Travel Expense Report I N F O R M A T I O N D E P L O Y E D. S O L U T I O N S A D V A N C E D. M I S S I O N S A C C O M P L I S H E D.

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1 Travel Expense Report I N F O R M A T I O N D E P L O Y E D. S O L U T I O N S A D V A N C E D. M I S S I O N S A C C O M P L I S H E D.

2 Introduction This How to Guide was developed by Human Resources, Learning & Development. If you have any questions, please contact our Learning Consultants at: / Learning & Development CACI Proprietary Information

3 Topics In this How to Guide you will learn about Overview Travel Authorization Travel Expense Report (TR) Procedure Accessing the Business Information Gateway (BIG) From the CACI Network Accessing BIG via Token and VPN Accessing the Travel Expense Workflow Open the Travel Expense Report Initiate the Travel Expense Report Approved Travel Authorizations Select the Appropriate Travel Authorization No Travel Authorization in BIG Travel Expense Report Properties Complete TR Properties Complete the Administration Page Destinations / Per Diem Location Cost Allocation and Expenses Expense Summary Completing TR and Attach Receipts Set up Routing Help In BIG Frequently Asked Questions (FAQs) CACI Policy and Recourses Site Additional Resources Acronyms and Abbreviations BIG Workflow Points of Contact Points of Contact 3 Learning & Development CACI Proprietary Information

4 Overview CACI provides a comprehensive program, including centralized resources and negotiated corporate rates, to contain costs and risks associated with business travel Employees and management are expected to take a very proactive role in controlling business travel expenses and ensuring that travel is carried out in full compliance with the Standards of Ethics and Business Conduct and other corporate policies and is reported and documented in full compliance with Internal Revenue Service (IRS) regulations and the rules established by the U.S. Government in the Joint Travel Regulations (JTR) CACI reimburses employees for reasonable and proper expenditures incurred while conducting Company business The reasonableness and propriety of expenses shall be guided by the rules established by the U.S. Government For travel expenses, the Joint Travel Regulations serve as the primary guidance All business travel must be approved before a trip begins Employees must properly document and account for expenses in order to obtain Company reimbursement Exceptions or waivers to policy or procedures must be approved by the Director of Business Operations Employees are personally responsible for ensuring their travel arrangements meet travel regulations and claims for reimbursement are accurate 4 Learning & Development CACI Proprietary Information

5 Travel Authorization Per CACI Policy, if an overnight stay or travel by air is required a Travel Authorization (TA) must be submitted and approved An approved Travel Authorization (TA) form must be on file before travel begins, there are no exceptions to this policy Employees are personally responsible for ensuring their travel arrangements meet travel regulations and claims for reimbursement are accurate If a TA was required the expense report must be submitted using the Travel Expense Report (TR) workflow 5 Learning & Development CACI Proprietary Information

6 Travel Expense Report (TR) Procedure The TR workflow in the Business Information Gateway (BIG) is the corporate process for requesting reimbursement for travel expenses incurred by individual employees The TR must be submitted using the TR workflow in the BIG within 14 days of returning from each trip in order to ensure prompt billing and reimbursement of travel funds Prompt initiation of your TR expedites invoicing and receipt of revenue for direct charged travel and other expenses (generating necessary cash flow), eliminates inaccurate cost reporting associated with delayed submissions, and ensures timely reimbursement 6 Learning & Development CACI Proprietary Information

7 Travel Expense Report (TR) Procedure cont When continuous or extended travel is necessary, expense reports should be submitted at least every other week or otherwise as needed to ensure that the costs are properly accounted for in the period they are incurred. Payment for expense reports that are incomplete or lack the necessary detail will be delayed until the employee provides the appropriate information To ensure that no delays result from missing or incomplete information, the following guide should be used when completing an expense report for business travel: Provide a detailed statement on the purpose for the trip avoiding the use of acronyms and special terms For attendance at a conference, symposium or tradeshow, you must also include within the business purpose, one of the following certifications: I worked some/all of my time in a CACI booth during this event and have recorded associated time as unallowable I did not work in a CACI booth during this event Include the entire itinerary and modes of transportation Ensure that the assigned "Travel Authorization" number from the TA is included on the expense report Ensure that appropriate direct-charged expenses are allocated to the correct project and task, and that expenses unrelated to the direct-charged effort are identified as "indirect" costs 7 Learning & Development CACI Proprietary Information

