Travel and Expense PeopleSoft module (T&E)

All university employees use the electronic travel reimbursement system (T&E) PeopleSoft module for most university-paid reimbursements. As of Spring 2013, non-travel and moving reimbursements are now processed through the T&E system.

*Non-employees (such as county secretaries) will continue to use the printable forms. Also, the federal lobby reporting will still apply but thru a new online reporting system.

We have lots of tools to help! See the sections below, based on whether you are a traveler or entry delegate, approver or delegated approver, or fiscal viewer.

Traveler
or entry delegate
T&E Live System — I want to enter my travel now!
Desk Reference (PDF) (2 pg) Brief instructions so I can just get it done!
Traveler system tipsTop main questions if I get stuck
Quick Reference Guides (several options) I can pick which instructional manual I need
Tutorial (See it, Try it, Know it, Do it!) Full online training
Travel policyby policy, I am unsure of what to enter in my expense report
Required Receipts (PDF)what to send in, what you don't need to unless required by your grant
Attaching receipts instructions (PDF)
email tripreceipt@missouri.edu *with correct subject line*
Workflow (PDF) I hit submit, now where does it go
Non-travel reimbursement reference guide (PDF)
Moving reimbursement reference guide (PDF)
 
Other tools or helps:
Entry delegate (PDF) I can set someone up to data enter my travel
Bank direct deposit (if different than payroll) (PDF) I can change it myself in T&E
Mileage log (XLS)
Travel log (XLS)
Outlook rule instructions

    Helpful tips! For travelers or traveler delegates:

  • Top tip:  Check your funding (MoCode/speedtype) before clicking the "Submit" button. This error is the #1 reason for ER processing delays!
  • When entering Expense Type-Hotel, going thru the "Itemize Hotel Bill" hyperlink in the "Detail" area is required.
  • The MoCode goes in the Speedtype box in the ER Accounting Defaults. "Speedtype=MoCode"
  • When submitting an ER, it is a two-step process.  First clicking the "Submit" button at the bottom of the ER and the "OK" button on the next screen.
  • To see the status of your ER in the T&E system, go to Employee Self-Service→Travel and Expenses→Review Expense History. This works for either a traveler or delegate.
  • Various status meanings
    • Pending = Saved for Later (not submitted)
    • Awaiting Receipt = Submitted but won't route to approver until receipts have been emailed/faxed to image queue (PDF).
    • Submitted = Submitted for Approval/Payment
    • Approval in Process = Submitted and at least one approval has been completed. More approvals still needed
    • Sent Back for Revision = Approver sent voucher back to you for editing or additional information. Entry delegate can make changes but won't receive email notification that ER was sent back for revision. Only travel received the email notification.
    • Approved for Payment = Approved and awaiting to be paid
    • Staged = Voucher is approved but since it was submitted 60 days late, it awaiting the next payroll date.  Full reimbursement will be direct deposited on the same day as taxes are withheld from the payroll direct deposit.
    • Paid = Paid!
  • The Effective Date column is not editable. The Expense Date column is where the date of travel is entered.
  • ERs can be future dated then "Saved for Later." An error message will come up but should be resolved when editing the ER after the dates of travel.
  • If you have been approved for a certain amount of university funding for a trip and your expenses go over, the way to adjust the ER is to add an Expense Type line→choose Exp Adj-Travel Allowance and make the amount a negative to bring to ER amount down to the approved amount. The system will then ask you to put a comment in about why you are reducing the ER amount. Enter the comment, click OK, and click Save for Later. The amounts at the bottom on the ER should adjust accordingly.
  • The yellow "View Receipts" button in the ER is only to view what has been faxed/emailed in.  See instructions below to see how to get the receipts into the image queue (PDF).
  • Once the payment email is received, the funds should be direct deposited in the bank account within 1 to 5 business days.

Approver or PI
or approver/PI delegate
T&E Live SystemI need to approve some expense reports!
Approver system tips Top main questions if I get stuck
Quick Reference Guides (several options) I can pick which instructional manual I need
Tutorial (See it, Try it, Know it, Do it!)Full online training
Travel policyFor policy, what should I approve on the expense reports?
Required Receipts (PDF)What detailed receipts should I check for, and what you don't need to unless required by your grant?
Workflow (PDF) Where am I in the approval process so the employee can get reimbursed?
 
Other tools or helps:
Approver delegate (PDF)I need to delegate my T&E approval to another authorized signer.  **I won't be able to see the expense reports once I set this up until I turn off the delegation**
Outlook rule instructions

    Helpful tips! For approvers or approver delegates:

  • When the email approval notification is received:  Click on the link in the email, login and then click the email link again. You will go directly to the ER. (Or can login, go to Manager Self-Service→Travel and Expense Center→Approvals→Approve Transactions)
  • When approving an ER, it is a two-step process. First clicking the "Approve" button at the bottom of the ER and the "OK" button on the next screen.
  • If an employee contacts you wondering why you haven't approved their ER, have them first check their ER status in the T&E system. If it says "Submitted", then go into MIS Web Apps→Expense Report and look up their ER by the ER number (at least a day after they submitted). This will show the funding, which will help determine whose workflow list the ER is in.
  • To look up who is authorized to approve funding in T&E, go to  MIS Web Apps→Authorization and put in the MoCode or deptid. The column labeled "Fiscal Approver for Travel" will have a "Y" in the employee's row that the ER should be in their approval workflow.

    Helpful tips! For fiscal viewers:

  • To view an ER in your unit's funding, go to MIS Web Appsenter expense report numberchoose "Expense Report" from the right drop-down box and hit the Submit button.
  • If you get an error message "You don't have security to view Expense Report," the ER may not be on your funding. If it is, it could be that an additional security access "View Sensitive Information" needs to be requested. Please contact Callie Glascock or your fiscal contact.
  • Viewing an ER in MIS Web Apps doesn't automatically tell you who the ER has been routed to if it has been Submitted.  To find the T&E approvers, go to MIS Web Appsleave first box blankchoose "Authorization" from the right drop-down box and hit the Submit button. At the next screen, enter the MoCode and/or complete other boxes and click Search button. Anyone with a "Y" in the Fiscal Approver for Travel column will have the ER in their approval workflow.
  • Various status meanings
    • Pending = Saved for Later (not submitted)
    • Awaiting Receipt = Submitted but won't route to approver until receipts have been emailed/faxed to image queue (PDF).
    • Submitted = Submitted for Approval/Payment
    • Approval in Process = Submitted and at least one approval has been completed. More approvals still needed
    • Sent Back for Revision = Approver sent voucher back to you for editing or additional information. Entry delegate can make changes but won't receive email notification that ER was sent back for revision. Only travel received the email notification.
    • Approved for Payment = Approved and awaiting to be paid
    • Paid = Paid!