1 University of Alaska Statewide Financial Systems User Documentation BANNER TRAVEL AND EXPENSE MANAGEMENT TEM (Quick)
2 Travel and Expense Management Table of Contents 2 Table of Contents Table of Contents... 2 Overview... 3 Process flow... 5 Travel and Expense Management (TEM)... 6 Delegate Tab... 7 Profile Tab... 8 Assign Delegate... 9 Expense Manager Tab Create a New Travel Authorization Changes to Travel Authorizations Creating a Zero Dollar Travel Authorization Outstanding Advances Authorization Reports Creating an Expense Report (ER) Creating a Zero Dollar Expense Report Setting up a Proxy in Workflow Workflow Search... 26
3 Travel and Expense Management Overview 3 Overview Banner Travel and Expense Management (TEM) is a web-based application used to manage travel and expense activity at the University of Alaska. This application is integrated with Banner and allows for a full range of travel and expense reporting. With the implementation of TEM, Travel Encumbrances are no longer entered via Banner. Travel Authorization Reports (TA s) and Expense Reports (ER s) are now processed through TEM. Training videos are available and can be seen on the Travel and Expense Management website at Three main tabs at the top of the Banner TEM workspace allow access to different types of information. The Delegate tab allows access for yourself or for a delegate that has been assigned. The Expense Manager tab allows access to information about expense reports. The Profile tab allows delegate, funding default, address, or approver information to be edited. The information on this tab is the same information that is stored in the Banner tables. Use the Profile tab to assign someone the authority to enter travel information into TEM on your behalf. Two additional tabs (Delegate Control and Administration) display only if the current user has been granted access to them. The Banner TEM process begins when travel costs are encumbered via the creation of a Travel Authorization Report (TA). A TA report presents estimated expenses. A TA must identify the responsible fund and organization codes. The appropriate account codes are automatically assigned, based on the type of expenses; it is no longer necessary to look up specific account codes. Default funding can be established either on the Profile tab (the funding information will default on all TEM documents for this user), or when keying a TA (the funding information will default on all items on this TA). Once travel has completed, the Travel Expense (ER) is created from the TA. Individual expenses (such as hotel charges, airfare, ground transportation, registration fees, etc.)
4 Travel and Expense Management Overview 4 can be added as separate line items. Non-reimbursable expenses (such as airfare and registration fees paid via a departmental credit card) are recorded on the ER, but are not reimbursed to the traveler. ER s must be reviewed before submission. The Submit button is accessible only from the Expense Report window. When travel is charged to a restricted fund, TA s are routed to the responsible grant technician for approval before the encumbrance is posted to Banner. Within Workflow, a grant technician can deny, return for correction, or approve the encumbrance. If the approver denies the ER, the traveler is notified of the denial. The traveler cannot edit the expense report. If the expense report is returned for corrections, the traveler can edit and resubmit the ER. If the expense report is approved, it is forwarded to Accounts Payable for reimbursement. A Banner invoice is created automatically. The traveler will receive expenses reimbursable to the traveler via direct deposit to the account designated by the traveler via UA Online Finance Direct Deposit Services. Approved expenses not reimbursable to the traveler, such as those paid via a departmental credit card, are included in travel and expense management reports. Direct deposit for travel reimbursements is different from payroll direct deposit.
