Travel Request. This document describes the functions used for Creating, Maintaining, Submitting and Approving Travel Requests and Expense Reports.

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1 Travel Request This document describes the functions used for Creating, Maintaining, Submitting and Approving Travel Requests and Expense Reports. In this document: Creating Travel Requests How to Create a Travel Request Creating Expense Reports How to Create an Expense Report Travel Request Approval Expense Report Approval Searching for Travel Requests Expense Report Search TEAMS Travel Request Maintenance June Prologic Technology Systems, Inc.

2 Creating Travel Requests Use the Create Travel Request function to create a travel request on behalf of another employee to be submitted for approval. To create travel requests for oneself, users need to create travel requests through the Employee Service Center function. How to Create a Travel Request 1. Navigate to the TEAMS Home page and locate the Travel Request Maintenance menu. Note: The exact name of the menu you use to access this function depends on how your district has configured its TEAMS Home page. 2. Select the Create Travel Request link. The General tab is displayed. The General tab allows users to setup basic information that will be carried across the rest of the Travel Request sections. Figure 16: Create Travel Request function, General tab 3. Enter the name of the traveler in the Traveler field. The box to the right of the field is a link to the Employee Lookup function. 4. Select the Event from the drop-down list. 1

3 Note: If the Event has been completely setup; the Event Number, Activity/Purpose, Destination State, Destination City, Departure Date, Departure Time, Return Date and Return Time fields on this page will be automatically filled in. 5. If it has been predefined in the Predefined Travel Request function, users can select the Event Number from the drop-down list. Otherwise users will need to enter the name in this field. 6. Enter the purpose of the trip in the Activity/Purpose field, if it was not predefined. 7. Select the Destination State and City from the drop-down list. 8. Select the Departure Date and Time and the Return Date and Time in the appropriate fields. 9. Select Ye s or No for the Will an advance of expenses be expected question. 10. If Yes, select Direct Deposit or Paper Check from the Advance Delivery Method drop-down list. 11. Select the Account Type from the drop-down list. Users can choose Student, Non-Employee or Employee. After entering the Account Number*, it will be saved to the account and appear as the default account number in all preceding sections. 12. After the General tab has been completely filled out, click the Save Request box, move to the Registration tab. 13. Users can add any appropriate attachments at this time. * Get account number from Department Head or campus administrative assistant. 2

4 Entering Registration Expenses Users can fill out the Registration Expense portion of the Travel Request on the Registration tab. Figure 17: Create Travel Request function, Registration tab 1. Select Ye s or No in the Advance Required field. 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Select the Payment Type from the drop-down list. Users can select Reimbursement or Check to Vendor. If users select Check to Vendor they will need to add the Vendor ID from the Vendor Remit- To field. It will then be automatically filled in on all preceding sections. 5. Enter the Registration Title, Begin Date and Projected Amount. 6. Click the Add button and move to the Lodging tab. 3

5 Entering Lodging Expenses Users can fill out the Lodging Expenses section of the Travel Request on the Lodging tab. Figure 18: Create Travel Request function, Lodging tab 1. Select Ye s or No in the Advance Required field. 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Select the Payment Type from the drop-down list. Users can choose Reimbursement or Check to Vendor. 5. Enter the name of the Hotel/Motel, and its Phone Number, Zip Code, Address, State and City in the appropriate fields. 6. Enter the Number of Occupants, Number of Rooms, Number of Nights and Estimated Rate in the appropriate fields. 4

6 7. Select Ye s or No for the Rate is Above GSA question. The District Business Rule Rate is Above GSA Required under Travel Management controls whether this field is required or not. 8. Optionally users can also enter the Confirmation Number. The Projected Amount is auto-calculated based on previous information provided, and can be manually adjusted. 9. Click the Ad d button and navigate to the Vehicle tab if a vehicle rental is required. Entering Vehicle Expenses Users can enter vehicle expenses on the Vehicle tab. Figure 19: Create Travel Request function, Vehicle tab 1. Select Ye s or No in the Advance Required field. 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Select the Vehicle Type. Users can Select District, Rental or Personal. If District, users will need to enter the Employee ID for use of the District Vehicle. If Rental, users need to enter the name of the Rental Company and Confirmation ID. If Personal, users will need to enter the Projected Mileage for use with the Mileage Reimbursement Rate for reimbursements. Note: Projected Mileage must be entered as a whole number. 5

