University of Alberta PeopleSoft Travel & Expenses Implementation

Business Process Mapping Document

Approvals:
Sponsor Jody Brookwell,

Signature

Date

AssocDirDistOp, SMS
Ruth Norwood,

Development Manager, AIS

PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

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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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document 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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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document Business Process Maps
Module: Sub-process ID: Frequency:

Expenses BP1
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Advance Departments

Annually Ad-hoc

Version:

7.5 Output

Input
Traveler completes Advance form Approved by individual (who is not the traveler) with signing authority on the Account Form is reviewed, copied and filed (copy) by the Central individual

Process
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 preauthorized. 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: Sub-process ID: Frequency:

Expenses BP2
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Advance - SMS

Annually Ad-hoc

Version:

7.5 Output

Input
No
Travel Advance forms received by SMS Approval OK? Return to Department for correct info Record Vendor # on Travel Advance form

Process
Record Voucher# on Claim form Close Control Group

Yes

Yes
Valid SC/Acct?

Verify and Set Control Group for posting to GL

No
**Advances are only in Canadian Dollars.
New Vendor? Open Control Group in Finance Accounts Payable

No
Get valid data; contact Department

Data entered in Standalone Database Travel Advance Sub ledger (See BP16)

Create Encumbrance

Yes
Vendor set up in SMS (See BP14)

Enter/Edit Items in a voucher

No
Errors?

Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount Address

FS to run pay cycle (Mon & Thurs)

Line Panel Line Descr Speedcode (SC) Account

Schedule Payment Address

No

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check /Post (nightly)

Yes
Run AP Budget Exception Query cheque produced

Correct Schedule due date

Yes
SMS to file Travel Advance forms

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP3
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Expense Claim Departments (including Visitors)

Annually Ad-hoc

Version:

7.5 Output

Input
Departments: Traveler completes travel claim form and Appendix A as required; attaches receipts/signs form

Process
Handed to individual who can attest to relevance of research (Appendix A)

Given to Supervisor for one over one approval

Handed to individual with signing authority on Account.

(In some cases, traveller hands expense receipts or makes a verbal request to Dept secretary to complete travel claim form(s))
Visitors: Central Individual completes travel claim form and has claimant sign (if available)

Does Supervisor have signing authority?

No

Can individual attest to relevance of research?

Form is reviewed, copied and filed (copy) by the internal control for: signatures, correct GST codes, SC

Yes
Travel Expense Claim form is approved

Yes
Travel Expense Claim form is mailed to SMS

Multiple funding sources?

No Yes
Sent to Department if funds are coming from another source (i.e. Grants/Awards)

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP4
Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim With Advance (Zero Dollar Voucher, No Cheque Produced) SMS (Page 1 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
SMS receives Travel Expense Claim forms and receipts (Receipts total less than Advance amount)
Review form; correct GST & information?

Process No
Return to Department for appropriate info

Yes No
New Vendor?

Record Vendor # on Travel form

Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount GST Amount Address

Line Panel Line Descr Speedcode (SC) Account

Schedule Payment Address

Yes
Vendor set up in SMS (See BP14)

Log claim with mileage (if applicable)

Receipts total less than advance amount

SMS completes a deposit form (in duplicate), attaches cheque and sends to Cashier for deposit (see BP15)

Traveler has issued a cheque for the difference between the Advance and the total of the receipts

Open Control Group in Finance Accounts Payable

See page 8 for continuation

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP4 contd

Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim With Advance (Zero Dollar Voucher, No Cheque Produced) SMS (Page 2 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
Enter/Edit Items in a voucher (Zero dollar gross amount on Voucher) Close Control Group

Process

Record Voucher# on Claim form

Verify and Set Control Group for posting to GL

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check /Post (nightly)

No
Correct Schedule due date

Yes
SMS to file Travel Claim forms Errors?

Yes
Valid SC/Acct?

No
Get valid data; contact Department

Data entered in Standalone Database Travel Advance Sub ledger (See BP 16)

Yes No
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) Relieve Encumbrance

Run AP Budget Exception Query

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Module: Sub-process ID:

Expenses BP5
Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim With Advance (Cheque Produced) SMS (Page 1 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
SMS receives Travel Expense Claim forms (Receipt total more than Advance amount)
Review form; correct GST & information?

Process No
Return to Department for appropriate info

Yes
No
New Vendor? Record Vendor # on Travel form

Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount GST Amount Address

Line Panel Line Descr Speedcode (SC) Account

Schedule Payment Address

Yes
**Advances are only in paid Canadian Dollars.
Vendor set up in SMS (See BP14)

Log claim with mileage (if applicable)

Open Control Group in Finance Accounts Payable

See page 10 for continuation

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Module: Sub-process ID:

Expenses BP5 contd

Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim With Advance (Cheque Produced) - SMS (Page 2 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
Enter/Edit Items in a voucher Close Control Group

Process

Record Voucher# on Claim form

Verify and Set Control Group for posting to GL

No
Correct Schedule due date

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check /Post (nightly)

Yes
SMS to file Travel Claim forms Errors?