5 Travel and Expense Management Process Flow 5 Process flow Incur Estimated Expenses (TA) Approved? No Return or Deny? Returned for corrections Yes Denied Process Ends Travel takes place Create expense report (ER) Submit TR electronically Attach receipts (Not Available) Approved? No Return or Deny? Returned for corrections Denied Process Ends Reimbursable to traveler? Yes Send reimbursement funds to traveler No Expense recorded as paid by institution
6 Travel and Expense Management Travel and Expense Management (TEM) 6 Travel and Expense Management (TEM) To Access TEM A1. TEM can be accessed from multiple web locations: A2. TEM can be accessed through the UA Travel web site: Click on Travel Links tab at the far right of the screen. On the Travel Links page, click on TEM-Prod. The following screen will display. A3. USER NAME: Enter your UA Username (example: smbanner). Commonly called the Single Sign-On. The same username and password used to log into a University computer. A4. PASSWORD: Enter your Single Sign-On password. A5. TEM can be accessed through UAOnline. Once logged onto UAOnline, click on the Finance tab. Then click on Finance Travel. Two options are available TEMS and Workflow, click on TEMS. TEM will open directly, without an additional log in screen, as an additional tab within the same browser. A6. TEM can be access directly from an notification when travel has been created by a delegate. The notification will include a link to TEM. This method of accessing TEM will ONLY display the exact Travel Document specified in the notification. A7. TEM can be accessed directly by clicking on this link. TEM Access If a password reset is necessary, utilize ELMO for a password reset. https://elmo.alaska.edu/
7 Travel And Expense Management Delegate Tab 7 Delegate Tab Use the Delegate tab to assign a delegate the authority to enter information for your travel into TEM on your behalf. B1. Upon entry into TEM, the Delegate tab displays. A user who has been designated as a delegate can log into TEM and act on behalf of the traveler. For example, a departmental administrative staff member may be designated as a delegate by the department faculty members. Delegates are assigned on the Profile Tab (see section D of this document). The ACT AS DELEGATE FOR: field displays those travelers who have designated the current user as a delegate to act on their behalf. This field defaults to yourself, and may be updated with selections available from the drop down menu.
8 Travel And Expense Management Profile Tab 8 Profile Tab Upon entering the Profile tab the Address or Direct Deposit, , Approver, Workflow Login ID and Funding Default is displayed. To make changes click the Pencil icon. C1. ADDRESS or DIRECT DEPOSIT: Click the Pencil icon and a list of addresses is displayed. Choose from the list of addresses and click on <Select>. C2. Click the Pencil icon and select an and click <Select>. Most commonly used is the preferred . C3. APPROVER: To add or change an Approver, click the Pencil icon. Choose a search by Last Name or Select Attributes to search by Banner ID, First Name or Last Name. Click <Go>. Highlight the approver and click <Select>. C4. WORKFLOW LOGIN ID: To add or change Workflow Login ID, click the Pencil icon. Enter Workflow ID and click <Save>. Note: Workflow Login ID field is completed by Approvers only. Enter your Banner ID. Example: SNXXX, FNXXX, ANXXX or JNXXX C5. FUNDING DEFAULT: To add or remove funding, click the Pencil icon. To add funding, enter B in Chart, enter Fund or choose from the scroll down menu. Enter Organization or choose from the scroll down menu. Accept the Program default. Account, Location and Project are not used. Click the <Add> button. To remove Funding Default, click the <X>. Specify the percentage of the funding to be added in the Percent field. The total percentages should add up to 100%.
9 Travel and Expense Management Assign Delegate 9 Assign Delegate D1. ADD DELEGATE: To add a delegate, click the <Add Delegate> button. D2. Choose a search by Last Name or Select Attributes to search by Banner ID, First Name or Last Name. Click <Go> Highlight the Delegate and click <Select>. D3. To remove a Delegate, click the <Remove> button and then select the <Removal All>.
10 Travel and Expense Management Expense Manager Tab 10 Expense Manager Tab E1. The EXPENSE MANAGER TAB consists of three sections: Outstanding Advances, Authorization Reports, and Expense Reports.
11 Travel and Expense Management Create New Travel Authorization 11 Create a New Travel Authorization F1. Enter the Expense Manager tab and choose Authorization Reports to create a new TA. Click the <New> icon on the toolbar. F2. The Create New Report window displays. Fields with a red asterisk are required. F3. REPORT NAME: Enter a unique name in the TA Report Name to distinguish this report from another if the traveler makes multiple trips to the same city or conference. Enter the traveler s last name, first name or initial, dates of travel, airport code or city names. This field allows up to 60 characters. F4. PURPOSE: This is the reason for travel. Select the purpose category appropriate for this travel authorization from the drop-down menu. Use the scroll bar to view all available purposes, or type the purpose and the list of values narrows F5. DESCRIPTION: Enter additional information to describe the purpose of the travel. This field allows up to 150 characters. If a sponsored program is used, the description field must be entered. F6. REPORT TYPE: Select the TA report type appropriate for this travel authorization from the drop-down menu. Use the scroll bar to view all report types. F7. REPORT DATE: Accept the default of the current date. F8. AFFILIATION: The Affiliation field indicates the user s association with the institution. Select the affiliation appropriate for this traveler from the drop-down menu. F9. RELOCATION: Leave the default unchecked. Relocations are processed through Human Resources. F10. FUNDING DEFAULT: Click the Pencil icon to enter funding information to be applied to each line item on this TA. Default funding information may also be entered on the Profile tab. Funding information entered on the Profile tab will default on all line items of all TA s entered.
