General claims
This is a friendly reminder that the 15th of each month is the cut-off date for General Claims if you want them to be paid by the end of the month. Claims received after 14:00 on the 15th will only be paid at the end of the next month.

Click on this link to access the Finance Policy and all Forms used at Finance: http://www.up.ac.za/services/finance/finpolicygeneral.html

To all staff who request advances and claims for the reimbursment of expenses
To date, staff completed a number of paper forms which they then submitted to their faculty accountant in the event that they wanted to either (a) request cash/travel advances, or (b) submit claims for reimbursement of actual expenses. The data from these forms was then captured by Finance staff onto the previous (Legacy/Unicom) financial system.

With effect from 15 July 2013, this module on the Legacy/Unicom system will be closed and the entire process will migrate to a PeopleSoft module referred to as ‘Travel and Expense’ management.

This new PeopleSoft ‘Travel and Expense (T&E)’ module provides a ‘self-service’ component so that instead of staff members completing paper forms, they will in future capture their Advance Authorisation request (advance) and/or their Expense report (claim), directly on the PeopleSoft T&E system.

Such PeopleSoft T&E requests will then be routed (electronically) as follows:
please click here and here for the manuals that will assist you

It will still be necessary for staff members to collect the necessary documentation that serves as proof of the actual expenses incurred, e.g. hotel bills, conference fees, etc. This supporting documentation may be scanned (optional) and the scanned images attached to their PeopleSoft claims submission (expense report), but the original supporting documentation (attached to the approved expense report) must be submitted to Ms Zethu Mbatha on the 3rd floor Room 3.47-2.

The Claims Division will initiate the claims processing based on the electronic submission, but will only complete the claim on receipt of the original supporting documentation.

To familiarise staff members with the new module, the following assistance is available (from 30 June 2013):
· a T&E information pamphlet that can be obtained from your faculty accountant
· a training manual that will be available on the Finance Intranet as well as from your faculty accountant

Obviously, in order to use this PeopleSoft T&E module, claimants will need to have first been set up to log into the PeopleSoft Financial and Supply Chain (FSCM) suite. (If staff members are already using eProcurement to place requisitions or approve requisitions or already manage their projects via PeopleSoft, they will already have a valid User ID for this suite.) However, if you have in the past regularly submitted paper-based advance requests or claims, but are not currently registered as a user of the PeopleSoft Financials suite and want to capture your own advance requests or claims, you should contact your faculty accountant (ideally before 15 July 2013) to apply for access to the system.

Note that this T&E system may only be used by UP (permanent and temporary) staff members. Non-UP staff members and students will not be able to use this system and the individuals will have to complete the Non-Employee/Student claim form (a60/01) and send the hard copy with the relevant supporting documents to their line manager for approval. These expenses will be reimbursed via the Accounts Payable module.

For any queries, please contact Lesego Moeng: [email protected].

Prof Q Vorster
Director: Finance
25 June 2013