7 5. Enter the Employee ID. If needed, users can click on the icon to be taken to the Employee Lookup function. 6. Enter the Passenger Names. 7. Click the Add button and navigate to the Airline tab if an Airline Ticket is required. Entering Airline Expenses Users can enter the airline ticketing information for the Travel Request on the Airline Expense tab. Figure 20: Create Travel Request function, Airline tab 1. Select No in the Advance Required field. 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Enter the Contact Phone number, Birth Date of Traveler and select Male or Female for the Gender of Traveler. 6

8 5. In the Departure section, select the Preferred Airline from the drop-down list, if the Preferred Airline was added in the Predefined Travel Request Maintenance function. If not, users cans select Other in order to add a custom name. Information in the Return section will be auto-populated based on information entered in the Departure section. 6. Select the Date, Time, Flight Number and Confirmation Number for the flight. Note: The District Business Rule Flight Number Required controls whether or not the Flight Number is required in this field. 7. Information in the Return section will be auto-populated based on information entered in the Departure section. Users may edit this information, if necessary. 8. Fill in the Project Amount of the Airline Expense. 9. Click the Ad d button and navigate to the Meals tab. Entering Meal Expenses Users can enter the meal expenses for the Travel Request on the Meals tab. Figure 21: Create Travel Request function, Meals tab 1. Select No in the Advance Required field. 7

9 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Enter the Number of Employees for whom the meals expense relates to. 5. The next section will populate the days of the trip as previously submitted. For each day, enter the expense for Breakfast, Lunch and Dinner, indicate whether the meal was Provided or My Cost, and then what the Projected cost of the meal will be. This cost will be multiplied by the number of Travelers entered and estimated in the Projected Amount field. Note: There are District Business Rules under Travel Management to define the cut off times for Breakfast, Lunch and Dinner meal times. 6. Click the Add button and navigate to the Other Expenses tab. Other Expenses Users can enter other projected expenses for the Travel Request on the Other Expenses tab. Figure 22: Create Travel Request function, Other Expenses tab 1. Select Ye s or No in the Advance Required field. 2. If Yes, enter a date in the Needed By field, and select Direct Deposit or Paper Check from the Delivery drop-down list. 3. Select Student, Non-Employee or Employee from the Expense For drop-down list. 4. Select the Expense Name. Users can select Other, Parking Fees, Rental Gas and Taxi Fares. 8

10 5. Enter the Expense Description and Projected Amount. 6. Click the Add button and navigate to the Submit tab. Submitting Travel Requests Users can submit travel requests for approval on the Submit tab. Figure 23: Create Travel Request function, Submit tab If each section has been completed and added to the Travel Request, it will have a checkmark next to it on the My Travel sidebar. Once all expenses necessary have been added, users confirm the Expense Types and Projected Amounts are correct, and then hit the Submit button to submit the Travel Request for approval. 9

11 Creating Expense Reports Use the Create Expense Report function to create an expense report on behalf of another employee to be submitted for approval. To create travel requests for oneself, users need to create travel requests through the Employee Service Center function. Expense Reports can not be created unless a related Travel Request was previously submitted and approved. How to Create an Expense Report 1. Navigate to the TEAMS Home page and locate the Travel Request Maintenance menu. Note: The exact name of the menu you use to access this function depends on how your district has configured its TEAMS Home page. 2. Select the Create Expense Report link. The General tab is displayed. Figure 24: Create Expense Report function, General tab 3. Select the appropriate Travel Request from the list of approved Travel Requests. users can then confirm the dates of the trip and must select a Reimbursement Delivery Method from the drop-down list. Users can select Direct Deposit or Paper Check. 4. Users then click continue to be taken to the Registration tab. Note: After selecting the appropriate Travel Request, the values on each tab will be filled in according to the estimates made during the Travel Request. Users will need to confirm the Payment Type by selecting Reimbursement, Check to Vendor. Users will then need to confirm the Actual Amount and click the Sa ve Changes button. If no Travel Request was submitted, it will not need to be confirmed. 10

12 Confirming Event Registration Expenses Event Registration Expense Reports can be confirmed on the Registration tab. Actual Amount field Figure 25: Create Expense Report function, Registration tab Users must then enter the Actual Amount of the Registration Expense. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. 11