12 Travel and Expense Management Create New Travel Authorization 12 Defaulted funding information may be edited on the TA. Enter funding information in the following fields: PERCENT: Accept the default value of 100%, or update for multiple lines. This field is required. Percentage must equal 100%. CHART: Enter B. This field is required. INDEX: The University of Alaska does not use this field; accept default of blank. FUND: Select the desired fund code from the <List>, or enter the fund code. ORGANIZATION: Select the desired organization code from the <List>, or enter the organization code. PROGRAM: Program code automatically defaults; accept default. ACTIVITY: Accept default of blank or enter the Activity Code. LOCATION: The University of Alaska does not use this field; accept default of blank. PROJECT: The University of Alaska does not use this field; accept default of blank. When funding information for this accounting string has been entered, click on the ADD button to add this accounting string. Remember to click the <Add> button Continue adding accounting strings in the same manner until 100% of the funding is assigned. (The PERCENT field displays 0.00) To save the changes, click the <Save> button. To cancel this TA, click the <Cancel> button. No changes are saved. The Create New Report window displays and the funding fields are populated. Click the <Save and Continue> button to have Banner assign the TA a document number and continue to the Itinerary window. Click the <Cancel> button to cancel this TA. No changes are saved.
13 Travel and Expense Management Create New Travel Authorization 13 F11. ITINERARY The itinerary begins on the date and time the traveler leaves their place of residence or workplace. The itinerary is not based on flight schedule. Fields auto-populate from data previously entered. Fields with a red asterisk are required. F12. FROM DATE: This is the Date and Time the traveler is departing from their place of residence or workplace. It is critical to enter the time of departure to calculate the correct per diem rate. Date time begins at the time the traveler departs place of residence or workplace. F13. FROM ZIP/POSTAL CODE: Enter the zip/postal code for departing city. If unknown, use the Search Location and enter city name to locate all zip/postal codes for that city. Choose the zip/postal code and click <Select>. Keep in mind there can be multiple zip/postal codes for that city with different per diem rates. F14. TO DATE: This is the Date and Time the traveler is departing to return back to their place of residence or workplace. It is important to enter the time of arrival to calculate the correct per diem rate. F15. TO ZIP/POSTAL CODE: Enter the zip/postal code for departing city. If unknown, use the Search Location and enter city name to locate all zip/postal codes for the city. Choose the zip/postal code and click <Select>. Keep in mind there can be multiple zip/postal codes for that city with different per diem rates. Note: If the City is misspelled, the following warning message is displayed. This could result in the traveler receiving incorrect amounts in per diem. F16. ADD: Once the Itinerary is completed and checked for accuracy, select the <Add> button. The Itinerary is now added. It can also be deleted by clicking the <X> and start over or click the <Save and Continue> button. F17. CONFIRM PER DIEM: The Confirm Per Diem dialog box will display click on the <Yes> button to continue.
14 Travel and Expense Management Create New Travel Authorization 14 F18. PER DIEM EXPENSES: Per Diem Expenses show the break down on per diem. Uncheck boxes to exclude a specific per diem quarter for that day if known meals will be provided. Per diem for an entire day can be deleted by clicking the <X> on the specific day. Select a default Payment Method from the drop down menu. Click <Save and Continue>. Note: is for Reimbursable Expenses are for Non-Reimbursable Expenses F19. To calculate the correct per diem rate for return to residence or workplace, highlight the per diem for that day, change the City and State of return and click <Save>. This will calculate the correct per diem rate. If a zero dollar amount TA is being created, see section How to Create and Zero Dollar Travel Authorization. If creating a multiple destination trip, the per diem will need to be adjusted in the Estimated Expenses by selecting the Date and entering the City/State/Providence for that destination and <save>. Continue this process for each date. F20. ESTIMATED EXPENSES: Allows the traveler to record estimated expenses, reimbursable and nonreimbursable. This may include items such as hotel, transportation, airfare, baggage, business communication and conference fees. The Authorization Reports view consists of three main parts: the navigation pane on the left, the main workspace in the center, and the sidebar on the right. F21. The sidebar can be hidden to show more of the Estimated Expenses. To hide the sidebar click the arrow. F22. To add expenses, select Type using the drop down bar and select the appropriate expense type. Use the scroll bar to view the complete available list. F23. Select the appropriate Paid By method using the drop down bar. F24. Enter estimated Receipt Amount and <Save>.
