

Page Used to Maintain Employee Organizational Data

Page Name	Definition Name	Navigation	Usage
Employee Profile - Organizational Data	EX_EE_ORG_DTA EX_EE_ORG_DTA2	Employee Self-Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	View employee organizational information. Assign an employee to a general ledger business unit and a department for expense reimbursement. The employee's business unit determines such things as accounts to charge, allowable mileage rates, and cash advance limits.

Page Name

Definition Name

Navigation

Usage

Employee Profile - Organizational Data

EX_EE_ORG_DTA

EX_EE_ORG_DTA2

Employee Self-Service, Travel and Expenses, Review/Edit Profile
Travel and Expenses, Manage Employee Information, Update Profile

View employee organizational information.
Assign an employee to a general ledger business unit and a department for expense reimbursement. The employee's business unit determines such things as accounts to charge, allowable mileage rates, and cash advance limits.

Viewing Employee Organizational Data

Access the Employee Profile - Organization Data page using the Employee Self-Service navigation (Employee Self-Service, Travel and Expenses, Review/Edit Profile).

This is a display-only page. All changes must be made by the human resources department or by editing the profile in PeopleSoft Expenses.

Editing Employee Organizational Data

Access the Employee Profile - Organization Data page using the Travel and Expenses navigation (Travel and Expenses, Manage Employee Information, Update Profile).

You can add or edit an employee's organizational data information on this page; however, updates from human resources may overwrite the changes. The ChartFields defined in the employee's profile are used to populate the expense accounting distribution. For example, you can define defaults for the employee's business unit and other ChartFields that make up the employee's cost center in the employee profile, but define the Account ChartField default in the Expense Type or Expense Group. The combination of these ChartFields becomes the accounting distribution used to identify the appropriate cost center(s) for the employee's expenses. Project ChartField defaults can be used if an employee routinely works on one or more projects and allows you to define specific activity codes for each project. You can set up Project ChartField defaults separately between expense reports and time reports. This enables you to track time and expenses at different levels of the project if you use PeopleSoft Project Costing.

Billing type and payment type may default from the employee's profile but if you define defaults for these fields in the expense type they will supersede the defaults from the employee profile.

Maintaining User Defaults

This section provides an overview on user defaults and discusses how to set up and maintain user defaults.

Understanding User Defaults

You can set up user defaults to minimize the amount of data entry on travel authorizations, cash advances, expense reports, and time reports and to ensure accurate reporting on project-based costs. The Employee Profile - User Defaults page is where you define general default preferences, expense type specific preferences, time report specific preferences, and project ChartField preferences.

How Defaulting Works

The user preference data appears by default onto the transaction only when using Add mode, such as when adding a new travel authorization, cash advance, expense report, or time report or adding a line into one of these reports. This functionality works when the employee enters his own report or for whomever an employee has given entry authority to.

Employees can edit the Employee Profile - User Defaults page from the Employee Self-Service menu; administrators can update the information for any employee from the Travel and Expenses menu. You can also change the defaulted information during data entry of travel authorizations, cash advances, expense reports, and time reports.

A User Defaults link appears on each transaction page that transfers you to the Employee Profile - User Defaults page where you can modify the default values. When you return to the transaction after modifying the defaults, PeopleSoft Expenses does not refresh existing fields with the new default values. The system only applies the new default values to subsequent data entry.

If you want to update the accounting defaults after transferring to the Employee Profile - User Defaults page and making changes, click the Load Defaults button on the accounting defaults page. The new information appears by default onto all distribution lines at Save and Submit time, as long as you have not previously changed the distribution information for a line. For example, if you have a transaction with three lines and you changed the distribution on line two, PeopleSoft Expenses updates lines one and three with the new split information, but the system does not change line two.

For time reports, because there is no split or distribution concept, PeopleSoft Expenses deletes all existing time detail rows, except non-policy time, and replaces them with project rows defined in the profile (if any).

Expense Defaults

During line entry on a travel authorization or expense report, when you add a new line, PeopleSoft Expenses pre-populates defaults based upon the expense type edit and the required fields that are tied to the expense type. For example, PeopleSoft Expenses pre-populates the number of nights for lines where the expense type edit is Hotel/Lodging.

Expense Type Defaults

Define payment methods, preferred merchants, and billing type by expense type in this section. You can select a preferred merchant from those defined for the expense type, or you can enter a default merchant name if there are none defined at the expense type level.

Project Defaults and Time Reporting

PeopleSoft Expenses enables you to have one set of project default values for travel authorizations and expense reports and another set of project default values for time reports.

You may add one or more rows of project accounting default values. Each row of project values may be enabled or disabled. When you create transactions, PeopleSoft Expenses copies each enabled row of values into the relevant section of your new transaction.

If PeopleSoft Project Costing is installed, then all project ChartFields are available for default, including default percentage split for expense reports and default hours for time reports. If PeopleSoft Project Costing is installed, the name of this grid is Project Defaults.

