Creating a Travel Authorization. 1) Sign in to Bronco Web with username: AHOWARD (uppercase) password: TRAVEL (uppercase)

Transcription

1 Creating a Travel Authorization 1) Sign in to Bronco Web with username: AHOWARD (uppercase) password: TRAVEL (uppercase) 2) Select Travel and Expenses > BSU Employee > Travel Authorization > Create 3) Add General Information Description: TA Training Example Date From: use current date Date To: use current date Business Purpose: Training Default Location: Coeur d Alene, ID Comment: leave blank or enter some comments Click the Accounting Defaults link (lower left on screen) 4) Add Accounting Defaults Department: 904L Hit the TAB key and Click OK (you will be returned to the General Information page) 5) Click Continue 6) Add Expense Lines Expense Type: Airfare, Commercial In-State (then click Add) Amount: (then click Update) Payment Type: Paid by Employee Billing Type: Internal Add Another Expense Expense Type: Per Diem, In-State (then click Add) For per diem, enter the following: Expense Date Start: use current date Start Time (HH:MI): 7:30am Expense End Date: use current date End Time (HH:MI): 9:00pm Location: Coeur d Alene (system populated) Click Retrieve Per Diem Amounts Amount: (system populated) Payment Type: Paid By Employee Billing Type: Internal Add Another Expense 2

2 Expense Type: Rental Vehicle/Fuel, In-State (then click Add) For rental vehicle expense, enter the following: Preferred: Enterprise Car Rental Non-preferred: leave blank Location: Coeur d Alene (system populated) Amount: (then click Update) Payment Type: Paid By Employee Billing Type: Internal 7) Click Done 8) If you need to split expenses between different Department IDs select the expense line you would like to split. Go to the Accounting Details link at the bottom of the screen. Select Add Chartfield Line. Split the expense total, type in Department ID and hit tab. After splitting expense, to continue on to the next expense line select next expense. If you are done splitting expenses, select ok and then done. This will take you back out to the submission screen. 9) Click Submit for Approval. Click OK. Click OK (again) Your submitted travel authorization should look similar to this: 3

3 Fwd: FTS8 TA Request This is to inform you that a travel authorization request has been submitted by the employee below. Expense Dates...: Thru: Submission Date...: Employee Name...: Howard,Amber Linn Employee ID...: Travel Authorization Description..: TEST Travel Authorization ID...: Business Purpose...: News Coverage Denied Line Number(s)...: Denied Line Amount...: USD Total Amount...: USD The first approver is notified when Travel Authorization is submitted. After all necessary approvers have approved this travel, the employee traveling will be notified. Make sure that the people you are entering travel for are aware they need to forward the to you. There is a statement in the , but better safe than sorry. This is an example of the printable version of a TA. 4

4 Creating an Expense Report from a Travel Authorization Sign-in with user ID: AHOWARD (uppercase) password: TRAVEL (uppercase) 1) Select Travel and Expenses > BSU Employee > Expense Report > Create 2) Start Your Report With: A Travel Authorization (then click GO) 3) Select TA Training Example 4) Click Check For Errors 5) Return to Expense Report 6) Click Finish and Submit Click OK Click OK (again) Your submitted expense report should look similar to this: 5

5 Fwd: FTS8 ER Request This is to inform you that an employee expense reimbursement request has been submitted by the employee below. Expense Dates...: Thru: Submission Date...: Employee Name...: Howard,Amber Linn Employee ID...: Report Description...: TEST2 Report ID...: Business Purpose...: Meeting Total Amount...: USD After receiving notification of approval, log back in to Bronco Web. Go to the Expense Report print option. Print Expense Report from browser, employee must sign report, attach receipts to the back of Expense Report, and submit to Travel Services for reimbursement. Printable version of Expense Report 6

6 Creating an Expense Report (non-travel related) 1) Sign-in with user ID: AHOWARD (uppercase) password: TRAVEL (uppercase) 2) Select Travel and Expenses > BSU Employee > Expense Report > Create 3) Start Your Report With: A Blank Report (then click GO) 4) Add General Information Report Description: Lunch Meeting Reference: leave blank Business Purpose: Meals, Meetings, and Refreshments (With this business purpose you must fill in any pertinent information that applies to event. Start and End times, number of attendees, amount per person, etc.) Comment: leave blank or enter some comments Default Location: leave blank Click the Default Accounting For Report link 5) Add Accounting Defaults Department: 904L Click OK (you ll be returned to the Expense Report Entry page) 6) Enter Expense Line Expense Type: Food- Meeting and Refreshments Expense Date: current date Amount Spent: Payment Type: Paid by Employee Billing Type: Internal Click the Detail link for this expense line, and then enter Non-Preferred: Murphy s Location: (city and state event took place) Description: lunch meeting Go to Add Additional Attendees. List additional attendees and their affiliation. If there is a big group of people, a list of attendees may be attached to the paper copy of the expense report. Click Check Expenses for Errors Resolve any edit errors Click the Return to Expense Report link 7) Finish and Submit. Click OK. Click OK (again). 7

