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University of Alberta PeopleSoft Travel & Expenses Implementation
Business Process Mapping Document
Approvals:
Sponsor Signature Date Jody Brookwell, AssocDirDistOp, SMS
Ruth Norwood, Development Manager, AIS
PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document
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TABLE OF CONTENTS
Introduction.................................................................................................................................................................................................................. 3 BACKGROUND ............................................................................................................................................................................................................ 3 PURPOSE OF BUSINESS PROCESS MAPPING................................................................................................................................................................ 3
General Approach........................................................................................................................................................................................................ 3 Business Process Maps ................................................................................................................................................................................................ 4
TRAVEL ADVANCE – DEPARTMENTS ......................................................................................................................................................................... 4 TRAVEL ADVANCE - SMS .......................................................................................................................................................................................... 5 TRAVEL EXPENSE CLAIM – DEPARTMENTS (INCLUDING VISITORS) ......................................................................................................................... 6 TRAVEL EXPENSE CLAIM – WITH ADVANCE (ZERO DOLLAR VOUCHER, NO CHEQUE PRODUCED) – SMS (PAGE 1 OF 2)..................................... 7 TRAVEL EXPENSE CLAIM – WITH ADVANCE (ZERO DOLLAR VOUCHER, NO CHEQUE PRODUCED) – SMS (PAGE 2 OF 2) ..................................... 8 TRAVEL EXPENSE CLAIM – WITH ADVANCE (CHEQUE PRODUCED) – SMS (PAGE 1 OF 2)...................................................................................... 9 TRAVEL EXPENSE CLAIM – WITH ADVANCE (CHEQUE PRODUCED) - SMS (PAGE 2 OF 2) .................................................................................... 10 TRAVEL EXPENSE CLAIM – WITHOUT ADVANCE – SMS (PAGE 1 OF 2) ................................................................................................................. 11 TRAVEL EXPENSE CLAIM – WITHOUT ADVANCE – SMS (PAGE 2 OF 2) ................................................................................................................. 12 EXPENSE REIMBURSEMENT – DEPARTMENTS.......................................................................................................................................................... 13 EXPENSE REIMBURSEMENTS – SMS (PAGE 1 OF 2)................................................................................................................................................. 14 EXPENSE REIMBURSEMENTS – SMS (PAGE 2 OF 2)................................................................................................................................................. 15 TRAVEL AUTHORIZATION PAYMENT (TAP) – DEPARTMENTS ................................................................................................................................ 16 TRAVEL AUTHORIZATION PAYMENT (TAP) – PAYMENT & RECONCILIATION – SMS (PAGE 1 OF 2) ................................................................... 17 TRAVEL AUTHORIZATION PAYMENT (TAP) – PAYMENT & RECONCILIATION – SMS (PAGE 2 OF 2) ................................................................... 18 HOTEL AUTHORIZATION PAYMENT (HAP) – DEPARTMENTS.................................................................................................................................. 19 HOTEL AUTHORIZATION PAYMENT (HAP) – SMS (PAGE 1 OF 2)........................................................................................................................... 20 HOTEL AUTHORIZATION PAYMENT (HAP) – SMS (PAGE 2 OF 2)........................................................................................................................... 21 TRAVEL ADVANCE RECONCILIATION ...................................................................................................................................................................... 22 VENDOR SET UP IN SMS .......................................................................................................................................................................................... 23 DEPOSITING CHEQUES WHEN EXPENSE IS LESS THAN ADVANCE - CASHIER ......................................................................................................... 24 TRAVEL ADVANCE SUB-LEDGER SYSTEM (STANDALONE) – SMS ......................................................................................................................... 25 TRAVEL CLAIMS (FOREIGN CURRENCY) – PAYMENT BY WIRE TRANSFER OR BANK DRAFT – FINANCIAL SERVICES (PAGE 1 OF 2) .................. 26 TRAVEL CLAIMS (FOREIGN CURRENCY) – PAYMENT BY WIRE TRANSFER OR BANK DRAFT – FINANCIAL SERVICES (PAGE 2 OF 2) .................. 27 HOW ACCOUNTING ENTRIES ARE CREATED IN AP MODULE (FINANCE) FOR ADVANCES ...................................................................................... 28 ACCOUNTING ENTRIES CREATED IN AP MODULE (FINANCE) FOR PAYMENTS BY WIRE TRANSFER (T ACCOUNTS)............................................. 29
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Introduction Background The University of Alberta is implementing the PeopleSoft Travel and Expenses module. This document covers the current processes for travel and expenses at the University prior to the implementation of the PeopleSoft Travel and Expenses module. New Business Process Maps will be designed and delivered as part of the implementation of this module. According to the project plan this implementation will go live by early May 2003 after the upgrade to PeopleSoft Financials 8.4.