If PeopleSoft Project Costing is not installed, then only the PC Business Unit, Project ID, and Activity ID ChartFields are available for default for time reporting. If PeopleSoft Project Costing is not installed, the name of this grid is Time Reporting.

Note. Access to project ChartFields can be dependant on the employee privilege template for time reports. For example, if the PC ChartFields value for the employee privilege template, that the employee is assigned to for time reports, has a value of Modify, then the employee can change Project Costing ChartFields.

See Maintaining Employee Privilege Templates.

Page Used to Maintain User Defaults

Page Name	Definition Name	Navigation	Usage
Employee Profile - User Defaults	EX_EE_USER_PREF	Employee Self Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	View or modify general default preferences and default preferences for travel authorizations, cash advances, expense reports, and time reports.

Viewing or Modifying User Defaults

Access the Employee Profile - User Defaults page using the Employee Self-Service navigation (Employee Self Service, Travel and Expenses, Review/Edit Profile).

Default Creation Method: Online

Expense Report

Set up a default method to create an expense report. You can override the default on the expense report page.

Select one of the following methods to use as a default to create new expense reports:

Copy From a Template: PeopleSoft Expenses will display the Create Expense Report - Select a Template page where you can select a template to use or select the expense types and date to include in the expense report.
Copy From a Travel Auth.: PeopleSoft Expenses will display the Create Expense Report - Populate From a Travel Authorization page where you can select a travel authorization to copy from.
Copy an Existing Report: PeopleSoft Expenses will display the Create Expense Report - Copy From an Existing Expense Report page where you can select an expense report to copy.
Open a Blank Report: PeopleSoft Expenses will display the Create Expense Report - Expense Report Entry page.

Time Report

Set up a default method to create a time report. You can override the default on the time report page.

Select one of the following methods to use as a default to create new time reports:

Copy an Existing Report: PeopleSoft Expenses will display the Create Time Report - Copy From an Existing Time Report page where you can select a previous time report to copy.
Open a Blank Report: PeopleSoft Expenses will display the Create Time Report - General Time Report Information page where you can enter descriptive information about a time report.

Travel Authorization

Set up a default method to create a travel authorization. You can override the default on the travel authorization page.

Select one of the following methods to use as a default to create new travel authorizations:

Copy From a Template: PeopleSoft Expenses will display the Create Travel Authorization - Select a Template page where you can select a template to use or select the expense types and date to include in the travel authorization.
Copy an Existing Authorization: PeopleSoft Expenses will display the Create Travel Authorization - Copy From an Existing Travel Authorization page where you can select a travel authorization to copy.
Open a Blank Authorization: PeopleSoft Expenses will display the Create Travel Authorization - Travel Authorization Entry page where you can enter a date range and descriptive information about a travel authorization.

Default Creation Method: Mobile - Laptop

Expense Report	Open a blank Report is the only default option available for Mobile expense report.
Time Report	Open a blank Report is the only default option available for Mobile time report.

Expense Defaults

Entry Method	Select the type of data entry method for the employee to use to prepare expense reports: Frequent or Occasional.
Report Description	Enter a description that you want to appear by default onto the header level of your travel authorizations, cash advances, and expense reports.
Per Diem Range	Select a per diem range ID that is associated with a range type of Daily. A per diem that is associated with a range type of Daily, on a project or at a site, requires the number of days to appear by default into the expense report for the employee. This field only has values if the user is associated with a SetID that uses a daily range type. Ranges are defined on the Per Diem Range page and the amount for the per diem is defined on the Per Diem Amount page.
Business Purpose	Select from a predefined list (created when your organization implemented the PeopleSoft Expenses system). The business purpose that you select appear by default onto the header level of your travel authorizations, cash advances, and expense reports.
Billing Type	Select the billing action that you want to appear by default onto your travel authorizations, expense reports, and time reports. If you use PeopleSoft Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. PeopleSoft Expenses passes these items to PeopleSoft Billing for processing.
Originating Location	Select a city, country, or geographical area (established by your organization during system setup) that you want to appear by default onto your travel authorizations and expense reports.
Expense Location	Select a city, country, or geographical area where you will incur expenses that you want to appear by default onto your travel authorizations and expense reports.
Payment Type	Select how you pay for expenses and enable the payment type to appear by default onto your travel authorizations and expense reports.
Credit Card	Select a credit card number that you want PeopleSoft Expenses to use as a default for expense transactions with a method that may directly reimburse the vendor. For security reasons, all but the last four numbers for each credit card will be masked. The credit card information for the employee is maintained on the Employee Profile - Corporate Card Information page.
Transportation ID and Transportation Type	The system displays the employee's active transportation IDs from which to choose. Select a transportation ID that you want to appear by default onto your travel authorizations and expense reports.
Number of Nights	Enter the number of nights that you want to appear by default onto your travel authorizations and expense reports for the expense type Hotel/Lodging.