Yes
Valid SC/Acct?

No
Get valid data; contact Department

Data entered in Standalone Database Travel Advance Sub ledger (See BP 16)

Yes No
FS to run pay cycle (Mon & Thurs) cheque produced

Run AP Budget Exception Query

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Module: Sub-process ID:

Expenses BP6
Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim Without Advance SMS (Page 1 of 2)

Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
SMS receives Travel Expense Claim forms
Review form; correct GST & information?

Process No
Return to Department for appropriate info

Yes
New Vendor?

No

Record Vendor # on Travel form

Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount GST Amount Address

Line Panel Line Descr Speedcode (SC) Account

Schedule Payment Address

Yes
Vendor set up in SMS (See BP14)

Log claim with mileage (if applicable)

Pay in CDN or US dollar currency cheque?

No

Send to Financial Services to prepare wire transfer or draft; and for entry into Finance (See BP17)

Yes

Open Control Group in Finance Accounts Payable

See page 12 for continuation

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP6 contd

Daily Weekly

Process: Sub-process:

Expenses Travel Expense Claim Without Advance SMS (Page 2 of 2)

Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
Enter/Edit Items in a voucher Close Control Group

Process

Record Voucher# on Claim form

Verify and Set Control Group for posting to GL

No
Correct Schedule due date

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check /Post (nightly)

Yes
SMS to file Travel Claim forms Errors?

Yes
Valid SC/Acct?

Yes No
FS to run pay cycle (Mon & Thurs) cheque produced

No
Get valid data; contact Department Run AP Budget Exception Query

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP7
Daily Weekly

Process: Sub-process:
Monthly

Expenses Expense Reimbursement Departments

Annually Ad-hoc

Version:

7.5 Output

Input
Individual completes Expense Reimbursement form; attaches receipts/signs form 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

Process Yes
Form is reviewed, copied and filed (copy) by the internal control

Expense Reimbursement form approved?

No

Sent to Department for approval if funds are being split from different sources

Expense Reimbursement form is mailed to SMS

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Module: Sub-process ID: Frequency:

Expenses BP8
Daily Weekly

Process: Sub-process:
Monthly

Expenses Expense Reimbursements SMS (Page 1 of 2)

Annually Ad-hoc

Version:

7.5 Output

Input
SMS receives Expense Reimbursement Forms

Process No
Return to Department for appropriate info

Review form; correct GST & information?

Yes
If 1 item is over $1000, approval required by Senior Supply Consultant (SMS)

New Vendor?

No

Record Vendor # on claim form

Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount GST Amount Address

Line Panel Line Descr Speedcode (SC) Account

Schedule Payment Address

Yes
Vendor set up in SMS (See BP14) Open Control Group in Finance Accounts Payable

If the item for approval is equipment, needs to be reported to equipment inventory

See page 15 for continuation

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP8 contd

Daily Weekly

Process: Sub-process:
Monthly

Expenses Expense Reimbursements SMS (Page 2 of 2)

Annually Ad-hoc

Version:

7.5 Output

Input
Enter/Edit Items in a voucher Close Control Group

Process

Record Voucher# on claim form

Verify and Set Control Group for posting to GL

No
Correct Schedule due date

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check /Post (nightly)

Yes
SMS to file Expense Reimbursement forms Errors?

Yes
Valid SC/Acct?

Yes No
FS to run pay cycle (Mon & Thurs) cheque produced

No
Get valid data; contact Department Run AP Budget Exception Query

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP9
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Authorization Payment (TAP) Departments

Annually Ad-hoc

Version:

7.5 Output

Input
Traveler books flight via Carlson; completes TAP form (2 part form) 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

Process
Form is reviewed, copied and filed (copy) by the internal control; may need to obtain further authorization Original copy of TAP form is mailed to SMS and includes SC and TAP# info given to Carlson

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Module: Sub-process ID:

Expenses BP10
Daily Weekly

Process: Sub-process:

Expenses Travel Authorization Payment (TAP) Payment & Reconciliation SMS (Page 1 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
Monthly scheduled reminder to prepay Diners by bank transfer by Financial Services Pay Diners

Process

Receive file via email from Carlson

Reconcile Carlson and Diners files with Diners software; copy and paste to Excel spreadsheet

Receive file via email from Diners

Receive Diners statement (hardcopy)

Receive invoices from Carlson (hardcopy)

See page 18 for continuation

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP10 contd

Daily Weekly

Process: Sub-process:

Expenses Travel Authorization Payment (TAP) Payment & Reconciliation SMS (Page 2 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
TAP form is received and filed by SMS

Process No
Errors? Physically match TAP forms and invoices to statement; match with Excel spreadsheet and balance

Yes
Contact Department for correct information Copy and paste to GL interface file

No
Errors?

