TU Today

Updates on Expense Vouchers, Travel & ProCards

When Stratus launches July 11, it will modernize, standardize and simplify TU business processes. All employees will be able to enter purchase requisitions and travel authorizations, while existing PeopleSoft users will have expanded self-service capabilities. Get familiar with the Stratus project and complete Stratus training now for modules you expect to use after launch.

Stratus Expenses

After July 11, you’ll enter and approve expense reports for employee reimbursements, travel and ProCard transactions in Stratus. You can add notes and comments to expenses, attach documentation and receipts, and even split expenses among various cost centers. Once submitted, you can track an expense report through the entire workflow, seeing who’s approved so far and who will review next. Email notifications let approvers know when submissions are ready for review, including a direct link to view the full expense report where you can approve, request more info, reassign, reroute, add comments/attachments and more.

Employee Reimbursements

In Stratus, miscellaneous expense vouchers are known as non-travel employee reimbursement expense reports.

• Learn how to submit and approve expense reports in the employee reimbursements video.
• Self-help docs walk you through how to create and approve an employee reimbursement expense report.
• After reviewing, test your skills in the training environment. Use the “Company Single Sign-On” button to login with your TU username and password.

The process for honoraria, consultants, non-employee, student, and company expenses/ reimbursements is not changing.

Travel Authorizations & Expenses

Stratus’s streamlined approval process means travel authorizations only require approval by your immediate supervisor before going to the Business Travel Office.

• You can create a travel authorization and submit travel expense reports on your own behalf, or delegate entries to another person.
• Self-help docs are here to guide you as you approve a travel authorization or travel expense report.
• Watch the travel training video to learn more.
• After reviewing, test your skills in the training environment.

Note that students will submit travel authorizations and expense reports through DocuSign, not Stratus.

ProCard

ProCard expenses post to your budget quicker in Stratus. Instead of waiting for a monthly reconciliation, cardholders can claim and reallocate expenses as often as daily—helping budgets stay up to date.

• Watch the ProCard training video to learn the new process.
• Access self-help docs on how to create and approve a ProCard expense report.
• After reviewing, test your skills in the training environment.

Tips & Tricks

After you submit an expense report, it will appear at the top of your Stratus expenses page. Look in the report overview box to see where it is in the approval process, or open the box to see everyone in the approval workflow.

In each expense report you’ll provide the cost center (formerly known as the department) and in some cases, distributions/account coding (formerly the code block). Watch the chart of accounts training video or view additional chart of accounts training resources to find out what’s changing and what’s not.

Learn More

• Access training materials, FAQ, the Stratus glossary and more on the Stratus Training webpage.
• Contact the project team with general questions or a Change Agent for specific questions about a process for your office.
• For assistance after completing training, sign up for a one-on-one session with a Stratus expert.

Categorised in: General

This post was written by Gorsuch, Pamela