Purpose of Business Process Mapping This document will include process flows and narratives for all University travel and expenses business processes. Generally, the purposes for documenting business processes during the analysis stage of an implementation project are:
1. Ensure that all process are accounted for and none are omitted from the implementation
2. Identify any opportunities for improvement such as:
a. Where duplication of effort that can be eliminated,
b. Identify inefficient processes that can be improved or
c. Identify where best practices that can be implemented.
General Approach The project team will interview various University of Alberta staff in order to get a complete picture of the current travel and expenses practices at the University. During these interviews or workshops flowcharts and general narratives will be produced and included in this document. The draft document will be circulated to the various responsible parties and revised accordingly. Once these flowcharts have received sign-off from the various parties, they will be used to determine user requirements that will be used in the Fit/Gap process.
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Business Process Maps Module: Expenses Process: Expenses Sub-process ID: BP1 Sub-process: Travel Advance – Departments
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
Traveler completes Advance form
Form is reviewed, copied and filed (copy) by the Central individual
Approved by individual (who is not the traveler) with signing authority on the Account
Advance form is mailed to SMS
Approval:
• If the Budget has been established at the beginning of the year, approval is pre-authorized.
• If additional funding is not required, approval is also pre-authorized.
• Permission for receiving a travel advance is obtained by submitting a case to the appropriate individual(s).
• Signing authority is given on the Department/Account.
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Module: Expenses Process: Expenses Sub-process ID: BP2 Sub-process: Travel Advance - SMS
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output **Advances are only in Canadian Dollars.
No Yes Yes No
No
Yes No No Yes Yes
Return to Department for correct info
cheque produced
Record Vendor # on Travel Advance form
Open Control Group in Finance Accounts Payable
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount Address
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher
Travel Advance forms received by SMS
Approval OK?
Close Control Group
Data entered in Standalone Database – Travel Advance Sub ledger (See BP16)
New Vendor?
Vendor set up in SMS (See BP14)
Record Voucher# on Claim form
Verify and Set Control Group for posting to GL
Errors?FS to run pay cycle (Mon & Thurs)
Edit/Budget Check /Post (nightly)
SMS to file Travel Advance forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
Create Encumbrance
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Module: Expenses Process: Expenses Sub-process ID: BP3 Sub-process: Travel Expense Claim – Departments (including Visitors)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output (In some cases, traveller hands expense receipts or makes a verbal request to Dept secretary to complete travel claim form(s))
No Yes Yes No Yes
Departments: Traveler completes travel claim form and Appendix A as required; attaches receipts/signs form
Travel Expense Claim form is mailed to SMS
Given to Supervisor for one over one approval
Form is reviewed, copied and filed (copy) by the internal control for: signatures, correct GST codes, SC
Sent to Department if funds are coming from another source (i.e. Grants/Awards)
Handed to individual with signing authority on Account.
Multiple funding sources?
Visitors: Central Individual completes travel claim form and has claimant sign (if available)
Does Supervisorhave signing authority?
Travel Expense Claim form is approved
Can individual attest to relevance of research?