Charges are posted to the GL

Transfer (FTP) file to PeopleSoft GL

Yes
Correct/Edit Budget Exceptions in the GL

No
SC Errors? Correct Errors

Edit/Budget Check /Post (nightly)

Yes

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP11
Daily Weekly

Process: Sub-process:
Monthly

Expenses Hotel Authorization Payment (HAP) Departments

Annually Ad-hoc

Version:

7.5 Output

Input
HAP form (3 part form) completed by individual arranging for visitor Approved by individual with signing authority on the Account Department retains one copy of the form

Process
Original and one copy of HAP form is mailed to Hotel

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Module: Sub-process ID: Frequency:

Expenses BP12
Daily Weekly

Process: Sub-process:
Monthly

Expenses Hotel Authorization Payment (HAP) SMS (Page 1 of 2)

Annually Ad-hoc

Version:

7.5 Output

Input
Invoice/HAP form received from Hotel by SMS

Process No
Record Vendor # on Invoice/HAP form

New Hotel Vendor?

Yes
Vendor set up in SMS (See BP14)

Open Control Group in Finance Accounts Payable

See page 21 for continuation

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP12 contd

Daily Weekly

Process: Sub-process:
Monthly

Expenses Hotel Authorization Payment (HAP) SMS (Page 2 of 2)

Annually Ad-hoc

Version:

7.5 Output

Input
Enter/Edit Items in a voucher Close Control Group

Process

Record Voucher# on Invoice/HAP form

Verify and Set Control Group for posting to GL

No
Correct Schedule due date

Run Schedule Due Date Query; correct date on vouchers?

Edit/Budget Check/Post (nightly)

Yes
SMS to file Invoice/HAP forms Errors?

Yes
Valid SC/Acct?

Yes No
FS to run pay cycle (Mon & Thurs) cheque produced to Hotel

No
Get valid data; contact Department Run AP Budget Exception Query

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Module: Sub-process ID: Frequency:

Expenses BP13
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Advance Reconciliation

Annually Ad-hoc

Version:

7.5 Output

Input
Create month end report from Travel Advance Sub Ledger system Run AP Query FS_AP_EX_ADVANCES _BY_VNDR

Process
Run Cash Query FS_CSH_CAT_0403_TRAVEL _REPAY

Create cover sheet (Excel): -Opening balance -Current months activity AP -Current months activity Cash

(No formalized procedure in place for Advance collection. Reminders sent by e-mail notifying claimants of outstanding funds)

Total matches Trial Balance for AR account?

No

2 query reports are verified line by line with Sub ledger System report

Journal Vouchers/Corrections are made as required

Yes
Filed for reference

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID: Frequency:

Expenses BP14
Daily Weekly

Process: Sub-process:
Monthly

Expenses Vendor Set Up in SMS

Annually Ad-hoc

Version:

7.5 Output

Input Yes

Process
Record Vendor# on the form and return to clerk for data entry

SMS receives Advance/Claim forms from Departments

Does Vendor already exist in Finance?

Or

Update Vendor information; revise or add an address

No
Inquire (search) in OASIS/PICES database for employee/student ID#

Does the Vendor ID exist in Accounts Payable under a different name? (i.e. name

Yes

Make necessary corrections (i.e. update Vendor information)

No

Add 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

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP15
Daily Weekly

Process: Sub-process:

Expenses Depositing Cheques When Expense is Less Than Advance - Cashier

Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
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)

Process
Run Budget Exception Query

Yes
Valid SC/Acct?

Cashier extracts (selects) various cash reports to post to GL (Departmental Deposits for cheques)

Errors?

No

Yes No
Get valid data; contact SMS Upload files to PeopleSoft GL tables (process in Cashier system) Correct Budget Exceptions

Edit/Budget Check /Post (nightly)

Edit/Budget Check /Post (nightly)

Deposits are posted to the GL

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Module: Sub-process ID: Frequency:

Expenses BP16
Daily Weekly

Process: Sub-process:
Monthly

Expenses Travel Advance Sub-Ledger System (Standalone) SMS

Annually Ad-hoc

Version:

7.5 Output
The Sub-ledger is a DBase 3.3 Dos system

Input

Process

SMS receives Travel Advance forms from Department

Enter Advance information (i.e. Name, Department, Destination, Return Date and Amount) into Sub-ledger