Expense Type Defaults - Expense Type Tab

Expense Type

Select an expense type. When you select the expense type on your travel authorizations and expense reports, PeopleSoft Expenses will populate the payment type, billing action, and merchant information.

Payment Type

Select how you pay for the expense type. When you select the expense type on your travel authorizations and expense reports, PeopleSoft Expenses will populate the Payment Type field with this information.

Billing Type

Select the billing action that you want to appear by default onto your travel authorizations and expense reports for the expense type.

If you use PeopleSoft Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. PeopleSoft Expenses passes these items to PeopleSoft Billing for processing.

Expense Type Defaults - Merchant Tab

Preferred Merchant or Merchant

Select a preferred merchant or a non-preferred merchant. When you select the expense type on your travel authorizations and expense reports, PeopleSoft Expenses will populate the Preferred Merchant or Merchant field with this information.

Note. You may select a preferred merchant, a non-preferred merchant, or neither; however, you cannot select both.

Project Defaults for Expenses

Enabled	Select to indicate to the system to include the project as a default on travel authorizations and expense reports.
PC Business Unit	Select a business unit for a project that you want to appear by default onto your travel authorizations and expense reports.
Project and Description	Select a project that you want to appear by default onto your travel authorizations and expense reports.
Activity and Description	Select a project activity that you want to appear by default onto your travel authorizations and expense reports. You create activities in PeopleSoft Project Costing.
Percentage	If the project is enabled, enter a positive, non-zero amount less than or equal to 100. The sum total of all enabled projects must equal 100 percent. Note. PeopleSoft Expenses does not display this field if PeopleSoft Project Costing is not installed.
Source Type, Category, and Subcategory	If applicable, select for which you want to record time. If you enabled the project default line, PeopleSoft Expenses uses these entries to create the default accounting distribution for travel authorizations and expense reports.

Note. Access to these fields is determined by the value in the PC ChartFields field on the Employee Privilege Template page for the expense report transaction.

Time Defaults

Country, State, and Locality

Select a country, state, and locality (established by your organization during system setup) that you want to default onto the header of your time reports.

Billing Type

Select the billing action that you want to default onto your time reports.

Select Project ChartFields Display:

Select how you want PeopleSoft Expenses to display PeopleSoft Project Costing ChartFields displayed on your time reports. Options are:

Default: Select for PeopleSoft Expenses to use the Project Time Options selection on the Expenses Definition – Business Unit 2 page.
Descriptions: Select for PeopleSoft Expenses to display PeopleSoft Project Costing ChartField descriptions on time reports. Selecting this option overrides the Project Time Options selection on the Expenses Definition – Business Unit 2 page.
Codes: Select for PeopleSoft Expenses to display PeopleSoft Project Costing codes on time reports. Selecting this option overrides the Project Time Options selection on the Expenses Definition – Business Unit 2 page.

Project Defaults for Time

Enabled	Select to indicate to the system to include the project as a default for time reports.
PC Business Unit	Select a business unit for a project that you want to appear by default onto your time reports.
Project and Description	Select a project that you want to appear by default onto your time reports for which you want to record time.
Activity and Description	Select a project activity that you want to appear by default onto your time reports for which you want to record time. You create activities in PeopleSoft Project Costing.
Time Quantity	If the project is enabled, enter the number of hours per day, per project to appear by default onto the time report. You cannot exceed 24 hours on a single enabled row and you cannot exceed 24 hours for an accumulated total of all enabled rows. Note. PeopleSoft Expenses does not display this field if PeopleSoft Project Costing is not installed.
Source Type, Category, and Subcategory	If applicable, select for which you want to record time. If you enabled the project default line, PeopleSoft Expenses uses these entries to create the default accounting distribution for time reports.

Note. Access to these fields is determined by the value in the PC ChartFields field on the Employee Privilege Template page for the time report transaction.

Maintaining Employee Privilege Templates

This section provides an overview of employee privilege templates and discusses how to set up

Understanding Employee Privilege Templates

Employee privilege templates:

Enable an organization to limit access to Expenses General Ledger and Project Costing ChartFields by user.
Can be defined for each transaction type used except cash advances.

Employee privilege templates are optional.
Can be assigned to an employee at the business unit level or at the employee role level.

To assign a privilege template to a business unit, use the Business Unit Privileges page.

To assign a privilege template to a role, use the Expenses Role Setup page.
Are used during on-line entry for expense report, travel authorization, and time report transactions.

This functionality is also available to approvers by using the Approval Privilege Template page.

Note. If a employee privilege template is used and you change the employees access to Project Costing ChartFields, for example from display to hide, then you run the risk of transactions becoming stuck in the system. This is because if the employee cannot access the Project Costing ChartFields to change them, the system continues to populate the ChartFields with the default value defined on the User Defaults page.

