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T&E Training Resources

Training Requirements

T&E Travel training is organized into three Programs that contain Courses. All T&E users must complete the required training program associated their assigned role(s).

Travel Administrators

Travel Admins will be assigned training by IDOA. Travel Admins will need to enroll/recommend, communicate, and ensure that travelers, submitters, and approvers have completed their required training. Travel Admins will need to complete the following Program:

  • T&E Travel Administrator Program

The total estimated completion time is:
10 Hours, 5 Minutes

Travelers and Submitters

Travelers and Submitters will be instructed to complete the below Program by the Travel Administrators:

The total estimated completion time is:
6 Hours, 30 Minutes

Approvers

Approvers will be instructed to complete the below Programs by the Travel Administrators:

The total estimated completion time is:
2 Hours, 20 Minutes

T&E Lesson Tracks Found in the Programs

The Lesson Tracks below provide the name, estimated time to complete, and a brief description of each course found in the T&E Travel Programs. Please use the course catalog for a full searchable list of the T&E Travel courses.

  • Introduction to T&E Lesson Track

    Completion Time: 1.5 Hours
    This Lesson Track contains 6 courses that cover the basics for Travel and Expenses and is included in the Travel Submitter and Traveler Program, Travel Approver Program, and Travel Administrator Program.

    Courses:

    Completion Time:

    Course Description:

    Introduction to T&E Course 1

    15 Minutes

    In this course, you'll review the T&E process, review a glossary of terms and learn where to find the travel related online resources.  Glossary of terms includes Travel Administrator, Travel Personal Time, Emergency Travel, Rush Requests, and a discussion on how the branches of government are affected by the Travel Policy.

    Introduction to T&E Course 2

    15 Minutes

    In this course, you'll see how to log into PeopleSoft Financials, get an introduction to the new Fluid Interface and hear about some common actions you may need to take.  Common actions include creating and using tiles, adding and using favorites, updating the My System Profile page, and acceptable formats to enter dates in PeopleSoft.

    Introduction to T&E Course 3

    15 Minutes

    In this course, you'll see how to create and use templates, see the process to add attachments and see how to authorize expense users.

    Introduction to T&E Course 4

    15 Minutes

    In this course, you'll learn how to set up User Defaults and see the other tabs that can be reviewed and adjusted.  Employee Profile tabs discussed include Employee Data, Organizational Data, User Defaults, Bank Accounts, Corporate Card Information, and Transportation Information.

    Introduction to T&E Course 5

    15 Minutes

    In this course, you'll see the process to request approval for Out-of-State travel, hear about some important components of the Travel Authorization, including the comments field, the lookup feature, and business purpose, and hear about Third Party paid travel events.

    Introduction to T&E Course 6

    10 Minutes

    In this course, you'll see the request for travel reimbursement, hear about the requirements for receipts and what to do if you are missing a receipt, and hear about funding your trip, including how to change chartfield information on your TA or ER, if necessary.

  • T&E Travel Authorization Lesson Track

    Completion Time: 2 Hours
    This Lesson Track contains 8 courses that cover T&E Travel Authorizations and is included in the Travel Submitter and Traveler Program and Travel Administrator Program.

    Courses:

    Completion Time:

    Course Description:

    Travel Authorization (TA) Course 1

    15 Minutes

    In this course, you'll receive a brief refresher of the Travel Policy related to TAs and receive an overview of the TA Search page.

    Travel Authorization (TA) Course 2

    20 Minutes

    In this course, you'll see the process to begin a TA from scratch, learn how to change the employee on the TA Header and learn how to complete the Header.

    Travel Authorization (TA) Course 3

    20 Minutes

    In this course, you'll learn how to adjust the Accounting Defaults, if needed, learn how to enter Airfare, Fees/Registration and Ground Transportation expense lines and learn where to find the Authorization ID after saving the TA.

    Travel Authorization (TA) Course 4

    10 Minutes

    In this course, you'll learn how to add expense lines for Internet Access, Lodging/Hotel and Luggage Fees.

    Travel Authorization (TA) Course 5

    15 Minutes

    In this course, you'll learn how to add expense lines for Marine, Mileage and Parking and Tolls.