8 Travel Expense Report (TR) Procedure cont To ensure that no delays result from missing or incomplete information, the following guide should be used when completing an expense report for business travel: Provide an explanation for business meal expenses to the degree required in Procedure Business Meal Expenses Ensure the legibility of expense report entries when using Form 215 Employee Expense Report (EER) Attach original or scanned, valid, itemized and legible receipts as required below Original receipts must be retained for one year in accordance with Procedure Original Invoice and Receipt Retention A valid receipt will provide form and proof of payment and a zero balance or other notation indicating full payment has been made Airfare receipts must also provide class of service. Lodging receipts must detail each nightly rate When the receipt does not provide proof of payment, either a copy of a credit card statement or front and back of a cancelled check must be submitted When the amount claimed differs from the amount on the receipt, provide a sufficiently detailed explanation 8 Learning & Development CACI Proprietary Information

9 Travel Expense Report (TR) Procedure cont To ensure that no delays result from missing or incomplete information, the following guide should be used when completing an expense report for business travel: Attach original or scanned, valid, itemized and legible receipts as required below Employee travelers must provide valid receipts for the following travel expenses: Any lodging expense, except when a fixed reduced per diem allowance has been authorized Rental car charges Airfare (including baggage fees), rail, and inter-city bus line charges Any other travel expense costing over $75 (see FAQ 3 and 4) Any business meal All expenses submitted for reimbursements that are not travel (i.e., supplies for a presentation) If it is impractical to furnish receipts in any instance as required in this section, the failure to do so must be fully explained and included with the expense report CACI Policy & Resource states: mere inconvenience in obtaining a receipt will not be accepted as an explanation If processed outside of Business Information Gateway (BIG), ensure that a copy of the signed Travel Authorization (TA) is attached to the expense report Requests for reimbursement of conferences, symposiums, seminars, etc. must have an agenda attached When exceptions to policy have been granted by the Director of Business Operations, the memo or documenting that approval must be attached to each expense report 9 Learning & Development CACI Proprietary Information

10 Travel Expense Report (TR) Procedure cont Accounting for authorized and required hours, material and other associated expenses must be consistent In other words, cost or material which is allowable, whether direct or indirect, should have any associated labor charged as allowable Cost or material which is unallowable should have any associated labor charged as unallowable When travel is outside the United States, the expense report must indicate whether expenses are listed in U.S. dollars or foreign currency If incurred in a foreign currency and listed in US currency, include the conversion rate used along with support for use of such rate Provide an administrative contact to whom the CACI Travel department can direct questions about the expense report 10 Learning & Development CACI Proprietary Information

11 Travel Expense Report (TR) Procedure cont Approving managers and the accounting staff responsible for reviewing, approving or reimbursing expense reports must question apparently unreasonable expense items, practices, and trip costs Unless special approval is obtained, lodging shall be claimed and will be reimbursed on the basis of the single occupancy rate Approval to exceed standard (or authorized) per diem costs or other trip expenses must be obtained In accordance with the CACI Approval Matrix Approval requirements for ERs are outlined in the CACI Approval Matrix: Ch 05 - Travel & Expense Reimbursement To expedite the payment process, expense report reimbursements are generally processed through Electronic Funds Transfer (EFT) Payments are sent by CACI to the bank account that the employee traveler has designated for payroll deposits Employee travelers will receive an that will indicate the reports that were processed on their behalf and the amounts transferred to their bank accounts If an employee desires to establish a separate account at a financial institution to receive EFT payments, such instructions must be provided to the Payroll Department (see Form Payroll Direct Deposit and Travel Reimbursements Authorization Form) 11 Learning & Development CACI Proprietary Information

12 Accessing the Business Information Gateway (BIG) If you are on the CACI networks, open Internet Explorer and go to Enter your CACI Active Directory Username and Password 12 Learning & Development CACI Proprietary Information

13 Accessing BIG via Token and VPN From the CACI Applications Portal click Secure Remote Access On the Secure Remote Access page select CACI Internet Portal You will need a Secure Id token to access the portal If you do not have a Secure Id Token contact CISTAC at cistac@caci.com Enter your Active Directory User Name In the Passcode field enter your pin and the 6 digit code on the Secure ID token Select the appropriate Realm then click Web-Only Access does not require ActiveX and Java installation 13 Learning & Development CACI Proprietary Information

14 Accessing BIG via Token or Virtual Private Network (VPN) On the CACInet Home Page click Refer to slide 12 for BIG login instructions 14 Learning & Development CACI Proprietary Information

15 Accessing the Travel Expense Report Workflow Click on the menu bar Click 15 Learning & Development CACI Proprietary Information

16 Open the Travel Expense Report From the Workflow Main window click 16 Learning & Development CACI Proprietary Information

17 Initiate the Travel Expense Report On the Initiate Travel Expense Report window click: Select if the report is for you Select if you are creating the expense report for another employee 17 Learning & Development CACI Proprietary Information