15 Travel and Expense Management Create New Travel Authorization 15 Continue this process until all estimated expenses, reimbursable and nonreimbursable are added. F25. If changes need to be made to the funding source on the Estimated Expenses, check the lines that need to be changed and click on more actions and highlight Change Expense Funding. F26. To view all estimated expenses, click the arrow and the total estimate of expenses will be displayed. F27. Once the TA has all of the estimated expenses click <View or Submit Report>. F28. REVIEW OF TRAVEL AUTHORIZATION: Before submitting for approval, changes can be made to General Information, Address, Itinerary and Comments by clicking the corresponding Pencil icon. F29. Changes may also be made to the estimated Reimbursable and Non-Reimbursable expenses by clicking on the page arrow and clicking the Pencil icon. Note: A Delegate can make changes to the TA or TER after it has been submitted to the traveler only if the traveler has not submitted it. Once the TA is submitted for approval, changes cannot be made; however updates can be done through the Travel Expense Report (ER) F30. ATTACHMENTS: Currently not available. F31. COMMENTS: Enter comments by clicking the Pencil icon. The Add Comment window will display. Enter comments and click the <Save> button. F32. RELATED DOCUMENTS: This displays any documents related to this TA. F33. STATUS HISTORY: Displays if the TA is in process or has been approved. F34. SUBMIT: To submit for approval click the <Submit> button. The Information window will populate and display Document TA has been completed and forwarded to the approval process. Click the <OK> button. F35. Once the TA is submitted an is generated and sent to the approver. Once the TA has been either approved, forwarded to another approver, denied or returned for correction an is sent to the traveler.
16 Travel and Expense Management Create New Travel Authorization 16 F36. An is generated to the approver or grant technician. The approver or grant technician will need to log into Workflow by clicking the Workflow link. F37. Once logged into Workflow, the approver may select from the following list. 1. Approve (Final) this completes the TA and generates an to the Traveler 2. Approve & Add Approver 3. Deny sends back to traveler. 4. Return for Corrections sends back to the traveler for updates and corrections. Deny and Return for corrections require Approver Comments/ F38. Once approval has been completed an is generated. F39. After approvals the TA will post in banner and can be seen in FGIENCD. Note: The TA is encumbered through TEM
17 Travel and Expense Management Changes to Travel Authorizations 17 Changes to Travel Authorizations If a change in travel is required prior to the travel taking place, the Travel Authorization Report that has been approved must have the budget released in TEM and a new Travel Authorization Report must be created. G1. Go to the Expense Manager Tab G2. Click the Travel Authorization Reports G3. Click the Travel Expense that needs to have the budget released G4. Click More Actions from the Authorization Report Actions tool bar at the top of the screen G5. Click Release Budget If changes to travel occur while in travel status, the changes or expenses are entered when the Expense Report is processed through TEM.
18 Travel and Expense Management Creating a Zero Dollar Travel Authorization 18 Creating a Zero Dollar Travel Authorization H1. If a traveler does not want to be reimbursed for Per Diem on the Travel Authorization select the <Yes> when the Confirm Per Diem box displays. H2. Uncheck all of the boxes when the Per Diem Expenses displays. Select a default payment method from the drop down menu. DO NOT DELETE <Save and Continue> H3. Enter Non-Reimbursable Expenses <View or Submit Report>. Once the Travel Authorization has been submitted it goes through the approval process and posts to banner with a zero encumbrance amount.
