Setting up PeopleSoft Expenses for Per Diem Processing

Page Name

Definition Name

Usage

Installation Options - Expenses Page

INSTALLATION_EX

To use overage accounting for amounts exceeding per diem amounts, select Allow Overage Accounting

Expense Types 1 Page

EX_EXPENSE_TYPES1

Define usage and requirements for an expense type.

Expense Types 2 Page

EX_EXPENSE_TYPES2

Define accounting distribution defaults for the expense type's billing codes.

Also define the accounts that are used for overage amounts. For example, if an employee charges an amount that is greater than the per diem amount, the overage/unallowable amount can be booked to a different account.

Expense Types 3 Page

EX_EXPENSE_TYPES3

Define parameters for per diems, preferred merchants, or both.

Expense Location Amount Page

EX_LOC_AMOUNT

Establish spending limits for business travel in a particular location.

Per Diem Range Page

EX_PER_DIEM_RANGE

Allows organizations to set up hourly or daily ranges to define per diem reimbursement percentages.

Per Diem Amount Page

EX_PER_DIEM_AMT

Sets the amount that an employee is reimbursed within a per diem range.

Note: The data that is entered using these pages can also be loaded as an Application Data Set (ADS). For more information about ADS, see Migrating Data Using Application Data Sets

To set up PeopleSoft Expenses to perform per diem processing:

  1. If you allow employees to override the per diem amount to enter an amount greater than the allowed amount, select the Allow Overage Accounting option on the Installation Options - Expenses Page. This setting enables PeopleSoft Expenses to record amounts exceeding a specified per diem amount to a different accounting line. When you set up an expense type, you can select a billing code parameter called Overage for that expense type.

    Selecting this option activates the Overage column on the Expense Types – Expense Types 2 page, which allows you to charge a different account for the amount spent over the per diem.

  2. Select Location in the Required Fields group box on the Expense Types – Expense Types 1 page to require employees to enter the location where charges occurred for the expense type.

    See Expense Types 1 Page.

  3. Select Per Diem or Per Diem Lodging in the Expense Type Edit group box on the Expense Types – Expense Types 1 page.

    Select Per Diem to prompt for input of times that include the start and end of the business day. This activates a per diem information button in an expense report, enabling the employee to select meals that another party, such as a supplier or lodging establishment, provides. PeopleSoft Expenses can then deduct the appropriate amount from the per diem for that day.

    Select Per Diem Lodging to indicate lodging where an employee stays with a family or a friend while on a business trip.

    See Expense Types 1 Page.

  4. Select Overage on the Expense Types – Expense Types 2 page to book amounts exceeding a per diem amount to a different set of ChartFields.

    See Expense Types 2 Page.

  5. Set up per diem deductions on the Expense Types – Expense Types 3 page.

    See Expense Types 3 Page.

  6. Set up amounts for locations that are subject to per diem processing on the Expense Location Amount page using the per diem expense type as a key.

    See Setting Up Expense Locations and Amounts.

  7. Set up hourly or daily ranges to define per diem reimbursement percentages on the Per Diem Range page.

    See Setting Up Per Diems.

  8. Set up amounts that employees are reimbursed within a per diem range on the Per Diem Amount page .

    See Setting Up Per Diems.

Using Per Diem Processing in PeopleSoft Expenses

When you create an expense report, you use the per diem expense type that you defined in Step 3 and use a location that you defined in Step 6. This brings the Per Diem defaults into the expense report when you select Retrieve Per Diem Amount.

Note: An employee can continue to enter an amount over the per diem amount defined if the option to override per diem is enabled for the business unit. However, the employee needs to provide an explanation for the overage. The per diem amounts are available as defaults only and the limit is not strictly enforced.