Submit a Professional Expense Reimbursement Claim

Step-by-step instructions to submit a Professional Expense Reimbursement (PER) Claim.

1. Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password
2. Click on Self Service Center
3. Click on Travel and Expenses
4. Click Create Expense Report
5. Select the claimant’s Employee ID and click Add
6. Select the PER Template or the EXPER Template for all PER submissions
   This includes travel or non-travel expenses
7. Select the applicable Expense Type for your claim. Please note: Additional expense lines and the expense date will be available on an upcoming page.
8. Enter the Report Description as PER, Current Month, Current Year (i.e., PER Jan 2023)
   Note the remaining balance in your account before proceeding (on the summary page displayed just prior to submission). Expenses submitted over the PER balance amount will not be accepted. You can only submit up to your remaining balance in the amount spent field. PER balances do not update until submitted reports have been approved for payment.
9. Complete the expense date, amount spent (including GST) and a description of the expenses.
10. To add lines to an expense report click the + sign at the end of the expense line.
11. If no receipt is available please check the Frequently Asked Questions (FAQ) for what is considered valid proof of payment.
12. Attach receipts to the online report—see instructions below.
13. ClickSave for Later (top right hand corner). After saving you may return to the claim later.
14. ClickSummary and Submit.
15. Review the save confirmation agreement and click the checkbox to confirm the claim is accurate and complete, then click Submit Expense Report.
16. View the Expense Report Submit Confirm page and click OK to submit your report.
17. You will see a confirmation message that your report has been submitted successfully.
18. To exit PeopleSoft Financials, click onActions icon from the top right corner of the browser window.

Processing of claims will take approximately 2-3 weeks during non-peak times. Further delays could occur if receipts are not attached to the online report. Retain a photocopy of documentation for your personal records. You will be notified via email when the direct deposit is made to the financial institution identified in Bear Tracks.

How to Attach Receipts to Online Report

1. Click the Attachments (0) link
2. Click the Add Attachment button
3. Click Choose File… button to find the applicable file on your computer
4. Navigate to where the scanned copies of the receipts are saved
5. Select the applicable file
6. Notice the file selected is displayed
7. Click the Upload button to Attach the file
8. By selecting the Upload button the file is now Attached to the expense report
9. Enter helpful information into the Description field. e.g. "PER Jan 2023 Receipts"
10. Click the OK button
11. Notice the number beside the Attachments link is now 1
12. Click the Attachments (1) link to view Attachments
13. Select the Attachment you want to view
14. A Message Window is displayed asking what to do with the file. The correct action is already selected
15. Click the OK button
16. The attachment is opened in a new window
17. Click the Close button, when you are done viewing the Attachment
18. Click the OK button

How to Modify a Claim

1. Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password
2. Click Self Service Center
3. Click Travel and Expenses
4. Click on Travel and Expense Center
5. Under Expense Report choose Create/Modify
6. Make changes to expense report
7. Click on Save for Later
8. Click the Summary and Submit button
9. Review the Save confirmation agreement and click the checkbox to confirm the claim is accurate and complete
10. Click Submit Expense Report to submit the report for approval
11. To exit PeopleSoft Financials, click on Actions icon from the top right corner of the browser window

How to View a Claim

1. Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password
2. Click on Self Service Center
3. Click on Travel and Expenses
4. Under Expense Report choose View
5. Choose the appropriate search parameter

How to Delete a Claim

1. Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password
2. Click on Self Service Center
3. Click on Travel and Expenses
4. Click on Travel and Expense Center
5. Click on Expense Reports
6. Click on Delete - The purpose of this function is to delete any duplicate entries

How to view Balance + Historical transactions

1. Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password
2. Click on Self Service Center
3. Click on General Inquiry
4. Click on PER Balance Inquiry
5. Click View All to see additional transactions
   This page shows only 7 items at a time and must be expanded to see all transactions and allocations
6. Locate your PER balance at the bottom of the page. Balances do not update until submitted reports have been approved for payment.