Integrated Enterprise System Employee Self Service Create a Travel Expense Request tutorial

Transcription

1 Employee Self Service Create a Travel Expense Request tutorial 9/01/08 ESS Travel Expense Request ECC 6.0 1

2 Trigger Trigger Employee has returned from a business trip and now needs to submit a travel reimbursement request. 9/01/08 ESS Travel Expense Request ECC 6.0 2

3 Tips and Tricks Tips and Tricks Time formats are entered based upon a 12 hour clock along with AM/PM, ie 3:00 pm. Do not use your browser buttons to navigate while in the travel reimbursement request, use the ESS navigation buttons. You may need to use the scroll bars to navigate in order to access all options. 9/01/08 ESS Travel Expense Request ECC 6.0 3

4 Open the navigation menu, select Travel Management and then Travel and Expenses. 9/01/08 ESS Travel Expense Request ECC 6.0 4

5 Since this expense report will be created from an existing travel request, select My Trips and Expenses. Note: If a travel request or travel plan does not exist for the trip, select Create Expense Report. 9/01/08 ESS Travel Expense Request ECC 6.0 5

6 Select the My Travel Requests tab to view a listing of existing trips. 9/01/08 ESS Travel Expense Request ECC 6.0 6

7 Find the trip and select Create expense report 9/01/08 ESS Travel Expense Request ECC 6.0 7

8 Use the drop down to select Business trip and then select the Next Step button. 9/01/08 ESS Travel Expense Request ECC 6.0 8

9 Notice all of the information contained in the travel request/plan is pre-populated into the expense report. Review the pre-populated information and make changes as needed. Required fields are marked with a red asterisk * 9/01/08 ESS Travel Expense Request ECC 6.0 9

10 If your trip is to a high cost area, use the drop down menu to select the region. Hint: when you select the drop down, press the first letter of the state to jump to those regions. For example, G for Georgia. 9/01/08 ESS Travel Expense Request ECC

11 If your trip contains multiple destinations, select Additional Destinations to open a screen to enter these destinations. 9/01/08 ESS Travel Expense Request ECC

12 When completed, select Accept to continue. Enter the date, location and region for each of the additional destinations. 9/01/08 ESS Travel Expense Request ECC

13 If you need to change the coding on your entire trip, select Change Cost Assignment. If you have questions on the correct account coding to be used, please see your supervisor or contact your fiscal office. 9/01/08 ESS Travel Expense Request ECC

14 Enter the new account coding. If you have more than one account code, select New Entry. When completed, select Accept to continue. 9/01/08 ESS Travel Expense Request ECC

15 Select Mileage Details to enter the number of miles driven by day using either a state vehicle or your personal vehicle. All mileage must be broken down by segment. Lump sum entries are not permitted. 9/01/08 ESS Travel Expense Request ECC

16 When completed, select Accept to continue. Enter the date, number of miles, starting and ending locations and select the type of vehicle. 9/01/08 ESS Travel Expense Request ECC

17 When you are ready to enter your expense, select Next Step 9/01/08 ESS Travel Expense Request ECC

18 Any items from the travel request/plan will be prepopulated. If Estimated Expenses is listed, you will need to delete the item. Do NOT delete any entry that pre-populates from the travel plan. 9/01/08 ESS Travel Expense Request ECC

19 To delete Estimated Expenses, select the item and then select the Delete button. 9/01/08 ESS Travel Expense Request ECC

20 Now you are ready to enter your expenses. Use the drop down menu to select the expense type to enter. 9/01/08 ESS Travel Expense Request ECC

21 Once you have selected the expense type, enter the amount, date and any other required field. When needed, use the Comment box to provide supporting justification for the expense you are claiming. 9/01/08 ESS Travel Expense Request ECC

22 When you are ready to select another expense, select New Entry 9/01/08 ESS Travel Expense Request ECC

23 If you need to change the coding for a particular expense, select Change Cost Assignment 9/01/08 ESS Travel Expense Request ECC

24 Enter the new account coding. If you have more than one account code, select New Entry. 9/01/08 ESS Travel Expense Request ECC

25 If you are entering same expense type multiple times, select Copy. This will make a copy of what you just entered, then change the date and amount claimed as needed. 9/01/08 ESS Travel Expense Request ECC

26 When you are done entering expense types, select Next Step to continue. 9/01/08 ESS Travel Expense Request ECC

27 The Summary page will be displayed. This will summarize the total expenses being claim, the amount being paid by COPA, any advances and what is being paid to the employee. 9/01/08 ESS Travel Expense Request ECC

28 You will then have two options. Save This will save the expense report but will not submit it to your supervisor for approval. Save and Submit This will save the expense report and will submit it to your supervisor for approval. 9/01/08 ESS Travel Expense Request ECC

29 For this example, the traveler is submitting to their supervisor for approval. So select Save and Send 9/01/08 ESS Travel Expense Request ECC

30 After the trip is saved, the trip number will be displayed. You can view the statement by selecting Display Reimbursement Request 9/01/08 ESS Travel Expense Request ECC

31 To print, follow the instructions at the top of the form. The Travel Expense Statement will be displayed. 9/01/08 ESS Travel Expense Request ECC

32 Depending upon your computer settings, you may need to use the two scroll bars to navigate through the statement. 9/01/08 ESS Travel Expense Request ECC

33 If after reviewing the reimbursement request, you do NOT have any additional ESS tasks, you can log out of ESS by selecting Log Off. If after reviewing the reimbursement request, you do have additional ESS tasks, use the History option. If you have additional Travel tasks, select Travel and Expenses, if other ESS tasks, such as leave request, select ESS Home. 9/01/08 ESS Travel Expense Request ECC

34 Submitting Receipts After submitting a travel reimbursement request, submit all required receipts to the Bureau of Commonwealth Payroll Operations using the pre address receipt envelope: S T D 192-B. 9/01/08 ESS Travel Expense Request ECC

35 Need to correct an expense report after it has been paid? Call the BCPO Travel Help Desk for assistance. 9/01/08 ESS Travel Expense Request ECC

36 Additional Resources Need help? Contact the Travel Help Desk: outside the Harrisburg area within the Harrisburg area =3&q= /01/08 ESS Travel Expense Request ECC