19 Travel and Expense Management Outstanding Advances 19 Outstanding Advances I1. Upon entry into the Expense Manager tab, Outstanding Advances are displayed. I2. Upon creating an Advance a new TA will need to be created. Click Authorization Reports then click NEW in the toolbar to create a new TA. I3. Once the TA has been created, click the Request for Advance. Advance Request Error will occur if outstanding or overdue Advances are not reconciled. These must be reconciled before additional advances occur. I4. Choose the Advance Rule from the scroll down bar. I5. Enter the Requested Amount. This is a required field and is only allowable for 80% of per diem. I6. If the Requested Amount is more than the 80% allowable, an error message displays that the allowable amount has been exceeded. Click the OK button to make corrections to the Requested Amount and click <Submit>. The Information message will display, click <OK>. I7. Once the Request for Advance is submitted, an is generated to the approver or grant technician. The approver or grant technician will need to log into Workflow by clicking the Workflow link in the . I8. Within Workflow: A grant technician or an approver can deny, return for correction, or approve the encumbrance. If the approver denies the AT, the traveler is notified of the denial. The traveler cannot edit the travel authorization report. If the expense report is returned for corrections, the traveler can edit and resubmit the TA. If the TA is approved, it is forwarded to Accounts Payable for reimbursement. A Banner invoice is created automatically. The traveler will receive expenses reimbursable to the traveler based on the address selected on the Profile tab of TEM. I9. Once the Request for Advance has been approved, denied or returned for correction, an is generated.
20 Travel and Expense Management Authorization Reports 20 Authorization Reports J1. To view existing TA s, click Authorization Reports. The first time Banner TEM is opened, the Authorization Reports list will be empty. Once a TA is created, it will be listed in this view. Use the toolbar to create a new TA or refresh the view. Once a report (TA) has been created, the icons on the toolbar will be available to open, save, copy or delete a report. Sorting, ordering and managing columns: Click in the header row of any column to sort the column in ascending order (numerical and alphabetical). The up or down arrow appears when a column Header is checked to indicate which way the data is sorted. Click the column header again to reverse the sort order. Change the order in which columns appear by clicking on them and dragging them to the new order. Change the width of a column by clicking on the left or right border of the column. When the double-sided arrow appears, hold down the left mouse key and pull the column to the desired width. J2. To open an existing TA, click the TA of interest to highlight it, and then click the OPEN icon in the toolbar or double click on highlighted TA to open. J3. To create a new TA, click the NEW icon in the toolbar.
21 Travel and Expense Management Create An Expense Report 21 Creating an Expense Report (ER) K1. Once the travel has been completed, an expense report can be generated. Click the TA that is associated with the travel and click the <Generate Expense Report> button. K2. The Generate Expense Report window will populate. Report Name, Report Date and Affiliation are required. Click the <Save>. Note: The Report Date will need to be changed to the current date if encumbered in a prior period. K3. The Expense Report has now been generated and a Report ID number is assigned. Highlight the Report ID and click <Open> to display the Expense Report.. K4. Expense Report changes can be made to General Information, Remittance Address, Address, Itinerary and Comments. K5. Reimbursable and non-reimbursable expenses estimated on the corresponding TA are displayed. Changes can be made to the Expense to reflect the actual cost of travel. This can be done by adding Type, Paid By and Receipt Amount and click the <Save>. K6. To remove an expense from the expense report, click on the expense and change the amount to zero and <Save>. DO NOT DELETE K7. ATTACHMENTS: Currently not available K8. Once all Expenses and Comments have been entered, click the <View or Submit Report> button. K9. Click the <Submit> Note: The Report ID number (ER) is different than the Travel Authorization (TA) Number. K10. Confirm Final window is displayed. Click the <Yes> button.
22 Travel and Expense Management Create An Expense Report 22 K11. The Information window will populate informing that Document Expense Report completed and forwarded to the posting process. Click <OK>. K12. Once the Expense Report is submitted an is generated and sent to the traveler. K13. An is generated to the approver. The approver will need to log into Workflow by clicking the Workflow link. K14. Once logged into Workflow, the approver may select from the following list. 1. Approve (Final) this completes the ER and generates an to the Traveler 2. Approve & Add Approver 3. Deny sends back to traveler. 4. Return for Corrections sends back for updates and corrections. Deny and Return for corrections require Approver Comments. K15. Once approval has been completed an is generated and sent to traveler. K16. Once posting is complete, the ER is now Ready to Pay. FGIENCD shows the TA encumbered in Banner.
