Travel and Expense Module

Transcription

1 Travel and Expense Module Creating a User Profile Creating a Travel Authorization Report Creating a Travel Expense Report Workflow Process Travel Specialists Nasim Khazaie nkhazaie@uco.edu ADM 109G Kasady Hoffman khoffman8@uco.edu ADM 109H

2 Creating a User Profile 1. Go to 2. Use your username and password that you use to access your work computer Main Tabs: Delegate, Expense Manager, Profile Click here to Logout. Click here to access the help database. Profile Tab: Two options are available; Profile view and Assign Delegate. Verify your information Assign delegate Address: This should reflect the address that payroll has on file. Your UCO address. Approver: Default to Travel Office Workflow Login ID (approvers only): UCO username 1. Click the Add Delegate icon on the bottom right of your screen 2. Type in the last name of the person to be the delegate. 3. Select the correct person from the list. 4. Click Select 5. Click Save Funding Default: Payroll/department Organization #

3 Creating a Travel Authorization Report Only for Out of State/International Travel Delegate Click the delegate tab to select the traveler. NOTE the person has to add you as a delegate first before you can have the option to select them as traveler. Expense Manager To start a Travel Authorization: General Information 1. Click on the Expense Manager 1. Fill out all fields. 2. Click Authorization Reports Report Name: 3. Click new last name, State code, return date Purpose: Description should be full name of conference or meeting (NO ACRONYMS). Report Type: Select from list period. Report Date: Current accounting SAVE AND CONTINUE

4 Itinerary Add Itinerary Information Click Add Remember: For domestic travel always use Search Location to retrieve the correct location. Remember: For international travel first search for the correct nation. Then type in the city (spelling must be correct in order to receive the correct per diem rate). Click Save and Continue Once itinerary information is complete it will show up under the From box. Make sure ALL information is accurate. To edit, click on information to highlight and it will pull back up in the Add Itinerary section. Anytime you need to modify, click on the item that needs to be modified and click on the pencil icon. If itinerary information changes dates, your per diem information will also change. Click Yes to continue and new per diem information will appear. Once itinerary is saved, this box will appear. Click Yes or No. If yes, do not uncheck any meals on the Travel Authorization Report (adjust meals provided in the Travel Expense Report). Per Diem has been auto calculated based on destination selection as well as meals provided selection. Expenses: Reimbursable and Non Reimbursable Click save for each estimated expense!

5 Creating an Expense Report Note: Do not create TA for In-State travel If you need to create a new Expense Report (Travel Reimbursement) without a previously submitted authorization: 1. Click on Expense Manager 2. Click on Expense Reports 3. Click on New 4. Follow the same steps at the travel authorization. 5. Note that this is only allowed for in-state travel. All out-of-state travel must have a valid travel authorization. If a Travel Authorization (TA) is created prior to the trip, you would want to follow these steps to create the Expense Report: 1. Click on Expense Manager 2. Click on Authorization Reports (only for out of State/International travel) 3. Click the TA once (highlighted) 4. Click generate Expense Report in the bottom right corner 5. Review each page and update any change in expenses by clicking on the expense line and inserting correct amount and click save 6. Attach all the travel documents as PDF file (the attachments will not be copied from the TA) 7. NOTE: The TR must always contain an attached Statement of Oath 8. NOTE: Tips can only be reimbursed up to 15% 9. NOTE: John Kilpatrick Turnpike toll expenses are not included for reimbursement, because it is considered as a convenient route and not necessary.

6 10. Attachments: Make sure to attach airfare receipts (quotes from TA), conference agendas, registration receipt, lodging information and receipt, and all other related travel documents. 11. Comments: Anything out of the ordinary that the Travel office needs to know (For example: conference will last three days business portion, but I will stay on personal vacation for additional 4 days). 12. Related Documents: Travel Authorization Reports (TA) and Expense Reports (TR) will be displayed as linked together in this section. 13. Status History: Every approval step the selected travel authorization has been through. Please make sure to look at this to determine if correct routing has taken place. Approval Workflow will display (from bottom to top) where the report is in the approval process NOTE: As a delegate, you will submit Review each page for accuracy and then click Submit. For Traveler Review. Workflow Process The purpose of the Travel Module is a paperless travel system for travel requests and reimbursements that includes an electronic approval process and time stamped tracking to capture efficiencies and cost savings. Travel and Expense Banner Workflow: A Banner product that moves work through predefined processes. 1. You will receive an (click on the hyperlink in the ) Log In 2. Choose the correct report to view

7 3. Any selection other than approve requires a comment. 4. You have the options to approve, deny, return for correction, add comments or add another approver on the fly. 5. NOTE: Workflow and the T&E Module are only available off campus to those with VPN Security setup. 6. Workfkow list will follow the Banner Hierachy and should be read from bottom to top. "Systems are the essential building blocks of every successful business." "Systems are the essential building blocks of every successful business."