Handed to individual who can attest to relevance of research (Appendix A)
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Module: Expenses Process: Expenses Sub-process ID: BP4 Sub-process: Travel Expense Claim – With Advance (Zero Dollar
Voucher, No Cheque Produced) – SMS (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes No Yes
SMS receives Travel Expense Claim forms and receipts (Receipts total less than Advance amount)
Log claim with mileage (if applicable)
New Vendor?
Vendor set up in SMS (See BP14)
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount GST Amount Address
Receipts total less than advance amount
Record Vendor # on Travel form
Review form; correct GST & information?
Return to Department for appropriate info
Traveler has issued a cheque for the difference between the Advance and the total of the receipts
See page 8 for continuation
Open Control Group in Finance Accounts Payable
SMS completes a deposit form (in duplicate), attaches cheque and sends to Cashier for deposit (see BP15)
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Module: Expenses Process: Expenses Sub-process ID: BP4 cont’d Sub-process: Travel Expense Claim – With Advance (Zero Dollar
Voucher, No Cheque Produced) – SMS (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes Yes No No
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher (Zero dollar gross amount on Voucher)
Close Control Group
Data entered in Standalone Database – Travel Advance Sub ledger (See BP 16)
Record Voucher# on Claim form
Verify and Set Control Group for posting to GL
Errors?
FS to run pay cycle (Mon & Thurs), however, zero dollar vouchers, due to a customization, are put on hold in order that they not be picked up in the pay cycle run (No cheque is produced)
Edit/Budget Check /Post (nightly)
SMS to file Travel Claim forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
Relieve Encumbrance
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Module: Expenses Process: Expenses Sub-process ID: BP5 Sub-process: Travel Expense Claim – With Advance (Cheque Produced)
– SMS (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output **Advances are only in paid Canadian Dollars.
No Yes No Yes
SMS receives Travel Expense Claim forms (Receipt total more than Advance amount)
Log claim with mileage (if applicable)
New Vendor?
Vendor set up in SMS (See BP14)
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount GST Amount Address
Record Vendor # on Travel form
Review form; correct GST & information?
Return to Department for appropriate info
Open Control Group in Finance Accounts Payable
See page 10 for continuation
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Module: Expenses Process: Expenses Sub-process ID: BP5 cont’d Sub-process: Travel Expense Claim – With Advance (Cheque Produced)
- SMS (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes Yes No No
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher
Close Control Group
Data entered in Standalone Database – Travel Advance Sub ledger (See BP 16)
Record Voucher# on Claim form
Verify and Set Control Group for posting to GL
Errors?
FS to run pay cycle (Mon & Thurs)
Edit/Budget Check /Post (nightly)
SMS to file Travel Claim forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
cheque produced
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Module: Expenses Process: Expenses Sub-process ID: BP6 Sub-process: Travel Expense Claim – Without Advance – SMS (Page 1
of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes No Yes No Yes
SMS receives Travel Expense Claim forms
Log claim with mileage (if applicable)
New Vendor?
Vendor set up in SMS (See BP14)
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount GST Amount Address
Send to Financial Services to prepare wire transfer or draft; and for entry into Finance (See BP17)
Record Vendor # on Travel form
Review form; correct GST & information?
Return to Department for appropriate info
Pay in CDN or US dollar currency cheque?
Open Control Group in Finance Accounts Payable
See page 12 for continuation
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Module: Expenses Process: Expenses Sub-process ID: BP6 cont’d Sub-process: Travel Expense Claim – Without Advance – SMS (Page 2
of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes Yes No No
cheque produced
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher
Close Control Group
Record Voucher# on Claim form
Verify and Set Control Group for posting to GL
Errors?
FS to run pay cycle (Mon & Thurs)
Edit/Budget Check /Post (nightly)
SMS to file Travel Claim forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
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Module: Expenses Process: Expenses Sub-process ID: BP7 Sub-process: Expense Reimbursement – Departments
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
Yes No
Individual completes Expense Reimbursement form; attaches receipts/signs form
Expense Reimbursement form is mailed to SMS
Expense Reimbursement form approved?