23 Travel and Expense Management Create a Zero Dollar Expense Report 23 Creating a Zero Dollar Expense Report L1. Generate an Expense Report from the Travel Authorization and <Save>. L2. If a zero dollar Travel Authorization was created, the zero Per Diem will display on the Expense Report. Click on <View or Submit Report>. DO NOT DELETE ANY LINES. L3. Click <Submit> to go through the approval process. This will close out the encumbrance. If the original Travel Authorization has estimated expenses that will not be reimbursed, each expense type must be updated and adjusted. DO NOT DELETE ANY LINES as this will cause posting problems.
24 Travel And Expense Management Setting Up a Proxy in Workflow 24 Setting up a Proxy in Workflow If a TEM approver is going to be away from the office, a proxy can be created so that all items are included on a Worklist of another approver. The approver who will be away from the office must set the proxy. M1. Log into Workflow. Your Worklist is displayed. M2. Click the <User Information> link on the left hand side. M3. The current User Information is displayed. M4. Click the Notifications Link to expand the field. Ensure that the Activity Notifications and Deadline Notifications are set to Yes. M5. Click the Launching Link to expand the field. Ensure that the Launch web when available radio button is selected. M6. Click Save User Profile to save changes. M7. If necessary, scroll down so that the My Proxies box is displayed. Locate the line for the Approver role. M8. Click on the Approver <Add Proxy> link. M9. The Proxy Details window is displayed. M10. USER: From the USER drop down selection list, select the Banner id of the approver who will be your proxy. <Next Field> M11. EFFECTIVE FROM: Default to the current date and time. Accept the default, or enter the date from which the proxy will be effective. <Next Field> M12. EFFECTIVE TO: Enter the date to which the proxy will be effective, or use the calendar to select the date. If the date is entered manually, the time stamp defaults to 12:00am. <Next Field> M13. CONFIDENTIAL: Click the NON-CONFIDENTIAL box so that it is checked. This is a required field.
25 Travel And Expense Management Setting Up a Proxy in Workflow 25 M14. Click <Save> M15. The User Information window is displayed and the My Proxies box displays the updated information. Documents awaiting approval are displayed in the Worklists of the Approver and the Proxy approver. The proxy approvers Worklist displays a person icon ( ) next to the document number. An message is sent to the Approver notifying them that a document is awaiting approval. An message is not sent to the Proxy. Once the document awaiting approval has been clicked, the person who opens it is responsible for its approval, and the document is removed from the Worklist of the other Approver. For example; a document is displayed in the Worklist for both the approver and their Proxy. The proxy clicks on the document to view it for approval. Once clicked, that document is removed from the Worklist of the Approver and only the Proxy can access that document.
26 Travel And Expense Management Workflow Search 26 Workflow Search A search can be performed in Workflow. To avoid returning all Workflow items, enter specific search criteria. Currently, searching for workflows for a particular campus or a specific user is not available. N1. Log into Workflow as previously detailed in this document. Your Worklist is displayed. N2. Click the <Workflow Status Search> link on the left hand side. N3. The Search dialog box is displayed. Enter the document code in the WORKFLOW SPECIFICS NAME field. Use of the wildcard (%) is suggested. <Next Field> N4. BUSINESS PROCESS NAME: For the time being, leave this field blank. <Next Field> N5. STATUS: Select the appropriate status from the drop-down menu. If this field is left blank, the search may take a lot of time. N6. Click the <Search> icon. N7. The requested Workflows are displayed. N8. The Search dialog box is displayed at the end of the results with the previously requested information defaulted. Additional queries can be requested. N9. Click the link in the Workflow Status Search Results to select the item of interest. Additionally, a START DATE, END DATE, and STATUS can be entered to narrow the search. It is suggested that the time stamp be removed if the calendar option is used to select the date range. The Sensitive% in the Workflow Specifics Name requests only workflows with a name starting with Sensitive. The F% in the Workflow Name requests all finance-related workflows.
27 Travel And Expense Management Workflow Search 27 N10. The Workflow Status for this item displays. N11. Click the Workflow Details tab to view detail information.