7 Your submitted expense report should look similar to this: After receiving notification of approval, log back in to Bronco Web. Go to the Expense Report print option. Print Expense Report from browser, employee must sign report, attach receipts to the back of Expense Report, and submit to Travel Services for reimbursement. 8

8 Delegate Entry Authority Travel and Expenses > BSU Employee > Other Functions > Delegate Entry Authority The employee who wants to delegate entry authority must login to Bronco Web and delegate the person they would like to enter their travel authorizations and expense reports. Once this process is completed, the person delegated to enter has the capability to do so until they are removed by the employee who delegated them entry authority. 9

9 Direct Vendor Pay Pre-Travel: 1. Create TA, include all expense detail lines (including expense to be paid directly to vendor). Chose expense type Prepaid via DVP (example: a DVP for registration would be Prepaid Registration via DVP). Select the payment type of prepaid for that particular expense. Note: Please include vendor number and entire name of vendor, do not put acronym on expense detail line description. 2. Note TA # and submit TA through approval process. 3. Print the approved TA from the browser. 4. Submit the printed TA form, attach invoice or conference registration form along with Vendor Information Form and/or any specific vendor billing information to T&E services 5. T&E Services will process payment through Accounts Payable vendor system. After-Travel: 1. Create Expense Report copying from a Travel Authorization (TA). The system will drop the direct vendor pay item from the reimbursement. 2. Update information, add or delete lines as needed and submit for approvals. 3. Once approved, print the ER, sign and attach supporting documentation and submit to T&E Services. Note: T&E Services does not require signatures beyond the employee s signature on the printed Expense Report. 10

10 Early Reimbursement 1. Create travel authorization. For the expense that needs an early reimbursement select expense type Prepaid via Early Reimbursement (example for an early reimbursement on airfare, Prepaid Airfare via Early Reimbursement ). On the expense detail line, use payment type of prepaid. Save and submit through the approval process. 2. Make note of TA number. 3. Create expense report from a blank report. In the reference field enter the TA number, without the zeroes. (i.e., TA33). 4. On the lines for early payment, use payment type of Paid by Employee. Save and submit through the approval process. 5. Once approved, print the ER and sign. Also print the Expense Receipt page and attach your receipts. Please note: the approver s signature is not required on the hard-copy form. 6. AP will audit and authorize for payment. 7. Once you re back from travel, copy an expense report from your travel authorization. Save and submit through the approval process. 8. Once approved, print the ER from the print option located under the Expense Report heading, attach your receipts and submit to Travel 11

11 Cancel Travel Authorization (Employee) **A Travel Authorization can only be cancelled by the originator or the traveler. In order to cancel a Travel Authorization it has to be in an Approved status. The reasons for cancelling a Travel Authorization would be if the travel did not happen or if there is no reimbursement to the traveler. By cancelling the Travel Authorization, the funds encumbered for the travel are released. Log in to Bronco Web Travel and Expenses BSU Employee Travel Authorization Cancel 1. Type in the Employee ID for the Travel Authorization that needs cancelled. If the Employee ID is not known, use the magnifying glass and select the Employee ID from the list. 12

12 2. Select the Travel Authorization to be cancelled by checking the box next to the corresponding Travel Authorization. 3. Click the Delete Selected Travel Authorizations button. 4. Use Return To Travel Authorization link to confirm the Travel Authorization has been closed. Select the View option from the menu. Type in the Employee ID number corresponding to the Travel Authorization that was cancelled. Select the Travel Authorization to verify a Closed status. 13