Form is reviewed, copied and filed (copy) by the internal control
Sent to Department for approval if funds are being split from different sources
Form handed to: 1) Individual with signing
authority on Account; 2) Supervisor for one over one
approval and; 3) Internal control to review
form for signatures, correct GST codes
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Module: Expenses Process: Expenses Sub-process ID: BP8 Sub-process: Expense Reimbursements – SMS (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes No Yes
SMS receives Expense Reimbursement Forms
If 1 item is over $1000, approval required by Senior Supply Consultant (SMS)
If the item for approval is equipment, needs to be reported to equipment inventory
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount GST Amount Address
Review form; correct GST & information?
Return to Department for appropriate info
Open Control Group in Finance Accounts Payable
New Vendor?
Vendor set up in SMS (See BP14)
Record Vendor # on claim form
See page 15 for continuation
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Module: Expenses Process: Expenses Sub-process ID: BP8 cont’d Sub-process: Expense Reimbursements – SMS (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes Yes No No
cheque produced
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher
Close Control Group
Record Voucher# on claim form
Verify and Set Control Group for posting to GL
Errors?
FS to run pay cycle (Mon & Thurs)
Edit/Budget Check /Post (nightly)
SMS to file Expense Reimbursement forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
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Module: Expenses Process: Expenses Sub-process ID: BP9 Sub-process: Travel Authorization Payment (TAP) – Departments
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
Traveler books flight via Carlson; completes TAP form (2 part form)
Form is reviewed, copied and filed (copy) by the internal control; may need to obtain further authorization
Form handed to: 1) Individual with signing authority
on Account; 2) Supervisor for one over one
approval and; 3) Internal control to review form
for signatures, correct GST codes
Original copy of TAP form is mailed to SMS and includes SC and TAP# info given to Carlson
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Module: Expenses Process: Expenses Sub-process ID: BP10 Sub-process: Travel Authorization Payment (TAP) – Payment &
Reconciliation – SMS (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
Monthly scheduled reminder to prepay Diners by bank transfer by Financial Services
Receive file via e-mail from Carlson
Receive file via e-mail from Diners
Receive Diners statement (hardcopy)
Receive invoices from Carlson (hardcopy)
Reconcile Carlson and Diners files with Diners software; copy and paste to Excel spreadsheet
Pay Diners
See page 18 for continuation
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Module: Expenses Process: Expenses Sub-process ID: BP10 cont’d Sub-process: Travel Authorization Payment (TAP) – Payment &
Reconciliation – SMS (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes No Yes No Yes
Physically match TAP forms and invoices to statement; match with Excel spreadsheet and balance
TAP form is received and filed by SMS
Contact Department for correct information
Errors?
Copy and paste to GL interface file
Transfer (FTP) file to PeopleSoft GL
SC Errors?
Correct/Edit Budget Exceptions in the GL
Edit/Budget Check /Post (nightly)
Errors?Charges are posted to the GL
Correct Errors
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Module: Expenses Process: Expenses Sub-process ID: BP11 Sub-process: Hotel Authorization Payment (HAP) – Departments
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
HAP form (3 part form) completed by individual arranging for visitor
Department retains one copy of the form
Approved by individual with signing authority on the Account
Original and one copy of HAP form is mailed to Hotel
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Module: Expenses Process: Expenses Sub-process ID: BP12 Sub-process: Hotel Authorization Payment (HAP) – SMS (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes
Invoice/HAP form received from Hotel by SMS
Vendor set up in SMS (See BP14)
New ‘Hotel’
Vendor?
Open Control Group in Finance Accounts Payable
Record Vendor # on Invoice/HAP form
See page 21 for continuation
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Module: Expenses Process: Expenses Sub-process ID: BP12 cont’d Sub-process: Hotel Authorization Payment (HAP) – SMS (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes Yes No No
cheque produced to Hotel
Valid SC/Acct?
Get valid data; contact Department
Enter/Edit Items in a voucher
Close Control Group
Record Voucher# on Invoice/HAP form
Verify and Set Control Group for posting to GL
Errors?