    Travel Authorization (TA) Course 6

    15 Minutes

    In this course, you'll learn how to add expense lines for Per Diem, Rental Car, and Visa/Passport and will review the remaining Expense Types.

    Travel Authorization (TA) Course 7

    15 Minutes

    In this course, you'll learn how to submit a TA for approval, learn how to fix any submission errors, learn how to create a TA by populating from another one and learn how to make changes to a TA.

    Travel Authorization (TA) Course 8

    15 Minutes

    In this course, you'll see what you should do if an approver sends a TA back or approves one, hear about how you can print or view a TA and see how to delete or cancel a TA.

  • T&E Expense Report Lesson Track

    Completion Time: 3 Hours
    This Lesson Track contains 10 courses that cover T&E Expense Reports and is included in the Travel Submitter and Traveler Program and Travel Administrator Program.

    Courses:

    Completion Time:

    Course Description:

    Expense Report (ER) Course 1

    20 Minutes

    In this course, you'll hear an overview of the purpose of an Expense Report, hear about Travel Policy items related to the ER, see an overview of the ER pages, and review some common actions that can be taken on an ER.

    Expense Report (ER) Course 2

    20 Minutes

    In this course, you'll learn how to access the My Wallet area and learn how to make wallet entries for Airfare, Fees/Registration and Ground Transportation.

    Expense Report (ER) Course 3

    15 Minutes

    In this course, you'll learn how to make wallet entries for Internet Access, Lodging/Hotel and Luggage Fees.

    Expense Report (ER) Course 4

    20 Minutes

    In this course, you'll learn how to make wallet entries for Marine, Mileage and Parking and Tolls.

    Expense Report (ER) Course 5

    15 Minutes

    In this course, you'll learn how to make wallet entries for Per Diem In-State, Per Diem Out-of-State and Phone Calls.

    Expense Report (ER) Course 6

    15 Minutes

    In this course, you'll learn how to make wallet entries for a Rental Car and Visa, learn about the actions you can take from the My Wallet Entry page and see the updated Expenses tile.

    Expense Report (ER) Course 7

    20 Minutes

    In this course, you'll learn how to create an ER from scratch, complete the Header and how to add an expense line manually.

    Expense Report (ER) Course 8

    20 Minutes

    In this course, you'll learn how to add an expense line through your My Wallet area and using Quick Fill.  You'll also learn how to use the Receipt Split process, how to save the ER and resolve errors.

    Expense Report (ER) Course 9

    15 Minutes

    In this course, you'll hear about everything that can be seen after clicking Review and Submit, see the submission process and the actions that can be taken afterwards.

    Expense Report (ER) Course 10

    20 Minutes

    In this course, you'll learn how to create an ER by copying from another one, learn how to create an ER from an approved TA (including the Per Diem Deduction process), see the sent back and approval emails and what happens next and hear about the process to delete an ER.

  • Travel Approver Lesson Track

    Completion Time: 50 Minutes
    This Lesson Track contains 4 courses that cover T&E Approvals and is included in the Travel Approver Program and Travel Administrator Program.

    Courses:

    Completion Time:

    Course Description:

    T&E Travel Approval Part 1: Introduction

    10 Minutes

    In this course, you will learn how to access and filter travel approval requests in PeopleSoft.

    T&E Travel Approval Part 2: Reviewing Travel Authorizations

    15 Minutes

    In this course, you will learn how to review and locate information on a Travel Authorization.

    T&E Travel Approval Part 3: Reviewing Expense Reports

    15 Minutes

    In this course, you will learn how to locate and review information on an Expense Report.

    T&E Travel Approval Part 4: Approval Actions

    10 Minutes

    In this course you will learn how to: approval a request, and if applicable to your agency role, perform a budget check, send back an approval request to the submitter for modification or for more information, insert an additional approver into the approval workflow, and reassign your approval requests to another user during a planned absence from work.

  • Travel Admin Lesson Track

    Completion Time: 2.75 Hours
    This Lesson Track contains 10 courses that cover Travel Administrator related content and is included in the Travel Administrator Program.