13 Confirming Lodging Expenses Payment Type drop-down list Actual Amount field Figure 26: Create Expense Report function, Lodging tab Users must select the appropriate Payment Type. If Reimbursement, no other information is required. If Check to Vendor is selected, users must choose the Route To information from a dropdown list. Users can select Hold for Pick-Up, Send to vendor, or Return to Requestor. After selecting the Payment Type, users must then enter the Actual Amount of the Lodging Expense. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. 12

14 Confirming Vehicle Expenses Figure 27: Create Expense Report function, Vehicle tab Users must then enter the Actual Amount of the Vehicle Expense. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. 13

15 Confirming Airline Expenses Figure 28: Create Expense Report function, Airline tab Users must select the appropriate Payment Type. If Reimbursement, no other information is required. If Direct Bill is selected, no other information is required. After selecting the Payment Type, users must then enter the Actual Amount of the Airline Expense. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. 14

16 Confirming Meal Expenses Figure 29: Create Expense Report function, Meals tab Users must select the appropriate Payment Type. If Reimbursement, no other information is required. After selecting the Payment Type, users must then enter the Actual Amount of the Meal Expenses for each meal. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. 15

17 Confirming Other Expenses Figure 30: Create Expense Report function, Other Expenses tab Users must select the appropriate Payment Type. If Reimbursement, no other information is required. After selecting the Payment Type, users must then enter the Actual Amount of the Other Expenses. Users can Edit expenses, Add additional expenses, and add Attachments or Notes through the related buttons at the bottom of the screen. Submitting Expenses for Approval Users can confirm and submit Expense Reports for approval on the Submit tab Figure 31: Create Expense Report function, Submit tab 16

18 Travel Request Approval Users can approve Travel Requests in the Travel Request Approval function. Approvers can view and make any changes needed. When a user clicks the Approve button on the Travel Request List tab of the Travel Request Approval function, the request is approved. Figure 32: Travel Request Approval function Expense Report Approval Users can approve Expense Reports in the Expense Report Approval function. Approvers can view and make any changes needed. When a user clicks the Approve button on the Expense Report List tab of the Expense Report Approval function, the request is approved. Figure 33: Expense Report Approval function 17

19 Searching for Travel Requests The Travel Request Search function allows users to search for travel requests based on a wide range of criteria. After entering criteria and clicking Search, users will be taken to the Travel Request Search Results screen. Through this function Travel Requests can only be viewed and not edited. Figure 34: Travel Request Search function Uses can search for Travel Requests by entering the following criteria: Traveler: Enter the name of the employee to search for, or click the button on the right to be taken to the Employee Lookup function. Request ID: The Request ID of the Travel Request. Event: Select the predefined Event from the drop-down list. Event Number: The predefined Event Number. Activity/Purpose: The appropriate Activity/Purpose description. Status: Users can select Entered, Approved, Approval in Progress, Not Started or Rejected from the Status drop-down list. Travel Request Create Date: Enter the date the Travel Request was created. Departure Date: Enter the Departure Date of the Travel Request. Return Date: Enter the Return Date of the Travel Request. Destination State: Enter the State the Event took place in. City: Enter the City the Event took place in. 18

20 Expense Report Search The Expense Report Search function allows users to search for expense reports based on a wide range of criteria. After entering any criteria and clicking Search, users will be taken to the Expense Report Search Results screen. Through this function Expense Reports can only be viewed and not edited. Figure 35: Expense Report Search function The following criteria options are available to use in the search process. None are required, and users are allowed to use as much or little information as they have. Traveler: Enter the name of the employee to search for, or click the button on the right to be taken to the Employee Lookup function. Request ID: The Request ID of the Expense Report. Event: Select from a drop-down list of previously defined events. Event Number: Select from 0, 1, 2 or 3. Activity/Purpose: Enter an activity or purpose name to search by. Status: Users can select Entered, Approved, Approval in Progress, Not Started or Rejected from the Status drop-down list. Expense Report Create Date: Select the creation date of the Expense Report. Departure Date: Select the Departure Date of the trip/event. Return Date: Select the Return Date of the trip/event. Destination State: Select the State that the trip/event was located in. 19

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