FS to run pay cycle (Mon & Thurs)
Edit/Budget Check/Post (nightly)
SMS to file Invoice/HAP forms
Run Schedule Due Date Query; correct date on vouchers?
Correct Schedule due date
Run AP Budget Exception Query
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Module: Expenses Process: Expenses Sub-process ID: BP13 Sub-process: Travel Advance Reconciliation
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output (No formalized procedure in place for Advance collection. Reminders sent by e-mail notifying claimants of outstanding funds)
No Yes
Create month end report from Travel Advance Sub Ledger system
Create cover sheet (Excel):
-Opening balance -Current month’s activity AP -Current month’s activity Cash
Run AP Query FS_AP_EX_ADVANCES_BY_VNDR
Run Cash Query FS_CSH_CAT_0403_TRAVEL_REPAY
Total matches Trial Balance for AR account?
2 query reports are verified line by line with Sub ledger System report
Journal Vouchers/Corrections are made as required
Filed for reference
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Module: Expenses Process: Expenses Sub-process ID: BP14 Sub-process: Vendor Set Up in SMS
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
Yes Or No
SMS receives Advance/Claim forms from Departments
Inquire (search) in OASIS/PICES database for employee/student ID#
Does Vendor already exist in Finance?
Record Vendor# on the form and return to clerk for data entry
Update Vendor information; revise or add an address
Does the Vendor ID exist in
Accounts Payable under a different name? (i.e. name
NoAdd Vendor information (with EmplID if applicable or “NEXT” available number) Name/Address/ Phone Number/Payment Terms
Record Vendor# on the form
Return to Clerk for data entry
Make necessary corrections (i.e. update Vendor information)
Yes
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Module: Expenses Process: Expenses Sub-process ID: BP15 Sub-process: Depositing Cheques When Expense is Less Than
Advance - Cashier
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
No Yes Yes No
Cashier receives cheques sent from SMS
Cheque information added into the Cashier System by SC, Account and Ledger Description (i.e. to aid in Advance Reconciliation)
Upload files to PeopleSoft GL tables (process in Cashier system)
Cashier extracts (selects) various cash reports to post to GL (Departmental Deposits for cheques)
Edit/Budget Check /Post (nightly)
Run Budget Exception Query
Correct Budget Exceptions
Errors?
Edit/Budget Check /Post (nightly)
Deposits are posted to the GL
Valid SC/Acct?
Get valid data; contact SMS
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Module: Expenses Process: Expenses Sub-process ID: BP16 Sub-process: Travel Advance Sub-Ledger System (Standalone) – SMS
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output
SMS receives Travel Advance forms from Department
Enter Advance information (i.e. Name, Department, Destination, Return Date and Amount) into Sub-ledger
SMS receives Travel Claim forms from Department
Update Advance information by entering the advance number. If advance is used entirely, amount is changed to zero. If only a portion of the advance is used, the amount is changed to the unused balance. (File copy is pulled and attached to claim)
Print report listing of Advances Outstanding (at month end)
Record the Advance number (assigned by system) on a copy of the advance form; retain copy until claim is received
Remove all advances with zero balances (process done in standalone at month end)
The Sub-ledger is a DBase 3.3 Dos system
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Module: Expenses Process: Expenses Sub-process ID: BP17 Sub-process: Travel Claims (Foreign Currency) – Payment by Wire
Transfer or Bank Draft – Financial Services (Page 1 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5 Input Process Output
Yes No No
Travel Expense Claim from SMS (vendor has been setup in Finance)
To be paid by bank draft
Vendor information (i.e. name, address, amount, vendor number, claim information) entered into Bank of America software product to produce foreign currency draft (entered by Cheque Production)
Print foreign currency draft