    Courses:

    Completion Time:

    Course Description:

    Travel Admin: Introduction

    10 Minutes

    Review the definition of Travel Administrator according to IDOA Travel Policy, view the Travel & Expenses flow chart, and see how to find Travel Admin courses in SuccessFactors.

    Travel Admin: Reference Information

    15 Minutes

    Learn how to navigate to the Travel Admin WorkCenter, see how to create a Run Control, see how searches are different in T&E, and review definitions for Rush Requests and Emergency Travel Requests.

    Travel Admin: Employee Profile

    20 Minutes

    See how to navigate to the Employee Profile for travelers in your agency, and learn about information contained on each tab of the profile. After completing this course, you will have a better understanding of where and why you might choose to set defaults for some or all travelers within your agency.

    Travel Admin: Reassign Expense Transactions

    10 Minutes

    Learn steps to reassign travel documents already in an approver's worklist, and learn what to do when an approver did not assign an alternate user before their absence. By reassigning expense transactions, you can keep travel documents moving through the approval process.

    Travel Admin: T&E Encumbrances & Budget Checking

    35 Minutes

    Learn what encumbrances are and how they work, review the budget checking process, learn about budget errors and possible solutions to clear them, and gain an understanding of how and when encumbrances are liquidated. Encumbrance Management plays an essential role in maintaining accurate budget information.

    Travel Admin: Authorize Expense Users

    15 Minutes

    Learn how to view users who are authorized to enter on behalf of a traveler, and learn how to view which travelers a user is authorized to enter travel documents for simply by knowing which type of ID to enter in the search field.

    Travel Admin: Miscellaneous Expense Processing

    25 Minutes

    Walk through the steps to review ER accounting entries, learn how to modify approved transactions, see how to verify approval assignments, and learn how to look up an employee's expense history. Included in this course is also a quick review on how to close an ER and cancel a TA.

    Travel Admin: Journal Expense Reports

    10 Minutes

    Learn how to correct chartfield entries on paid Expense Reports, and see how to split charges between chartfields, if necessary. Journal Expense Reports are used only for ERs that have been paid and need changes to chartfield information

    Travel Admin: Track, Monitor, Report

    15 Minutes

    View daily, weekly, and monthly duties of a Travel Admin, as well as duties as needed, review the process to report an issue, and see queries that are helpful in a Travel Admin's job duties.

    Travel Admin: Fiscal Year End Processing

    10 Minutes

    Review processes necessary to close travel at the end of the fiscal year, and view additional resources available for travel-related questions or problems. Also included in this training is a look at how to review course content in SuccessFactors after you have completed the course and would like to view only a portion of it again.

Tool Tips for Lesson Tracks

T&E Abbreviations and Terms - This document lists abbreviations and terms that are commonly used throughout the training modules.

Expense, Payment, and Billing Types - This document includes tables that have expense, payment and billing type combinations that are used in PeopleSoft Financials.

T&E Flowchart - The general flow of documents through T&E is illustrated in this flow chart.    There will be times when you are working in T&E that something will happen along the way that will increase the number of steps in this process.

How to Approve or Send Back a Travel Authorization or Expense Report - These steps work for both Travel Authorizations and Expense Reports.

How to Budget Check a Travel Authorization or Expense Report - These steps apply to both Travel Authorizations and Expense Reports.

How to Insert an Approver into the Approval Workflow - These steps work for both Travel Authorizations and Expense Reports.

How to Reassign Your Approvals During a Work Absence - Please note that approval requests already listed on your Pending Approvals list will NOT be forwarded to the user you designate; only requests received while you are absent will be forwarded.

Reassign T&E Approvals – Reassign T&E approvals already in an approver’s list when the approver is unavailable

Review ER Accounting Entries – Review ER accounting entries any time after the ER has been paid

Search for Travelers a User can Enter for – Find or add all travelers a specific user is authorized to enter travel on behalf of

Search for who is Authorized to Enter on Behalf of a Traveler – Find or add users who are authorized to enter for a traveler

Verify T&E Approval Assignments – Verify who is assigned to a specific approval role for your agency

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