See Also

Maintaining User Defaults

Configuring Business Units for PeopleSoft Expenses

Defining PeopleSoft Expenses Processing Roles

Setting Up Approval Privilege Templates for PeopleSoft Expenses

Page Used to Maintain Employee Privilege Templates

Page Name	Definition Name	Navigation	Usage
Employee Privilege Template	EX_EE_PRIV_TMPL	Set Up Financials/Supply Chain, Product Related, Expenses, Management, Employee Privilege Template	Set up employee privilege templates.

Setting Up Employee Privilege Templates

Access the Employee Privilege Template page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Employee Privilege Template).

An employee privilege template can be created for expense reports, travel authorizations, and time reports.

Default Accounting	Select a value to indicate the employee access to the Accounting Defaults page, which specifies the default accounting for expenses report and travel authorization transactions. This option is not applicable to time reports. If you select: Hide, the Accounting Defaults link does not appear on the transaction page. Modify, the Accounting Defaults link appears on the transaction page. The employee can use the Accounting Defaults link to access the Accounting Defaults page and change all accounting fields. View, the Accounting Defaults link appears on the transaction page. The employee use the Accounting Defaults link to access the Accounting Defaults page and the employee can view accounting fields. The employee cannot change accounting fields.
Distributions	Select a value to indicate the employee access to the Accounting Details link or button, which specifies the accounting at the line level for expense report, travel authorization, and time report transactions. The value in this field also determines the value that defaults into the GL ChartFields and PC ChartFields fields on this page. It controls the highest level that can be determined in the GL ChartFields and PC ChartFields fields. If you select: Full, the Accounting Details link or button appears on the line of the transaction page and the employee can modify all account distribution values on the Accounting Details page. The GL ChartFields and PC ChartFields fields default to Modify. The GL ChartFields and PC ChartFields fields can be changed to View or Hide when the Distributions value is Full. Hide, the Accounting Details link or button does not appear on the transaction page. Therefore, the employee cannot access the Accounting Details page from the transaction page. The GL ChartFields and PC ChartFields fields default to Hide and are closed fields that cannot be changed. Modify, the Accounting Details link or button appears on the line of the transaction page. The employee can change account distribution values on the Accounting Details page depending on the values in the GL ChartFields and PC ChartFields fields. The GL ChartFields and PC ChartFields fields default to Modify. The GL ChartFields and PC ChartFields fields can be changed to View or Hide when the Distributions value is Modify. View, the Accounting Details link appears on the line of the transaction page. The employee can view account distribution values on the Accounting Details page depending on the values in the GL ChartFields and PC ChartFields fields. The GL ChartFields and PC ChartFields fields default to View. The GL ChartFields and PC ChartFields fields can be changed to Hide when the Distributions value is View.
GL ChartFields (general ledger ChartFields)	Select a value to indicate the employee access to all General Ledger (GL) ChartFields, at the line level for the transaction type. If you select: Hide, general ledger ChartFields do not appear on the Accounting Detail page. Modify, the employee can change general ledger account distribution values. This option is not available if the Distributions value is Hide or View. View, the employee can only view general ledger account distribution values. This option is not available if the Distributions value is Hide.
PC ChartFields (project costing ChartFields)	Select a value to indicate the employee access to all Project Costing (PC) ChartFields, at the line level for the transaction type. If you select: Hide, Project Costing ChartFields do not appear on the Accounting Detail page. Modify, the employee can change Project Costing account distribution values. This option is not available if the Distributions value is Hide or View. View, the employee can only view Project Costing account distribution values. This option is not available if the Distributions value is Hide.
User Defaults	Select a value to indicate whether the User Default link appears on the transaction page. If you select: Hide, the User Default link does not appear on the transaction page. View, the User Default link appears on the transaction page.

Maintaining Employee Bank Account Data

Information about employee bank accounts tells the system how and where to send expense reimbursements if an employee chooses direct deposit. There must be at least one bank account defined if an employee selects this payment method.

This section discusses how to:

Maintain bank account data for employees.
Specify a bank for deposits.
Enter employee electronic funds transfer (EFT) options.
Enter intermediary bank routings.

See Also

Defining EFT Payment Format Codes

Pages Used to Maintain Employee Bank Account Data

Page Name	Definition Name	Navigation	Usage
Employee Profile - Bank Accounts	EX_EE_PYMNT_DTL	Employee Self-Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	View or modify employee bank account information. If you use the Employee Self-Service navigation, you can only view information. If you use the Travel and PeopleSoft Expenses navigation, you can view or modify information.
Intermediary Bank Routings	EX_EE_BANK_INT	Click the Routings icon on the Pay to Bank Accounts page. (This icon is only accessible through the Travel and Expenses navigation.)	Define the intermediary bank routings if funds must pass through several banks before the final bank.
Pay to Bank Accounts	EX_EE_BANK_ACCT	Click the Bank Account icon on the Employee Profile - Bank Accounts page.	Specify a bank for the deposit of employee expense reimbursement funds.
Employee EFT Options	EX_EFT_OPT_SEC	Click the EFT Options link on the Employee Profile - Bank Accounts page.	If the selected payment method for expense reimbursement is EFT, use the Employee EFT Options page to enter additional information for employees who live in certain countries.

