TEXAS STATE UNIVERSITY Expense Reprt Instructins Hw t Create an Expense Reprt 1. T use TRAVELTracks lg nt the SAP Prtal. Select the SAP Prtal n the Texas State main website. Lg n with yur Texas State User ID and Passwrd. Click n the Emplyee Self Service tab. 2. Click n the Quick Link f TRAVELTracks r directly t My Trips and Expenses. 3. Create the Expense Reprt frm an apprved Travel Request. Click n Create Travel Expense Reprt 4. Select the Trip Schema frm the drp dwn menu and click n the Start buttn. Page 1 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins 5. Review the General Data screen infrmatin and mdify if applicable. 6. The Navigatin Bar at the tp f the Create Expense Reprt based n Travel Request may be used t tggle between the General Data screen, the Enter Receipts screen, and the Review and Send screen. If all the trip infrmatin must be entered, the expense reprt has nt been created frm the apprved Travel Request. If creating a blanket mileage Expense Reprt fr a mnth r semester, change the Start and End dates t the last day f travel fr the perid. This will avid any verlapping Expense Reprts. 7. If n ldging expense was incurred, uncheck the Per Diem fr Accmmdatins checkbx at the bttm f the General Data Screen. If left checked the ldging per diem will be applied n the Review and Send screen. Page 2 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins 8. Audit the actual ldging paid t the per diem as fllws: Audit the nightly rm rate t the GSA maximum rate as yu can have a Ldging Reductin and Excess Ldging in the same expense reprt. If the rm rate equals the GSA maximum rate, then n entry is required. If the rm rate is higher than the GSA maximum rate, enter the difference as Excess Ldging. If the rm rate is less than the GSA maximum rate, enter the difference as a negative amunt in Ldging Reductin. Enter Out f State, City, r Cunty htel ccupancy tax and required fees as Incid Taxes. Page 3 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins 9. G t the Enter Receipts screen and select the crrect Expense Types audited t yur receipts. The Meals apprved n the request autmatically transfer t the expense reprt. The Receipt Date autmatically ppulates frm the riginal trip start date. The Expense Type(s) selected will pst t the crrect General Ledger number(s). Click n New Entry and select the crrect Expense Type. Cmments and Cst Assignment Changes may be entered fr each Expense Type. Select the Accept buttn if finished r select Accept and New Entry buttn t cntinue entering mre receipts. Select frm the available Expense Types listed in alphabetical rder: NOTE: A Grant Participant is a nn-texas State emplyee brught in as a participant n a Grant Funded activity. Any expense entered int an Expense Type cntaining Grant Participant, Participant, r Part must have this criteria. ADVANCE RETURN Return advance mnies if reimbursement is less than mney advanced. AIRFARE Amunt paid by traveler fr airfare nt t include baggage fees, early bird check in, flight insurance, r preferred seating. AIRFARE PARTICIPANT See NOTE abve. BUS PUBLIC TRANS Amunt paid by traveler fr bus r shuttle use nt t include a tip. BUS PUBLIC TRANS PARTICIPANT See NOTE abve. BUSINESS MEAL See Business Meals, the per diem fr breakfast, lunch, r dinner must be deducted frm ttal meal per diem, see GSA meal-by-meal chart. CAR PUBLIC TRANS Amunt paid by traveler fr rental vehicle nt t include insurance. CAR PUBLIC TRANS PARTICIPANT See NOTE abve. COMPANY PAID AIRFARE Airfare billed directly t the University. An airfare invice frm Asct r Natinal Travel Agencies is attached t the trip by the Travel Office, enter that amunt in the expense type. Page 4 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins (9. Select frm the available Expense Types listed in alphabetical rder: Cntinued) COMPANY PAID CAR Rental vehicle billed directly t the University. A vehicle rental invice frm Enterprise r Avis is attached t the trip by the Travel Office, enter that amunt