18 Approved Travel Authorizations (TA) When you initiate a TR from Workflow Main, you are asked to associate the TR with a TA It will usually be an Approved status TA but can be a Completed status TA if there are unclaimed expenses TRs must reference the Process ID number of your TA and indicate whether this concludes the trip approved on that TA A new travel advance may be denied if previous advances have not been cleared via a TR submittal 18 Learning & Development CACI Proprietary Information

19 Select the Appropriate Travel Authorization (TA) Click to view a list of open status TA s (i.e., TAs with the status Approved or Identify Status of Travel Advance (approved and pending processing of the travel advance request)) If you need to view closed status TAs (i.e., TAs that were closed by Travel Accounting after receipt of the Expense Report(s), deselect the box and then click Skip to slide 21 if an approved Travel Authorization is available 19 Learning & Development CACI Proprietary Information

20 No Travel Authorization in the BIG If no TA was submitted, select This option should be selected if CACI Form 211 Travel Authorization was used to obtain approval The TA can be attached to the TR If you select you will be asked to answer questions about the TR so that the TR can be formatted and approval rules can be applied 20 Learning & Development CACI Proprietary Information

21 Travel Expense Report Properties Complete each field on the Travel Expense Report Properties screen If an approved TA is used, the information from the TA defaults into this screen but can be changed based on the actual trip details Carefully review your responses before clicking as the information you provide on this screen cannot be changed on the TR once it is initiated Select to begin entering expenses. 21 Learning & Development CACI Proprietary Information

22 Step 1: Administration Information Page Select to search for POC Names Type in your first and last name and click POC information will automatically pre-populate Verify Purpose of Trip (Maximum of 200 characters) 22 Learning & Development CACI Proprietary Information

23 Step 2: Destination(s)/Per Diem Location For each Destination, populate the Per Diem City and Per Diem State/Country fields by clicking the button to the left of the Per Diem City column This will present the official DoD list of cities for the State/Country entered In the pop up window, select a Location; the table will be automatically updated If you indicate that the City and State/Country is Classified or Sensitive, the Per Diem City and Per Diem State information will automatically reflect Classified or Sensitive No information about the actual location will be requested or required 23 Learning & Development CACI Proprietary Information

24 Step 3: Cost Allocation and Expenses Verify that complete and valid Project Strings (incl. ORG#) are entered Click New Dialog box will appear to enter Org and Project String Click to save information and continue 24 Learning & Development CACI Proprietary Information

25 Step 4: Expense Summary Click above each expense type to access the entry screen for expenses The Meals & Incidental Expenses (M&IE) and Lodging edit buttons are disabled if the Destinations/Per Diem Locations table has not been completed Check Yes, No, or N/A if the amount of the Expense Report exceeds the limit shown in the grey box 25 Learning & Development CACI Proprietary Information

26 Expense Summary - M&IE Click on the drop down box under or and select the beginning/end dates of the trip Note: Only the dates indicated at the beginning of the TR process can be selected Click on the drop down box under to select the destination traveled to Click on the drop down box under Included in Date Range and select the appropriate phrase that correlates to the dates traveled The Total amount indicated under the MIE Expenses box must match the Total amount under the Cost Allocation box 26 Learning & Development CACI Proprietary Information Amounts must be typed manually if more than one Project String is being used Select when complete

27 Expense Summary - Lodging Click on the drop down box under or and select the beginning/end dates of the trip Note: Only the dates indicated at the beginning of the TR process can be selected Click on the drop down box under to select the relevant time period Enter the cost for 1 night under the column (without taxes) Enter the total amount of taxes for 1 night under the column Continue to the next slide to complete the Lodging section 27 Learning & Development CACI Proprietary Information

28 Expense Summary Lodging cont Enter any additional expenses listed on the Hotel invoice under the Other Miscellaneous Expenses section The Total amount indicated under the Lodging Expenses box (previous slide) must match the Total amount under the Cost location box 28 Learning & Development CACI Proprietary Information Amounts must be typed manually if more than one Project String is being used Select Yes or No if the Visa Corporate Travel Card was used Select Yes or No if the invoice was paid by the Company Ghost Card Select when complete

29 Expense Summary - Transportation Enter all Transportation expenses in this section Airfare Car Rental Public Transportation (Bus/Metro) Taxi/Limousine Train Travel Service Fee CACI Travelocity charges a service fee that needs to be reconciled separately The Total amount indicated under Transportation Expenses must match the Total amount under the Cost Allocation box Amounts must be typed manually if more than one Project String is being used 29 Learning & Development CACI Proprietary Information Select Yes or No if CACI Travelocity Business was used Select to complete the Transportation section

