Quick Go Live Checklist Expense Delegate

Transcription

1 Quick Go Live Checklist Expense Delegate 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? Page 1

2 2. From the Profile Options page, please review and update the following for your Profile. (See How do I administer for someone else? to review the information of a user for whom you delegate. Note: In order to update Profile information of a user for whom you delegate, you must be set up as that user s travel arranger) a. Your Information Personal, Company, and Contact Information, 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. Preferences (Expense Preferences) define when you receive notifications Profile > Profile Settings > Profile Options PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 2

3 Your Information > Company Information > Department Code [Required] Expense Settings > Expense Information > G&S/Travel PTA and PS Dept Code 3. From the Profile Options page, verify your address by clicking Your Information > Addresses. This will allow you to receive e receipts (including travel booked outside the CardQuest Travel Portal), receipts into your receipt store, and itineraries booked outside of CardQuest. Click verify next to your address so receipts@concur.com and plans@concur.com will work. PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 3

4 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. 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 PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 4

5 2. Upon submission of a report, under Status Note: Expense reports you prepare on behalf of someone else will go to their Approver, which may be different from yours. Who do I delegate for? From the Profile Options page, click Expense Delegates under Expense Settings to see who you can delegate for. How do I administer for someone else? To prepare an expense report on behalf of someone for whom you delegate, click on the Profile drop down arrow. 1. If you are a delegate to less than 10 users, from the pop up window, click the down arrow to choose the user for whom you want to administer from the list of values. 2. If you are a delegate to more than 10 users, from the pop up window, enter the name of the user for whom you want to administer in the search field. Click Apply. PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 5

6 The Profile link and icon will change to indicate you are administering for someone else. Choose an Action Whether you are administrating for yourself or another user, you can quickly get back to the CardQuest home page by clicking on one of the options at the top band. Here you can start a 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, The Reporting tab and functionality will be rolled out in late January for division and department managers. Reviewing Card Charges To review your unassigned card charges (charges made on your PCard), on the CardQuest home page, click Available Expenses at the top bar or under My Tasks. To review unassigned card charges PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 6

7 of a user for whom you delegate (charges made on their PCard), you must first act as the user by following the steps outlined in How do I administer for someone else?. How do I end administering for someone else? Click on the Administer for drop down arrow. From the pop up window, click the End admin session button. Additional Resources Also available at 1. Go Live Activities PCard & Travel Services Questions? cardquesthelp@caltech.edu Page 7

8 a. Quick Go Live Checklist Approver b. Quick Go Live Checklist Cardholder, Non Cardholder, & Traveler 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? cardquesthelp@caltech.edu Page 8