Maintaining Bank Account Data for Employees

Access the Employee Profile - Bank Accounts page (Employee Self-Service, Travel and Expenses, Review/Edit Profile or Travel and Expenses, Manage Employee Information, Update Profile).

Organizational Data

Default Profile

When selected, indicates if this profile is the employee's default profile.

See Maintaining Employee Organizational Data.

Payment Method

Select a payment method. Options are:

Automated Clearing House: Send all expense payments to a central location for distribution to individual employee bank accounts. If you select this payment method, select a default bank account for reimbursement deposits.
Default from Distribution Bank: Payment comes from the distribution bank that is defined for the employee's general ledger business unit.
Electronic Funds Transfer: Reimbursement is by direct deposit to the employee's bank account. If you select this payment method, select a default bank account for reimbursement deposits.

If required by the employee's country, enter additional information on the EFT Payment Options page.
Giro - EFT: Reimbursement is by EFT. Only Singapore supports this form of EFT.
System Check: Reimbursement is in the form of a paper check. This is the default payment method.

Note. PeopleSoft Expenses enables the Payment Method field only when you use the Travel and Expenses navigation.

Hold Payment

If selected, reimbursement will not occur during a pay cycle until you remove the hold. For example, you can choose to withhold payment until an employee clears outstanding advances.

Note. PeopleSoft Expenses enables the Hold Payment field only when you use the Travel and Expenses navigation.

Bank Account Info (bank account information) Tab

Default	Select to indicate the default bank account for expense reimbursement if more than one bank appears in an employee profile and if the payment method is Automated Clearing House or Electronic Funds.
	Click the Bank Account button to access the Pay to Bank Accounts page, where you can identify a bank for the deposit of expense reimbursement funds.
Source	Indicates the source of the bank account information. Options are Expenses or Payroll.
Bank Name, Bank ID, Branch Name, Branch ID, and Bank Account # (bank account number)	Displays information about the selected bank.

See Specifying a Bank for Deposits.

Prenote Info (prenote information) Tab

Prenote is a test run performed by an organization to verify payment information, electronic funds transfer (EFT) or automated clearing house (ACH), before sending an actual payment or payment advice. If you select Electronic Funds Transfer as the payment method for an employee, use this tab to change the status of the bank account. ACH prenote is allowed for both expense and cash advance payments. When expenses and cash advance payments are sent to the pay cycle with prenote enabled in PeopleSoft Payables, pay cycle processes the prenote and updates the prenote status in PeopleSoft Expenses.

Prenote Status	Indicates the status of the test: Confirmed: Prenote was sent, and the bank verified the EFT or ACH information. New: Bank account is created, but prenotification has not occurred. Pending: Awaiting confirmation on a prenote that was sent. Rejected: Prenote was sent, but bank rejected it. Submitted: Prenote was sent, and bank acknowledged it.
Required	Select to indicate if a prenote is required.
Prenotification Date	Indicates the date that the prenote was sent to the bank.
Wait Days	Enter the number of days from the prenotification date to wait before marking the prenote status Confirmed.
EFT Options	Click to open the Employee EFT Options page and specify information for employees who live in certain countries. Use only if the payment method for expense reimbursement is Electronic Funds Transfer.

Specifying a Bank for Deposits

Access the Pay to Bank Accounts page (click the Bank Account icon on the Employee Profile - Bank Accounts page).

Click the Go To Address button to access the Bank Address page.

Click the Phone button to access the Phone Information page.

Click the Routings button to access the Intermediary Bank Routing page.

Country

Enter the country of the employee's bank. The country code selected dynamically impacts the layout of the Pay to Bank Accounts page IBAN field.

Bank Name

Enter the name of the employee's bank.

Branch Name

Enter the bank's branch name.

Bank ID Qualifier

Determines which edit algorithm to use to check the Bank ID number sequence.

Account Type

Indicates the type of account, such as Check Acct (checking account).

Bank ID

Enter the routing number of the employee's bank.

Branch ID

Enter the bank's branch number.

Bank Account Number

Enter the employee's bank account number.

Check Digit

Enter the two numeral check digit code for the country.

DFI Qualifier (Depository Financial Institution qualifier)

Indicates what format (how many characters and numbers) appear in the DFI ID of the bank. Each type has a specific number of characters that you can enter:

Transit Number: Exactly 9 numeric characters, plus check digit calculation.

Swift ID: 8 or 11 characters; positions 5 and 6 must be a valid 2-character country code.

CHIPS ID: 3 or 4 numeric characters.

Canadian Bank Branch/Institute: No validation.

Mutually Defined: No validation.

DFI ID

If you select a DFI qualifier, then provide an identification that conforms to the banking standards of the DFI qualifier country.

