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Online Employee Reimbursement

North Dakota University System is requiring all employees to begin using the PeopleSoft Travel Expense Module for any allowable expense reimbursement—travel and other—beginning Oct. 1, 2017. State Travel Expense Vouchers and Accounts Payable forms will no longer be accepted for employee reimbursement. The system is available for use now.

The first thing you need to do, if you have not already, is to set up Multi-Factor Authentication to access PeopleSoft  portals. If you have been using HRMS Self-Service to view your paycheck and enter your absence requests, you do not need to do it again to access the Finance Module. If you haven’t set it up, follow the Multi-Factor Authentication instructions.

How-To Videos

Introduction (6:50)

Getting Started (for staff creating reports) (9:15)

Delegate Entry Authority (4:10)

Default Funding (3:53)

Mileage (2:51)

Meals - taxable and non-taxable (6:18)
Note: "Meals Taxable NoOvernightStay" has been replaced with "Meals in State Taxable" and "Meals Out of State Taxable."

Lodging (3:29)

Miscellaneous and Non-travel Expenses (4:41)


In-State Example with Overnight (13:22)

In-State Example without Overnight (10:23)
Note: "Meals Taxable NoOvernightStay" has been replaced with "Meals in State Taxable."

Out-of-State Travel Example (16:26)

Common Issues

The Accounting Office shares common issues, status updates and fixes that are currently in progress. Check here to see the latest information.

Recordings from Accounting Office Webinar

Overview and Workflow (28:36)

Login (2:28)

Starting a Report (9:51)

Meals and Fund Information (11:49)

Lodging, Mileage and Error Flags (12:35)

Miscellaneous Expenses (10:21)

Submit, View and Approve (29:57)

Written Support

Travel and Expense User Guide

Travel and Expense Approver User

Important Points

  • All NDSU policies still pertain to employee reimbursement. This is just a different method of submitting your expenses.
  • The State Reimbursement for Personal Vehicle Mileage guidelines still pertain.
  • Employees are encouraged to enter reimbursement requests promptly, i.e. after each trip or weekly.
  • District offices will provide county staff in their respective district with funding string information they will need to complete their expense reports.
  • All county Extension employees who have been turning in taxable meal expenses to their county for reimbursement, now need to submit those taxable meals on the Expense Module instead for W2 purposes. The Ag Budget Office will, in turn, bill the county auditor for the costs.  
  • The system will accept a variety of file formats, e.g. PDF, JPEG, etc., for expense report attachments such as receipts, mileage logs, maps, etc. Attachments can be combined into one file or separate files.
  • Conference or meeting agendas/schedules are to be attached to expense reports.
  • Utilize the description and comment boxes, and attach documentation. Thoroughness and accuracy are key to moving your expense report along the approval path.
  • Expense report preparation cannot be delegated to county-paid support staff because they don’t have access to PeopleSoft Travel Expense Module as county employees. County-paid support staff will continue to submit their mileage expense for the biennial Extension Support Staff Conference via the Travel Expense Reimbursement Form.
  • Employees are encouraged to print their expense reports, staple the original receipts to them, and keep them in their office files for one year from the date they were submitted as a part of records retention.

If you have questions about this new process, contact your supervisor or the person who assists him/her or the Ag Budget Office.

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