Travel and Expenses Training Resources (copied)
Purpose: This document is collection of various Travel & Expenses training resources available in Canvas and the Reference Center. These resources support the Travel & Expenses Process Alignment Workgroup (PAW) Task Force recommendations and best practices for alignment.
Audience: Staff working in the Travel & Expenses module
Travel & Expenses Overview
The functions of the Travel & Expense module are based upon security role access. End users can create, manage, submit, and/or approve travel and expense transactions in the form of Cash Advances, Travel Authorizations, and Expense Reports. Delegate and/or maintain end user roles and responsibilities as needed.
Fluid vs. Classic
What's the difference between Fluid and Classic? Fluid uses Homepages and Tiles as the starting point to navigate to pages and processes. Classic is the navigation menu found on the right hand side of the page.
It is recommended to use the Fluid interface when available (e.g., Travel Authorizations and Expense Reports):
- Fluid is a responsive and adaptive interface
- Accessibility best practice for inclusivity
- More user-friendly on different devices
- Fluid is more sustainable long-term; some T&E Classic pages are being de-supported
- FSCM Image 50 PUM Update (Oct. 26, 2024) has fixed a lot of issues related to Fluid in T&E
Self-Paced Travel & Expense Training Courses
List of Travel & Expense self-paced Canvas courses including course description, course objectives, who should take the course, and the estimated course duration. Determine which courses you would like to take, then select the ctcLink Training Registration form to self-register for the courses.
Course Description
This course provides the fundamentals you will need to use PeopleSoft Expenses. Travel and Expenses explains how travelers can submit travel documents. The three travel documents covered in this course are Cash Advances, Expense Reports, and Travel Authorizations. Upon completion of this course, you will understand how to create, modify, and delete travel documents. You will also learn how to view employee profiles and expense transactions and learn some basics about the budget checking process.
Course Objectives
- Understand basic overview of Travel and Expense terms and processes
- Create travel authorizations and expense reports
- Modify travel authorizations and expense reports
- Prepare cash advances
- Budget check transactions
- View employee profiles
Potential Roles/Who Should Take This?
Regardless of your roles in the system, if you are a traveler or plan to travel in the future, this course is a prerequisite. This course is also intended for:
- Finance staff
- Supervisors
- administrative assistants
- General users that plan to create and/or submit travel and expense transactions.
Traveler roles: ZZ PeopleSoft User.
Course Duration
2 - 3 hours
Course Description
This course builds on the fundamentals learned in the EX100 course. This Approver course provides the processes you will use as a PeopleSoft Expenses Approver. The Travel and Expenses module enables Approvers to manage and approve travel documents effortlessly. This course will explain how to complete the approval process for travel and expense documents. You will learn how to review, budget check, and approve expense transactions.
Course Objectives
- Understand basic overview of travel and expense terms and processing (optional)
- Manage approvals in expenses
- Understand delegation and Approval Workflow Engine (AWE)
- Use commitment control with expenses
Potential Roles/Who Should Take This?
This course is intended for:
- Finance staff
- Administrative Assistants
- Supervisors responsible for approving travel and expenses for travelers and general users
- Approvers responsible for reviewing, managing, and approving Cash Advances, Travel Authorizations, and/or Expense Reports. They delegate and/or maintain end user roles and responsibilities as needed.
Approver roles: ZZ Expenses Approval, ZZ Expenses Reporting, and possibly ZD Expenses Inquiry
Course Duration
2 - 4 hours
Course Description
This course builds on the fundamentals you learned in the EX100 course. The Travel & Expenses module enables Financial Administrators to manage and process expenses.
This course will explain how to edit and maintain employee profiles, process expense transactions, budget check in batch, review and edit travel and expense-related errors and exceptions, and view accounting transactions in expenses.
Course Objectives
- Understand basic overview of Travel & Expense terms and processing
- Maintain employee profiles
- Use commitment control with expenses
- Process expense payments
- Manage complex expense processes
- Understand travel and expense errors and exceptions
- View accounting transactions in expenses
Potential Roles/Who Should Take This?
This course is intended for staff responsible for finance expense management (Financial Administrators).
- Finance staff and/or supervisors responsible for creating, maintaining, and processing travel and expenses on behalf of travelers and general users.
- Travel Admins update and maintain user profiles.
Travel Administrator roles: ZZ Expenses Processing, ZZ Expenses User Admin, ZZ Expenses WorkCenter, and ZZ Expenses Reassign
Business/Finance office roles: ZZ Expenses Manager
Course Duration
2 - 4 hours
Reference Center Resources
Includes detailed user guides and step-by-step instructions for creating, submitting, approving, and managing travel authorizations, cash advances, and expense reports. Also covered are delegation workflows, troubleshooting errors, budget exceptions, and administrative maintenance tasks.
Travel & Expense Learning Opportunities
Instructor-led sessions that are designed for staff who have successfully completed the self-paced Travel & Expense Canvas course trainings. Sessions are delivered on a cyclical basis – monthly, quarterly, or yearly – with the goal of strengthening the participants’ skillset.
Online Location Link
Description
- Every LAST Monday of the month, join us for a collaborative, interactive and troubleshooting session on everything Travel and Expenses. This session may be partially recorded.
TRAINING 11 - 11:30 AM: First half of the meeting will typically be a short training focused on a particular topic/process in Travel and Expenses. This portion of the meeting is usually recorded. The recording and associated QRGs will be posted to the ctcLink Learning Opportunities Information Canvas Course. End users are welcome to listen in and learn something new.
Q&A 11:30 - 12 PM: Second half of the meeting will not be recorded. This open time is for college end users to collaborate with functional support and other Travel and Expense staff/supervisors to troubleshoot issues, discuss workflow or process questions, and/or even share your screen. Some examples of topics:- Canceling EX Payments
- Initial Setup and the Importance of updating Expenses Profiles
- Applying Cash Advances to an Expense Report
- Cash Advance Reconciliation
- On & Off-boarding Employees for Expenses
- Why your Approved Expense Report Won't Stage for Payment
Primary Audience
- Staff, Travelers, Travel Admins/Staff
Prerequisite Course(s)
- EX100, EX101 and/or EX102
Presenter/Facilitator
- Jennifer Smith, SBCTC Finance Functional Analyst - Travel & Expense
Contact Information
- Alec Risk, SBCTC Functional Trainer - Finance
- Email: [email protected]
Link to College System & SBCTC Calendar for upcoming Trainings, Work Sessions, Drop-in Q&A sessions etc. for other FIN modules:
Past Training/Learning Opportunity Recordings
Explore topics or refresh your memory with previously recorded ctcLink Learning Opportunities recordings. All Learning Opportunity recordings are located in the ctcLink Learning Opportunities Information Canvas course (formally Pillar Work Session Information course). Recordings may also be located in the Additional Resources module of the corresponding role-based Canvas course(s). The captions provided with these recordings were auto generated. If additional assistance is needed to receive an increased level of access, please contact [email protected].
Please reference the Learning Opportunities Recordings QRG for additional information.
0 Comments
Add your comment