TEMS/Fraedom. Travel Expense Management System. Instructions for Expense Reimbursements and Grant Payments

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1 TEMS/Fraedom Travel Expense Management System Instructions for Expense Reimbursements and Grant Payments Applying for Research Training Assistance Submission of claims the Faculty Research Office (artsed notifying them of your intent to apply for assistance so that you can be provided with access to TEMS/Fraedom. Please provide two weeks notice. You are only required to do this for your first claim. Submit your claim with the relevant Faculty form available at assist.php, upload it along with your scanned receipts. Receipts should be clearly readable and if possible, all in one document. EFTPOS receipts will not be accepted, nor will consignment notes or confirmation of accommodation bookings, you must provide a tax invoice or receipt. Eligibility If you are submitting a claim for general assistance, check your eligibility and claimable items first. If you are applying for domestic conference assistance, you need supervisor approval. If unsure about eligibility, check with the Faculty Research office. If you are applying for a travel fieldwork grant or an international conference grant you must submit the full paperwork to the Faculty office for approval before leaving the country. Once approved at Faculty level, you will receive a copy of the approved form to upload onto TEMS/Fraedom. Grants will not be processed without prior Faculty approval. If you have any queries or problems negotiating TEMS/Fraedom, please tems [email protected]. for assistance. Logging into TEMS/Fraedom Step1: Go to Your username has the prefix deakin eg deakinjanes Your password will have been ed to yourself by TEMS/Fraedom Administration.

2 Read and accept the Conditions of Use.

3 Entering your bank account details for reimbursement Select Personal Settings under the dropdown in the top right corner. Click the Edit.. link under Extended Property Details towards the bottom of the screen. Step 3: Enter your account details, then click Save. Account name The name your bank account is in. Eg. Mr. & Mrs. E. Smith. Not the bank name or type of account. BSB and Account number Key numbers straight in. No spaces and no hyphens. Password Your TEMS/Fraedom password used to log into the system.

4 Creating a New Expense Reimbursement Click on the button on your Home screen. In the Description field use the format of SURNAME First Name/Reason for expense, then click Save.

5 Step 3: Under the Wizard tab choose the category OTHER EXPENSE REIMBURSEMENTS. Step 4: In the Other field enter the amount to be reimbursed and a short description, then click Save. TIP: Do not use $ as the system does not like them.

6 Allocating an Account Code In the Expense Allocation tab click the dropdown arrow for Budegt Centre, then click [Search]. In the Search window enter the code Value 0424 then click Search. Click the up arrow next to Step 3: Repeat for the Activity. Click the up arrow next to the Activity code you searched for. Activity Codes are: HDR Fieldwork Grant HDR Conference support or HDR International Conference Grant HDR General assistance HDR Summer School or HDR Winter School Step 4: Repeat for the natural Account entering the code value Click the up arrow next to the 6831.

7 Attaching Images You will need to attach supporting documentation, either receipts or Faculty notification of your funding approval. On the Expense Allocation tab click on the paperclip icon to upload your image. You may either drag and drop into the Image Linking window or Click on Upload. Step 3: You may either browse for your attachment double clicking to upload or select and then clicking Open. You may check your attachment by clicking on it and then the icon. Once satisfied that your attachments are correct you may close the Image Linking window.

8 Finalising your expense reimbursement In the field Please provide reason for expense (Mandatory) enter the following: SURNAME in capitals First Name in upper and lower case / forward slash type of support granted For example: RECHENBERG Amy / Fieldwork support BROWN Sam / Conference support CIOLA Kathryn / General assistance RUDIC Mark / Summer school support Click Save. Transaction should just close down. If in the case of an error, the Bold as indicated below will tell you what is wrong. If you can t sucessfully complete your transaction, contact [email protected] for asssitance. When the Faculty HDR Officer approves your expense reimbursement or grant, the funds will be deposited into your nominated bank account.