Viewing and Modifying Your Expenses Profile

Purpose: Use this document as a reference on how to view and modify your Travel and Expenses Profile.

Audience: Employees or Travelers.

You must have at least one of these local college managed security roles:

  • ZZ Employee Review Profile
  • ZZ PeopleSoft User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Employees have the ability to update their phone number on the Employee Data tab, Add or update Expenses User Defaults on the User Defaults tab, and Add or update Transportation ID’s on the Transportation Information tab. All other information in the Expenses profile will need to be updated by a Travel Administrator. If you notice anything that is incorrect when reviewing your profile, notify your local travel administrator.

Navigation: Employee Self-Service > Travel and Expenses > Review/Edit Profile

  1. The Employee Self Service page displays. Select the Navigation Menu icon.
  2. Select the Menu icon.
  3. Follow the navigation: Employee Self-Service > Travel and Expenses
  4. Select Review/Edit Profile.
Employee Self-Service page with the NavBar: Menu expanded. The number 1 highlights the NavBar button. The number 2 highlights the Menu button. The number 3 highlights the Menu > Employee Self-Service navigation. The number 4 highlights the Travel and Expenses folder. The number 5 highlights the Review/Edit Profile button.
Expand or collapse content View Employee Data

Employee's can only add/update phone numbers on the Employee Data tab. All other fields are maintained by local Travel Admins.

  1. Use the Employee Data page to view employee information sections:
    1. Employee Information.
    2. Phone Number.
    3. Home Address.
    4. Mailing Address.
Employee Data tab. The number 1 highlights the Employee Information section. The number 2 highlights the Phone Number section. The number 3 highlights the Home Address section. The number 4 highlights the Mailing Address section.
  1. You have successfully viewed employee data.
  2. Process complete.
Expand or collapse content View Organizational Data
  1. Select the Organizational Data tab.
  2. Review the Expenses Processing Data sections:
    • HR Information.
    • Default ChartField Values or ChartString.
    • Cash Advance Level.
    • Verify Expenses Processing Role has no value.
Organizational Data tab. Within the Expenses Processing Data section, the Valid for Expenses field, Reason for Status field, and Default Profile checkbox are highlighted. The HR Information section and Default ChartField Values section are highlighted.
  1. If you have multiple Profiles, confirm that your ‘default’ profile is set to the correct profile.
  2. You have successfully viewed employee organizational data.
  3. Process complete.
Expand or collapse content Modifying Expenses User Defaults
  1. Select the User Defaults tab. The User Defaults page displays. It is composed of six sections, each of which will be shown and described below.
  2. Use the Default Creation Method section to specify how the system behaves when you create a Travel Authorization or Expense Report. For example, the following options are available for Expense Reports:
    1. Open a Blank Report– Creating an expense report will not prompt the creator to copy any existing data.
    2. Copy From a Travel Auth. – Creating an Expense Report will prompt for a Travel Authorization to copy.
    3. Copy from a Template – Will prompt for a Template to copy.
    4. Copy an Existing Report – Will prompt for an Expense Report to copy.
User Defaults tab with example data populated in the Default Creation Method section.
  1. Use the Expense Defaults section to specify a default value for various fields. For example, specify an Expense Location if most expenses are incurred in a particular city.
Expense Defaults section with limited example data populated.
  1. Use the Expense Type Defaults section to configure a default Payment Type and/or Billing Type for a particular Expense Type. For example, the following defines default values for all in-state hotel stays.
    1. Select the Add a New Row button [+] to insert a new Expense Type default row, if needed.
Expense Type Defaults section on the Expense Type tab.
  1. Use the Projects Defaults for Expenses section to define project-related accounting values.
Project Defaults for Expenses section.
  1. Review changes and scroll down to the bottom of the page and select the Save button.
  2. Process complete.
Expand or collapse content Viewing Bank Accounts Data
  1. Select the Bank Accounts tab.
  2. On the Bank Accounts page, you can view your Default Payment Method, Bank Accounts and Default Bank Account. Please make sure you are looking at the Bank Account info for your Default Profile.
Bank Accounts tab. Within the Organizational Data section, the Default Profile checkbox is highlighted. WIthin the Bank Account Info section, the Bank Account Info tab is highlighted.
  1. Process complete.
Expand or collapse content Maintaining Transportation Data

Your Transportation ID will only be available for mileage that is dated on or after the Date Acquired and the Status Dates. You may need to backdate these dates when entering any new Transportation ID’s, depending on when your Mileage expenses occurred.

  1. Select the Transportation Information tab.
  2. Use the Transportation Information page to review, add, delete, or modify transportation type data for an employee.
  3. Use the Transportation ID field to enter 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 miles associated with it. Enter Transportation ID.
  4. Use the Transportation Type field to enter the transportation category. These are globally defined, and they can be based on the type of car (such as compact or luxury) or the horsepower (such as 3HP or 4HP). There are 3 transportation types configured for ctcLink: Auto, Cycle, Plane. Enter Transportation Type.
  5. Use the Date Acquired field to enter the date that the employee acquired the vehicle. You may not edit this field after any miles are accrued for the transportation ID. Enter Date Acquired. Use the current date if Date Acquired is unknown.
  6. Use the Status Date field to enter the date when the employee received a transportation type. Expenses compares this date to expense report transaction dates to determine the availability of transportation IDs on the drop-down list on the report.Enter Status Date.
  7. Select the Lease option to indicate that the car is leased. This is informational only.
  8. Select the Car Allowance option to indicate that the employee receives a car allowance. This is informational only.
  9. Select the Save button.
  10. Process complete.
Transportation Information tab which is highlighted. The Add a New Row and Remove a Row buttons are highlighted. The Save button is also highlighted.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Maintaining Employee Transportation Data in Expenses Profile. This link will open in a new tab/window.

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