IBAN or IBAN Digit(international bank account number digit)

Define the account's IBAN for transmittal with other account information for the bank account. Enter either the IBAN identifier or the two numeral check digit code for the country and click View IBAN. If the system successfully validates check digit, the IBAN for this account displays.

Note. The IBAN field displays as either IBAN or IBAN Digit depending on the setting defined on the IBAN Formats page for the country code that is selected. IBAN format options are setup using the Banking menu options.

BIC(bank identifier code)

Enter a BIC code for this bank. This code is based on the ISO standard (9362), which is the universal method used to identify the financial institutions that enable automated processing of payments. A BIC code is used to route cross-border and some domestic payments to a bank branch or payments center.

SEPA requires the use of BIC and IBAN codes to uniquely identify the creditor's and debtor's banks and bank accounts in all Euro cross-border payments. It is imperative that the IBAN and BIC codes are correct to avoid repair fees that the bank charges due to processing errors, and to avoid delays in processing payments and collections due to the time-consuming correction of these errors.

Once you enter a BIC code, the system validates the length and layout of the characters, and validates the BIC country code against the country code set up for the bank branch .

See Also

Setting Up Banks

Entering Intermediary Bank Routings

Access the Intermediary Bank Routings page (click the Routings icon on the Pay to Bank Accounts page).

Seq (sequence)

The sequence numbers indicate the relative order in which the funds flow through intermediary banks.

Routing

Select whether the routing will occur via a bank or DFI ID, and complete the appropriate fields.

Entering Employee EFT Options

Access the Employee EFT Options page (click the EFT Options link on the Employee Profile - Bank Accounts page).

Payment Format

Select a format for the employee's EFT option.

PeopleSoft Payables is preloaded with payment formats, such as Check Std, Pay & Dep, or Wire. Create your own payment formats, or modify existing ones with EFT Payment Format Codes.

See Setting Up Files for Electronic Funds Transfers.

Transaction Handling

Determines which parts of the payment to include in the EFT file that is sent to the employee's bank. Select one:

Pay+Advice (payment plus advice): Transmit both the actual payment and the advice.

Prenote: Transmit a test run to verify all EFT before sending out an actual payment and advice.

Pymnt Only(payment only): Transmit only the payment with the EFT file.

Domestic Costs and Corr Costs (correspondent costs)

Depending on the country in which an EFT occurs, costs may be involved in executing such transactions, especially with a transfer between two countries.

Domestic Costs indicates who pays for the bank costs of the EFT. Banks assess correspondent costs if third parties are involved. When there are domestic costs or correspondent costs with an EFT transaction, select a source of payment. Options are:

Payee Acct (payee account): Charge the employee's account.

Payr/Payee (payer and payee): Charge the employee and the employer equally. This choice applies only to Domestic Costs.

Pyr D Acct (payer domestic account): Assess the costs to the employer's domestic account.

Pyr F Acct (payer foreign account): Charge the employer's foreign account.

Bank Check Drawn On

Specify that a check comes from (none), Payee Bank, or Payer Bank to generate a check for an employee's EFT transactions.

Check Forwarding

Indicate that the check goes to (none), Payee, Payee Bank, Payer, or Pyr Bank (payer bank) to forward a check.

Payment Instruction Ref 1-2

Provide any other comments regarding EFT transactions.

Complex Routing

Select to indicate that the EFT is routed to the employee's bank through an intermediate party, whose routing information you provide when you define the account.

Crossed Check

Select to indicate that the EFT involves a check that cannot be signed over to a third party.

Pmnt Inst 1-4 (payment instruction 1-4)

Add further payment instructions for this employee's funds transfers. These fields contain standard EFT instruction codes that come delivered with your system.

Maintaining Employee Credit Card Data

This section provides an overview of employee credit card data and discusses how to maintain employee credit card data.

Understanding Employee Credit Card Data

Corporate credit card information about each employee is essential to your expense processing system. If you make payments directly to credit card vendors for employees, use credit card numbers to link payments to employee transactions and credit the appropriate accounts.

When employees perform expense transactions with a method that directly reimburses the vendor, credit card numbers that are associated with the vendor ID are used to identify employee accounts. When a company makes payments for employees, this enables the credit card vendor to apply the appropriate payments to each employee's credit card account.

Page Used to Maintain Employee Credit Card Data

Page Name	Definition Name	Navigation	Usage
Employee Profile - Corporate Card Information	CC_CARD_DATA	Employee Self-Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	View employee credit card information. View or change employee credit card information.

Maintaining Employee Credit Card Data

Access the Employee Profile - Corporate Card Information page (Employee Self-Service, Travel and Expenses, Review/Edit Profile).