in the expense type. COMPANY PAID LODGING Ldging directly paid by the Travel Office Htel credit card nt including ldging paid by a Purchase Order r e-npo. If a htel credit card authrizatin frm and cnfirmatin is attached t the trip by the Travel Office, enter that amunt in the expense type. COMPANY PAID RESTIRCTED D nt use. EXCESS LODGING Rm rate paid by traveler ver the GSA maximum ldging per diem rate. GROUP TRAVEL Related csts such as meals r ldging paid by the traveler fr a student grup. INCID FUEL Amunt paid by traveler fr fuel put in rental vehicle. INCID FUEL PARTICIPANT See NOTE abve. INCID INTERNET Amunt paid by traveler fr internet charges t cnduct University business. INCID INTERNET PARTICIPANT See NOTE abve. INCID OTHER Amunt paid by traveler fr baggage fees, tlls, and ther charges nt listed. INCID OTHER PARTICIPANT See NOTE abve. INCID PARKING Amunt paid by traveler t park vehicle. INCID PARKING PARTICIPANT See NOTE abve. INCID TAXES Amunt paid by traveler fr ldging nt t include State f Texas Occupancy tax. INCID TAXES PARTICIPANT See NOTE abve. INCID TELE FAX Amunt paid by traveler fr phne r fax charges t cnduct University business. INCID TELE FAX PARTICIPANT See NOTE abve. LODGING GRANT PARTICIPANT See NOTE abve. LODGING REDUCTION Rm rate paid by traveler under the GSA maximum ldging per diem rate. This is the nly expense type that must have a negative entered in frnt f the amunt. MEALS Daily per diem meal amunt as dictated by the GSA. MEALS GRANT PARTICIPANT See NOTE abve. MEMEBERSHIPS Membership amunt paid by traveler that is required t register fr activity. MILEAGE Amunt f miles calculated frm MapQuest, MapQuest Chart, r dmeter readings times the mileage rate. The derived ttal amunt must be entered. MILEAGE GRANT PART See NOTE abve. RAIL PUBLIC TRANS Amunt paid by traveler fr train use. RAIL PUBLIC TRANS PARTICIPANT See NOTE abve. REGISTRATION FEES Amunt paid by traveler t register fr activity such as a cnference. REGISTRATION FEES PART See NOTE abve. RENTAL APT OR HOUSE Ask the Travel Office fr criteria and further instructins. SINGLE INGINE AIRCRAFT- Ask the Travel Office fr criteria and further instructins. SINGLE INGINE AIRCRAFT PART See NOTE abve. TAXI PUBLIC TRANS Amunt paid by traveler fr taxi use nt t include a tip. TAXI PUBLIC TRANS PARTICIPANT See NOTE abve. TURBO PWRD AIRCRAFT - Ask the Travel Office fr criteria and further instructins. TURBO PWRD AIRCRAFT PART See NOTE abve. TWIN ENGINE AIRCRAFT - Ask the Travel Office fr criteria and further instructins. TWIN ENGINE AIRCRAFT PART - See NOTE abve. Page 5 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins 10. G t the General Data screen and attach supprting receipts and/r dcuments. Click n the Attachments buttn and the Brwse buttn t select the attachment. One scan f all receipts is preferable. Lk fr a File scanned t yur cmputer, a Link, r a Nte and click n the Uplad buttn. 11. G t the Review and Send screen. Review and prcess thrugh any Yellw Warnings. The expense reprt may nt be saved if there are Red Warnings such as an ver budget message. Click n the Save Draft buttn and rectangle t save the expense reprt s yu may t return t the expense reprt at a later time. The travel assistant may create the expense reprt s the traveler my Save and Send fr Apprval as this is their electrnic signature. Page 6 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins (11. G t the Review and Send screen. Cntinued) Click n the Save and Send fr Apprval buttn and rectangle t begin the apprval wrkflw prcess. The Travel assistant may Save and Send fr Apprval if the traveler will have $0 reimbursement. A message will appear after Save Draft r Save and Send fr Apprval buttns have been selected. Page 7 f 8
TEXAS STATE UNIVERSITY Expense Reprt Instructins 5. Viewing the status f a request r attaching any items can be dne by using the tls n the All My Expense Reprts r All My Trips tabs. Select the trip and use the Display/Print buttn Attachments icn. r Page 8 f 8