Skip to Content

The Division of Information Technology


News

Travel and Expense - Roles, Responsibilities, and Schedule

We are very excited that Travel and Expense will soon be available in PeopleSoft. This powerful module is easy to use and provides a more efficient way to approve, process, and pay expense reports.

Roles and Responsibilities

With new implementations comes new roles and responsibilities. The new roles and responsibilities for Travel and Expense are outlined below.

Traveler
The traveler is any employee who travels. In PeopleSoft, the traveler is responsible for:

  • Updating Banking information in PeopleSoft. This will validate them as a traveler in PeopleSoft allowing them or a Proxy to create an expense transaction on their behalf.
  • When expense transactions are created by a proxy for the traveler, the traveler will be responsible for approving those transactions in PeopleSoft.

It is important to note this implementation is for Employees only. The current process for student and non-employee travel will not change.

Proxy
The proxy is anyone who will create expense transactions on behalf of the traveler. In PeopleSoft, the proxy is responsible for:

  • Creating expense transactions on behalf of the traveler (Travel Authorizations, Travel Advances, and Expense Reports).

Approver
The approver is anyone who will approve expense transactions. In PeopleSoft, the approver is responsible for:

  • Approving expense transactions (Travel Authorizations, Travel Advances, and Expense Reports).

 It is important to note that level one and level two Approvers in Travel and Expense are the same as they are in the payment request workflow with the exception of having the ability to ad hoc. This function is not available in Travel and Expense. You can add additional approvers for Travel. However, they will also be included in the workflow for payment request.

Training

About 45 days prior to the start of training for each phase, a training communication will be sent informing individuals they have been identified as someone required to receive Travel and Expense training for one of the roles described above. We will send out invitations two weeks prior to the start of training and provide a list of dates to choose from.

Go Live Schedule

For this implementation, we decided to go with a phased Go Live approach.  A pilot group has been identified for the initial phase and will go live November 6th. Starting the beginning of February, additional phases begin and will be based on operating unit. To understand how this affects you within your department, please contact your Buisness Managers as they will be kept informed along the way.

Note: If your department is not listed in Phase 1, 3, 4, or 5, then it is included in Phase 2.

The schedule is as follows:

Phase

Go Live Date

Operating Unit Description

Phase 1
                      
February 5th, 2018                                 Columbia Campus: School of Medicine,  Administration and Finance, Finance, Engineering-Computing
Other Campuses: Aiken, Upstate
Phase 2 March 5th, 2018 All Other Columbia Departments (not in Phase 1, 3-5), 
Other Campuses: Lancaster, School of Medicine-Greenville, 
Salkehatchie, Sumter, Union
Phase 3 April 2nd, 2018 Columbia Campus: Athletics, Honors College, Public Health,
Moore School of Business, Research, Mass Comm-Information Studies,
International Programs
Phase 4 May 7th, 2018 Columbia Campus: Arts and Sciences, Enrollment Management Services
Phase 5 June 6th, 2018 Columbia Campus: Provost, Student Affairs, Pharmacy, Hospitality Retail Sports Management, Education, Social Work, 
Other Campuses: Beaufort