Credit Card Tab

Card Number	Enter the credit card account number. For security reasons, PeopleSoft Expenses masks all but the last four digits of the credit card number after you enter the credit card number.
Expiry Date (expiration date)	Indicates the date that the credit card expires.
Charge Function	Indicates a specific purpose for the credit card. Values include: Corporate Card, Debit Card, Phone Card, and Procurement Card.
Status	Select an option that determines the status of the credit card for the employee. This field is optional and is updated during the Load External Data process if the Include Account Maintenance and the Update Profile for New Account fields are selected on the Installation Options - Expenses page. Visa and American Express only updates this field. If a Visa status is new, opened, or reinstated, then the Load External Data process updates this value to Active. If the Visa status is closed or suspended, then the Load External Data process updates this value to Inactive. If an American Express status is A1 or A2, then the Load External Data process updates this value to Active. If an American Express status is C1 or C2, then the Load External Data process updates this value to Inactive. The Load External Data process does not update this field for Master Card. However, you can update the field manually. Note. This field is only used by PeopleSoft Expenses.
Status Date	Enter a date that determines the effective date of the Status field. This field is optional and is updated during the Load External Data process if the Include Account Maintenance and the Update Profile for New Account fields are selected on the Installation Options - Expenses page. The Load External Data process uses the effective date (VS_EFFDT) on Record 3 for a Visa, and uses the status date (AMX_STATUS_DT) on KR1205 for American Express. The Load External Data process does not update this field for Master Card. However, you can update the field manually. Note. This field is only used by PeopleSoft Expenses.

Credit Limits Tab

Maximum Credit Limit	Enter the maximum amount that the employee can spend using the credit card.
Limit Per Cycle	Enter the maximum amount that the employee can spend using the credit card per each billing cycle.
Limit Per Transaction	Enter the maximum amount that the employee can spend on a single expense transaction.
Currency	Indicates the base currency for each credit card vendor.

Transaction Limits Tab

Transactions Per Cycle	Enter the number of transactions per cycle that the employee can have on the credit card.
Transactions Per Day	Enter the number of transactions per day that the employee can have on the credit card.

See Also

Managing Procurement Cards

Maintain Employee Transportation Data

This section provides an overview of employee transportation data and discusses how to maintain employee transportation data.

Understanding Employee Transportation Data

Mileage reimbursement requires that you establish certain transportation information. PeopleSoft Expenses requires different information, depending on whether you use Standard mileage reimbursement or Variable Rate reimbursement.

PeopleSoft Expenses allows employees the ability to update the transportation information for their own profiles. Employees and auditors can delete a record or update all fields in the transportation Identification table (except for the Transportation ID field) providing that there are no kilometers or miles associated with that Transportation ID in the Distance Traveled table.

After miles or kilometers are accrued for a transportation ID, PeopleSoft Expenses does not allow employees or auditors to delete the line. PeopleSoft Expenses does allow you to change the Status (Active and Inactive) and Status Date fields and the Lease Flag and Car Allowance Flag check boxes.

Note. The Employee Profile - Transportation Information page is available only if the distance rate associated with the employee's setID, expense type, and country is set to Varied.

See Also

Setting Up Distance Rates

Page Used to Maintain Employee Transportation Data

Page Name	Definition Name	Navigation	Usage
Employee Profile - Transportation Information	EX_EE_TRANSPORT	Employee Self-Service, Travel and Expenses, Review/Edit Profile Travel and Expenses, Manage Employee Information, Update Profile	Review, add, delete, or modify transportation type data for an employee.

Maintaining Employee Transportation Data

Access the Employee Profile - Transportation Information page (Employee Self-Service, Travel and Expenses, Review/Edit Profile).

Transportation Identification

Transportation ID	Provide a description of the transportation type. After you enter the transportation ID, you may not edit it. If you need to change the name of this field, you can delete the line and re-enter a new one, providing that there are no kilometers or miles associated with it.
Transportation Type	Indicate the transportation category. Your organization defines these, and they can be based on the type of car (such as compact or luxury) or the horsepower (such as 3HP or 4HP). You may not edit this field after kilometers or miles are accrued for the transportation ID.
Date Acquired	Indicates the date that the employee acquired the vehicle. You may not edit this field after kilometers or miles are accrued for the transportation ID.
Status	Select Active or Inactive.
Status Date	Indicates the date when the employee received a transportation type. PeopleSoft Expenses compares this date to expense report transaction dates to determine the availability of transportation ID's on the drop down list on the report.
Lease	Select to indicate that the car is leased. This is informational only and is designed for the approver and auditor.
Car Allowance	Select to indicate that the employee receives a car allowance. This is informational only, and is designed for the approver and auditor.
Transportation Type Setup	Click to go to the Transportation Type Setup page. Note. This link is available to employees who use the Travel and Expenses navigation, but it is not available to employees who use the Employee Self-Service navigation.
	Click the Add multiple new rows button to add a new transportation identification record. When you click the Save button, PeopleSoft Expenses creates a new line in the Distances Traveled section.
	Click the Delete row button to delete a transportation identification record. When you click the Save button, PeopleSoft Expenses deletes the corresponding line in the Distances Traveled section. Note. The Delete row button is not available if you have accrued any miles or kilometers for the transportation identification record.