13 Cash Advance (student field trips only) Traveler will need to prepare a TA. An ER will need to be prepared to process cash advance. Separate ER s will need to be submitted for additional cash advance requests. Note: Minimum cash advance $ Cannot charge to an Appropriated Department ID Allow 14 days processing time Department will be notified when check is ready for pick up. Check can be picked up at Payment & Disbursement, Admin 211. Cannot issue cash advance without a list of attendees (can be estimated attendee list). Before Travel: 1. Create TA under group leader s or club advisor s name NOTE: Group leader will need to give Field Trip preparer entry authority in T&E Module (see delegating entry authority). 2. On the header page description field enter destination and cash advance (Twin Falls cash advance) and on the header page comments enter the travel dates, number of attendees and requested pick-up date (the check will be issued a few days before trip). Enter accounting defaults. 3. Enter number of travelers on the TA lines when asked for description. For the expense that requires a cash advance use the Prepaid Cash Advance expense type. Save and submit through the approval process. 4. Make note of TA number. 5. After TA is approved create expense report from a blank report. Do not copy from the original TA. On Description line enter the field trip destination Cash advance, e.g. Twin Falls-cash advance. In the reference field enter the TA number, without the zeroes. (i.e., TA33). The business purpose would be field trip (student org or non-student org). 6. In the comment field list dates of travel, date of pick up, and the number of attendees. 7. Enter the Department ID accounting detail to match the detail entered on the TA. 8. The expense type should be what the cash advance is being used for (meals, registration, etc) Payment Type line select the payment type will be paid by employee. Note: The date of the expense report is the date you are submitting request for cash advance (not the date of the travel). 9. Go into detail link. Make sure to complete the information with an (*) located to the left side of each line. Click on Add Additional Attendees link and enter your preliminary attendee names. The attendee list can be updated with actual attendees at a later date if needed. A list of attendees attached to the signed expense report can also be used. 10. Once approved, print the ER Sign the ER, attach attendee list and forward to Travel Services. Note: Travel Services does not require the approver s signature on the hardcopy form. 11. Travel Services will audit and authorize for payment. The advance will be issued in the form of a check to be picked up at Payment & Disbursement. 14

14 After Travel: 1. Deposit any leftover cash from advance at Payments & Disbursement via the Deposit Transmittal Form. Process a separate Transmittal Form for each cash advance issued. Identify on the transmittal forms the name of employee the cash advance was issued to, date of travel, TA number, name of department, the Department ID # and account code that were originally charged for the cash advance. Note: Do not use balance sheet account information for cash advance. 2. Create an expense report only if further reimbursement is needed copying from a travel authorization. Select the TA that corresponds to the cash advance. Reference the cash advance ER #, update information, add or delete lines as needed. Save and submit through the approval process. 3. Once approved, print the ER, attach your receipts, cash signoff sheet(s), the deposit receipt from P&D along with a copy of the transmittal form (if applicable) and submit to Travel Services. 15

15 Cash Advance No After Travel Reimbursement Before Travel: 1. NOTE: Group leader will need to give Field Trip preparer entry authority in T&E Module. 2. Follow the instructions for entering a cash advance. 3. The expense type should be Prepaid Cash Advance. Enter number of travelers on the TA line when asked for description. Save and submit through the approval process. Make note of TA number. 4. After TA is approved create expense report from a blank report. Do not copy from the original TA. On Description line enter the field trip destination Cash advance, e.g. Twin Falls-cash advance. In the reference field enter the TA number, without the zeroes. (i.e., TA33). The business purpose would be field trip (student org or non-student org). In the comment field, list dates of travel, date of pick up, and the number of attendees. 5. Enter the Department ID to match the detail entered on the TA. 6. The expense type should be what the cash advance is being used for (meals, registration, etc) Payment Type line select the payment type will be paid by employee. If the cash advance is for the whole event, select one of the field trip expense types (field trip-meals, registration, etc). Note: The date of the expense report is the date you are submitting request for cash advance (not the date of the travel). 7. Go into detail link. Make sure to complete the information with an (*) located to the left side of each line. Click on Add Additional Attendees link and enter your preliminary attendee names. The attendee list can be updated with actual attendees at a later date if needed. A list of attendees attached to the signed expense report can also be used. 8. Sign the ER, attach attendee list and forward to Travel Services. Please note: Travel Services does not require the approver s signature on the hard-copy form. 9. Travel Services will audit and authorize for payment. The advance will be issued in the form of a check to be picked up at Payments & Disbursement. After Travel: 1. Deposit any leftover cash from advance at Payments & Disbursement via the Deposit Transmittal Form. Identify on the transmittal forms the name of employee the cash advance was issued to, date of travel, TA number, name of department, the Department ID # and account code that were originally charged for the cash advance. Note: Do not use balance sheet account for cash advance. 2. Send copy of TA (do not create ER) along with copy of deposit transmittal and cashier s receipt from P&D, receipts and supporting documentation to verify use of cash advance funds to T&E Services, MS1248. Request TA to be closed. 16

16 Help Amber Howard- T&E System Questions/Issues Delegate Entry Authority Anna Nancy Conlin- Travel Payables Teri Gormley- Personal Reimbursements Aaron Lunt- Travel & Expense Approvals Web Site Main Fax Number: Mail Stop: 1248 Office Location: 1129 Euclid Avenue (corner of Beacon and Euclid) 17

17 Notes: 18