30 Expense Summary - Communication and Mileage Enter all Communication expenses in this section Fax Internet Service (other than hotel) Long Distance/Business Calls (other than hotel) Phone Card Enter all Mileage expenses in this section Mileage is reconciled daily Current mileage rate will appear under the Mileage Rate column after the Date and # of Miles are typed in Daily totals are automatically calculated The Total amount indicated under each Expense tab must match the Total amount under each Cost Allocation box for the section Amounts must be typed manually if more than one Project String is being used Select to complete the section and to continue 30 Learning & Development CACI Proprietary Information

31 Expense Summary - Other Miscellaneous Costs Enter all Other Misc Costs expenses in this section Gas Car Rental Meeting/Business Meals Parking Printing Supplies Tolls Etc Unallowable expenses will require additional approval Senior Vice President or higher The Total amount indicated under the Miscellaneous Expense section must match the Cost Allocation Total amount Amounts must be typed manually if more than one Project String is being used Select to complete the section and to continue 31 Learning & Development CACI Proprietary Information

32 Step 5: Completing TR and Attach Receipts Click on drop down arrow to select a File Type and then click to locate the file on your hard-drive (10MB max size) Click to attach the file to the expense report Preferred file types:.doc,.docx,.rtf,.xls,.xlsx,.pdf. Acceptable file types:.jpg (75 dpi) If no receipts are being attached, select or Click to proceed 32 Learning & Development CACI Proprietary Information

33 Setup Routing Based on the employee's chain of command and the policies associated with the task being performed, the system has provided a list of possible approvers for this action You may include someone within/outside the employee's chain of command to receive an notification about this Process by clicking on the look up box Click to complete 33 Learning & Development CACI Proprietary Information

34 Help in BIG You may find additional information about this and many other workflows in BIG under Help > Contents and Index > Workflow 34 Learning & Development CACI Proprietary Information

35 Frequently Asked Questions (FAQs) 1. Why is my reimbursement different than the total amount of my TR submission? A. Small adjustments may be made to correct discrepancies between the requested amount and the supporting receipts provided. Additionally, in certain instances a reimbursement will be reduced if proper receipts are not provided within a timely manner to expedite payment of properly supported expenses. In these instances, Travel Accounting will contact the traveler and provide notification and justification for all reduced amounts. 2. I attended a tradeshow and recorded both allowable and unallowable hours because I manned the CACI table and attended events. How do I account for my expenses for this trip? A. Expenses must follow labor. For example, if you worked 6 hours at the CACI table (75% of your hours worked) and 2 hours as an attendee (25% of your hours worked), your expense report should indicate that 75% of your expenses are unallowable and 25% are allowable. 3. What are some examples of expenses under $75 that we need to provide receipts for? A. Materials for work efforts (such as tools, specialized gear or equipment). 4. What are some examples of expenses under $75 that we do not need to provide receipts for? A. Fax, tips, tolls, metro fares, taxi, parking, fuel, ATM fees and conversion fees 35 Learning & Development CACI Proprietary Information

36 CACI Policy and Resources CACI Business Travel Policies may be found on the CACI Policy and Recourse site 36 Learning & Development CACI Proprietary Information

37 Additional Resources - Acronyms/Abbreviations The Acronyms and Abbreviations in this How To Guide are as follows: Business Information Gateway (BIG) Corporate Information Systems (CIS) Department of Defense (DoD) Electronic Funds Transfer (EFT) Meals and Incidental Expenses (M&IE) Not Applicable (N/A) Organization (ORG) Personal Identification Number (PIN) Point of Contact (POC) Technical Assistance Center (TAC) Travel Authorization (TA) Travel Expense Report (TR) Virtual Private Network (VPN) 37 Learning & Development CACI Proprietary Information

38 Points of Contact Travel Accounting Director Lex Berthelsen (703) Travel Accounting Supervisor Domestic ERs (A Z) Patti Colares-Williams (703) International Employee Reimbursements David Pons (703) Claudia Perez (703) Learning & Development CACI Proprietary Information

39 Points of Contact cont Wexford ER Processing Daniel Leatherberry (703) David Pons (703) Expense Report Reclasses and Adjustments/Advance and Visa Bill Cynthia Marie Williams (703) Expense Report Workflow Questions Ann Lashley (703) Learning & Development CACI Proprietary Information

40 Points of Contact cont Travel Menu on My CACI %20Menu.aspx Technical Assistance Center The TAC should be contacted with connectivity problems Human Resources, Learning & Development Please contact us for any questions, concerns, feedback, or requests for changes / , Option 8 40 Learning & Development CACI Proprietary Information