Distances Traveled

Year	Indicates the year for tracking mileage.
Distance Type	Indicates tracking by Miles or Kilometers.
Total Distance	Indicates the total distance that an employee travels in a given calendar year.

	Click the Go To Address button to access the Bank Address page.
	Click the Phone button to access the Phone Information page.
	Click the Routings button to access the Intermediary Bank Routing page.
Country	Enter the country of the employee's bank. The country code selected dynamically impacts the layout of the Pay to Bank Accounts page IBAN field.
Bank Name	Enter the name of the employee's bank.
Branch Name	Enter the bank's branch name.
Bank ID Qualifier	Determines which edit algorithm to use to check the Bank ID number sequence.
Account Type	Indicates the type of account, such as Check Acct (checking account).
Bank ID	Enter the routing number of the employee's bank.
Branch ID	Enter the bank's branch number.
Bank Account Number	Enter the employee's bank account number.
Check Digit	Enter the two numeral check digit code for the country.
DFI Qualifier (Depository Financial Institution qualifier)	Indicates what format (how many characters and numbers) appear in the DFI ID of the bank. Each type has a specific number of characters that you can enter: Transit Number: Exactly 9 numeric characters, plus check digit calculation. Swift ID: 8 or 11 characters; positions 5 and 6 must be a valid 2-character country code. CHIPS ID: 3 or 4 numeric characters. Canadian Bank Branch/Institute: No validation. Mutually Defined: No validation.
DFI ID	If you select a DFI qualifier, then provide an identification that conforms to the banking standards of the DFI qualifier country.
IBAN or IBAN Digit(international bank account number digit)	Define the account's IBAN for transmittal with other account information for the bank account. Enter either the IBAN identifier or the two numeral check digit code for the country and click View IBAN. If the system successfully validates check digit, the IBAN for this account displays. Note. The IBAN field displays as either IBAN or IBAN Digit depending on the setting defined on the IBAN Formats page for the country code that is selected. IBAN format options are setup using the Banking menu options.
BIC(bank identifier code)	Enter a BIC code for this bank. This code is based on the ISO standard (9362), which is the universal method used to identify the financial institutions that enable automated processing of payments. A BIC code is used to route cross-border and some domestic payments to a bank branch or payments center. SEPA requires the use of BIC and IBAN codes to uniquely identify the creditor's and debtor's banks and bank accounts in all Euro cross-border payments. It is imperative that the IBAN and BIC codes are correct to avoid repair fees that the bank charges due to processing errors, and to avoid delays in processing payments and collections due to the time-consuming correction of these errors. Once you enter a BIC code, the system validates the length and layout of the characters, and validates the BIC country code against the country code set up for the bank branch .

Payment Format	Select a format for the employee's EFT option. PeopleSoft Payables is preloaded with payment formats, such as Check Std, Pay & Dep, or Wire. Create your own payment formats, or modify existing ones with EFT Payment Format Codes. See Setting Up Files for Electronic Funds Transfers.
Transaction Handling	Determines which parts of the payment to include in the EFT file that is sent to the employee's bank. Select one: Pay+Advice (payment plus advice): Transmit both the actual payment and the advice. Prenote: Transmit a test run to verify all EFT before sending out an actual payment and advice. Pymnt Only(payment only): Transmit only the payment with the EFT file.
Domestic Costs and Corr Costs (correspondent costs)	Depending on the country in which an EFT occurs, costs may be involved in executing such transactions, especially with a transfer between two countries. Domestic Costs indicates who pays for the bank costs of the EFT. Banks assess correspondent costs if third parties are involved. When there are domestic costs or correspondent costs with an EFT transaction, select a source of payment. Options are: Payee Acct (payee account): Charge the employee's account. Payr/Payee (payer and payee): Charge the employee and the employer equally. This choice applies only to Domestic Costs. Pyr D Acct (payer domestic account): Assess the costs to the employer's domestic account. Pyr F Acct (payer foreign account): Charge the employer's foreign account.
Bank Check Drawn On	Specify that a check comes from (none), Payee Bank, or Payer Bank to generate a check for an employee's EFT transactions.
Check Forwarding	Indicate that the check goes to (none), Payee, Payee Bank, Payer, or Pyr Bank (payer bank) to forward a check.
Payment Instruction Ref 1-2	Provide any other comments regarding EFT transactions.
Complex Routing	Select to indicate that the EFT is routed to the employee's bank through an intermediate party, whose routing information you provide when you define the account.
Crossed Check	Select to indicate that the EFT involves a check that cannot be signed over to a third party.
Pmnt Inst 1-4 (payment instruction 1-4)	Add further payment instructions for this employee's funds transfers. These fields contain standard EFT instruction codes that come delivered with your system.