Record the Advance number (assigned by system) on a copy of the advance form; retain copy until claim is received

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)

Remove all advances with zero balances (process done in standalone at month end)

Print report listing of Advances Outstanding (at month end)

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PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP17
Daily Weekly

Process: Sub-process:

Expenses Travel Claims (Foreign Currency) Payment by Wire Transfer or Bank Draft Financial Services (Page 1 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output
Print foreign currency draft

Input
Travel Expense Claim from SMS (vendor has been setup in Finance) To be paid by bank draft

Process Yes
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)

No

Fax (duly authorized) is sent to Bank of Montreal to transfer funds to Bank of America (for total of days drafts)

Payment to Bank of America for sum of all drafts by bank transfer (daily)

To be paid by wire transfer; foreign or Cdn / US currency

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)

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

No
Wire transfer foreign currency 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 is made to vendor by the Bank of Montreal via wire transfer

See page 27 for continuation

(Payment to Bank of Montreal for these transactions is done by transferring funds between bank accounts)

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Module: Sub-process ID:

Expenses BP17 contd

Daily Weekly

Process: Sub-process:

Approval Travel Claims (Foreign Currency) Payment by Wire Transfer or Bank Draft Financial Services (Page 2 of 2)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5 Output

Input
Bank draft(s) or wire transfer(s) have been processed (Keyed into Finance by Cheque Production) Open Control Group in Finance Accounts Payable

Process
Fields Header Panel Vendor # Invoice Date Invoice # Gross Amount GST Amount Address Line Panel Line Descr Speedcode (SC) Account Schedule Payment Address

Enter/Edit Items in a voucher (as zero dollar vouchers)

Record Voucher# on Claim form

Edit/Budget Check/Post (nightly)

Yes
Valid SC/Acct?

Close Control Group

Verify and Set Control Group for posting to GL

Run AP Budget Exception Query

No
Get valid data; contact Department

Yes
Errors?

No

Charges posted to GL

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Module: Sub-process ID:

Expenses BP18
Daily Weekly

Process: Sub-process:

Expenses How Accounting Entries are Created in AP Module (Finance) for Advances
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5

Data Entry Travel Advance

Payment of Advance

Debit Advance Account with Dept SC (100701) e.g. $1000.00

Credit Vouchers Payable Account with Dept SC <1000.00> (200001)

Debit Vouchers Payable Account with Dept SC $1000.00 (200001) Deposit Cheque

Credit Bank Account with Dept SC <1000.00> (100101)

Data Entry Claim (Receipts total is less than Advance amount) (Zero $ Voucher)

Credit Advance

Debit Cash Account

Debit Expense Credit Advance Account Account(s) with with Dept SC (100701) Dept SC (503XXX) <700.00> $700.00 Data Entry Claim (Receipts total is more than Advance amount) (Regular Voucher) Debit Expense Credit Advance Account Account(s) with with Dept SC (100701) Dept SC (503XXX) <1000.00>
UofA Travel and Expenses Business Process Mapping v2.2.doc

Account with Dept SC (100701) <300.00>

(SC 10481) (Acct 100101) 300.00

Payment of Claim

Credit Vouchers Payable Account with Dept SC (200001) <200.00>

Page 28

Debit Vouchers Payable Account with Dept SC (200001) 200.00

Credit Bank Account with Dept SC (100101) <200.00>

Printed: 01/17/03

PeopleSoft Billing Implementation Phase 1 Business Process Mapping Document

Module: Sub-process ID:

Expenses BP19
Daily Weekly

Process: Sub-process:

Expenses Accounting Entries Created in AP Module (Finance) for Payments by Wire Transfer (T Accounts)
Annually Ad-hoc

Frequency:

Monthly

Version:

7.5

Wire Transfer initiated by Treasury (Esquire):

Debit Expense Credit Vouchers Payable Account with Account with Dept SC Dept SC (503XXX) (200001)

Debit Vouchers Payable Account with Dept SC (200001)

Credit Bank Account (US or CDN) with Dept SC (US 100113/CDN 100101)

Wire Transfer initiated by Cheque Production (fax to bank):

Debit Expense Account with Dept SC (503XXX)

Credit Vouchers Payable Account with Dept SC (200001)

Debit Vouchers Payable Account with Dept SC (200001)

Credit Bank Account (Foreign) with Dept SC (100153)

Bank Draft produced Bank of America system (Cheque Production):

Debit Expense Credit Vouchers Payable Account with Account with Dept SC Dept SC (503XXX) (200001)

Debit Vouchers Payable Account with Dept SC (200001)

Credit Bank Account (Canadian) with Dept SC (100101)

UofA Travel and Expenses Business Process Mapping v2.2.doc

Page 29

Printed: 01/17/03