Quick Go Live Checklist Approver Login From the access.caltech.edu page, select CardQuest under Links to other applications. Your login will be your access.caltech user name and password. Profile Set up 1. Once you are logged in, click on the Profile drop down arrow on the right side of your CardQuest home page and then click Profile Settings. PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 1
2. From the Profile Options page, please review and update the following: a. Your Information Personal, Company, and Contact Information, Email Addresses, and Emergency Contact. Note: Procurement Services (PS) Department Code, under Company Information is required b. Travel Settings Travel Preferences, Passport information, Frequent Traveler Program Numbers, etc. This information is required if you travel on behalf of the Institute and you will use the CardQuest Travel Portal for booking travel c. Expense Settings i. Expense Information includes default PTAs for Goods & Services and Travel and a PS Department Code. This information is required if you 1) have a P Card and/or 2) will travel on behalf of the Institute ii. Expense Delegates identifies people who can create reports on your behalf. Add or delete Delegates as needed d. Email Preferences (Expense Preferences) define when you receive email notifications Profile > Profile Settings > Profile Options Your Information > Company Information > Department Code [Required] PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 2
Expense Settings > Expense Information > G&S/Travel PTA and PS Dept Code 3. From the Profile Options page, verify your email address by clicking Your Information > Email Addresses. This will allow you to receive e receipts (including travel booked outside the CardQuest Travel Portal), email receipts into your receipt store, and email itineraries booked outside of CardQuest. Click verify next to your email address so receipts@concur.com and plans@concur.com will work. 4. Turn on E receipts by clicking Other Settings > E Receipt Activation from the Profile Options page. Click E Receipt Activation. On the E Receipt Activation and Use Agreement window, click I Accept. PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 3
Who s my Approver? There are two places where you can see the name of your Approver: 1. From the Profile Options page, click Expense Approvers under Expense Settings 2. Upon submission of a report, under Status PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 4
Who s my Delegate? From the Profile Options page, click Expense Delegates under Expense Settings to see who can delegate for you. Note: Not all CardQuest Users will have a delegate. Who s my Travel Arranger? From the Profile Options page, click Assistants/Arrangers under Travel Settings to see who can arrange travel for you. Note: Not all CardQuest Users will have a travel arranger. Choose an Action You can quickly get back to the CardQuest home page by clicking on one of the options at the top band. PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 5
Here you can start an expense report, upload receipt images, approve reports, view your current PCard charges, and view open expense reports. Note: Upon CardQuest go live, Users may not see new card charges for a few days, but no later than Friday, November 21, 2014. The Reporting tab and functionality will be rolled out in late January for division and department managers. Report Approvals To review reports that require your approval, from the CardQuest home page, click Required Approvals at the top bar or under My Tasks. Reviewing Card Charges To review your unassigned card charges, on the CardQuest home page, click Available Expenses at the top bar or under My Tasks. PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 6
Additional Resources Also available at http://procurement.caltech.edu/cardquest: 1. Go Live Activities a. Quick Go Live Checklist Cardholder, Non Cardholder, & Traveler b. Quick Go Live Checklist Expense Delegate c. Quick Go Live Checklist Travel Arranger 2. Reference Guides a. General i. Quickstart Guide Travel and Expense Report ii. How to Submit an Expense Report in CardQuest b. Goods & Services c. Travel d. Approver i. How to Create a Goods & Services Expense Report i. How to Book Online Travel Reservations in CardQuest ii. How to Create a Travel Expense Report iii. FCm Travel Solutions Overview of Services i. How to Approve an Expense Report in CardQuest PCard & Travel Services Questions? Email: cardquesthelp@caltech.edu Page 7