Vendor information (i.e. name, address, amount) entered into Esquire (program from the Bank of Montreal to ensure validity of payment) for a wire transfer (must be approved by Assoc Dir/Treasurer) –(entered by Treasury)
Vendor information (i.e. name, address and amount) and banking information faxed to the Bank of Montreal (duly authorized) instructing them to initial wire transfer (initiated by Cheque Production)
Payment to Bank of America for sum of all drafts by bank transfer (daily)
Fax (duly authorized) is sent to Bank of Montreal to transfer funds to Bank of America (for total of day’s drafts)
File is received by Bank of Montreal to make wire transfer(s)
Payment is made to vendor by the Bank of Montreal via wire transfer
Payment is made to vendor by the Bank of Montreal via wire transfer
To be paid by wire transfer; foreign or Cdn / US currency
Wire transfer foreign currency
(Payment to Bank of Montreal for these transactions is done by transferring funds between bank accounts)
See page 27 for continuation
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Module: Expenses Process: Approval Sub-process ID: BP17 cont’d Sub-process: Travel Claims (Foreign Currency) – Payment by Wire
Transfer or Bank Draft – Financial Services (Page 2 of 2)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Input Process Output (Keyed into Finance by Cheque Production)
Yes No Yes No
Bank draft(s) or wire transfer(s) have been processed
Fields Header Panel Line Panel Schedule Payment Vendor # Line Descr Address Invoice Date Speedcode (SC) Invoice # Account Gross Amount GST Amount Address
Open Control Group in Finance Accounts Payable
Enter/Edit Items in a voucher (as zero dollar vouchers)
Record Voucher# on Claim form
Valid SC/Acct?
Get valid data; contact Department
Close Control Group
Verify and Set Control Group for posting to GL
Run AP Budget Exception Query
Errors?Charges posted to GL
Edit/Budget Check/Post (nightly)
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Module: Expenses Process: Expenses Sub-process ID: BP18 Sub-process: How Accounting Entries are Created in AP Module
(Finance) for Advances
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5 Data Entry Payment of Travel Advance Advance Debit Advance Credit Vouchers Payable Debit Vouchers Payable Credit Bank Account Account with Account with Dept SC Account with Dept SC with Dept SC Dept SC (100701) <1000.00> (200001) $1000.00 (200001) <1000.00> (100101) e.g. $1000.00 Data Entry Claim Deposit Cheque (Receipts total is less than Advance amount) (Zero $ Voucher) Credit Advance Debit Cash Account Debit Expense Credit Advance Account Account with (SC – 10481) (Acct – 100101) Account(s) with with Dept SC (100701) Dept SC (100701) 300.00 Dept SC (503XXX) <700.00> <300.00> $700.00 Data Entry Claim Payment of Claim (Receipts total is more than Advance amount) (Regular Voucher) Debit Vouchers Payable Credit Bank Debit Expense Credit Advance Account Credit Vouchers Payable Account with Dept SC Account with Account(s) with with Dept SC (100701) Account with Dept SC (200001) 200.00 Dept SC Dept SC (503XXX) <1000.00> (200001) <200.00> (100101) <200.00>
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Module: Expenses Process: Expenses Sub-process ID: BP19 Sub-process: Accounting Entries Created in AP Module (Finance) for
Payments by Wire Transfer (T Accounts)
Frequency: Daily Weekly Monthly Annually Ad-hoc Version: 7.5
Wire Transfer initiated by Treasury (Esquire): Debit Expense Credit Vouchers Payable Debit Vouchers Payable Credit Bank Account (US or CDN) Account with Account with Dept SC Account with Dept SC with Dept SC Dept SC (503XXX) (200001) (200001) (US 100113/CDN 100101)
Wire Transfer initiated by Cheque Production (fax to bank): Debit Expense Credit Vouchers Payable Debit Vouchers Payable Credit Bank Account (Foreign) Account with Account with Dept SC Account with Dept SC with Dept SC Dept SC (200001) (200001) (100153) (503XXX)
Bank Draft produced Bank of America system (Cheque Production): Debit Expense Credit Vouchers Payable Debit Vouchers Payable Credit Bank Account (Canadian) Account with Account with Dept SC Account with Dept SC with Dept SC Dept SC (503XXX) (200001) (200001) (100101)
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