Remember to attach all receipts over $75.00 and check the Receipt Attached box for the expense or line item

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3 Remember to attach all receipts over $75.00 and check the Receipt Attached box for the expense or line item You can use your mouse pointer and Hover over items and labels to provide you with extra information 3

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7 Step 1: Enter the Report Name - City and State followed by the trip Start and End Dates Step 2: Select Travel Type from the drop-down menu For Non- Business/Personal Days: Check the box and enter the Number of Non- Business Days Step 3 Type in the traveler s POC (Point of Contact) Step 4: Enter Trip Start and Trip End dates Will not apply to ORISE participants 7

8 Entering Expenses Airfare ORAU Paid (Booked through Concur or ISS) Step 1: To add the traveler s airfare from the ISS travel feed, select the Items tab on the right-hand side of the Dashboard Step 2: Use the drop-down menu and select Travel Agency 8

9 Entering Expenses Airfare ORAU Paid (Booked through Concur or ISS) A similar screen will appear 9

10 Entering Expenses Airfare ORAU Paid (Booked through Concur or ISS) When you hover over an item, a plus and minus sign will appear Step 1: Choose the correct Airfare used for this trip by selecting the plus sign Note: View More Details to see the trip dates, ticket number and itinerary to ensure the correct airfare is selected. 10

11 Entering Expenses Airfare ORAU Paid (Booked through Concur or ISS) The Purchase Date, Airfare Amount, Description, Ticket Number, Passenger Name, Departure Date, Return Date, and Company Paid will autopopulate. Use project/task from the Pre-Approval form 11

12 Entering Expenses Airfare ORAU Paid (Booked through Concur or ISS) Step 1: Enter Business Purpose Step 2: Select Airfare Class Step 3: Only check if ticket is for companion to assist traveler with special needs. Use project/task from the Pre-Approval form Step 4: Select the correct Allocation from the drop-down menu Step 5: Save 12

13 Entering Expenses Transaction Fee ORAU Paid (Booked through Concur or ISS) Step 1: Select the green plus sign next to Transaction Fee This is a fee charged by our travel agency to purchase each ticket. 13

14 Entering Expenses Transaction Fee ORAU Paid (Booked through Concur or ISS) Step 1: Enter Business Purpose Step 2: Enter Airline Use project/task from the Pre-Approval form Step 3: Select the correct allocation from the drop-down menu Step 4: Save 14

15 Entering Expenses Additional Airfare ORAU Paid (Booked through Concur or ISS) Additional expenses including exchange fees, additional airfare costs, and transaction fees may be associated with this trip Make sure you include these expenses in your Expense Report Failure to include these expenses may result in a delayed reimbursement 15

16 Step 1: Under Air Expense, select Airfare 16

17 Step 1: Enter Purchase Date of airfare ticket Step 2: Enter the Amount of the airfare only Note: Transaction fees, baggage, airport parking, seat fees etc. will be added under additional airfare expenses Step 3: Enter the Business Purpose and the Description Step 4: Using the drop-down menus, select the Air Class and Airline 17

18 Step 1: Enter Ticket Number Step 2: Enter Passenger Name Step 3: Enter Departure and Return Dates Step 5: Check box if passenger is not self Use project/task from the Pre-Approval form Step 4: Check box and attach the Airfare Receipt Step 6: Choose Allocation (Project and Task Number) If you do not now the correct allocation, enter 0000 and select the correct number from the drop-down menu Step 7: Save NOTE: For Allocation, you must choose the correct project and task number from the drop-down menu. You will receive a Compliance violation if you type in the entire number and will not be allowed to submit the PA 18

19 You may have received an Advance Reimbursement to pay for upfront costs such as MI&E, lodging, registration fees, or other expenses. These Advance Reimbursements will need to be added to your expense report If your registration fee was paid directly to the conference by Accounts Payable, it will be included with the Advance Reimbursement items 19

20 Click on the Items tab and select the drop-down arrow beside Travel Agency to switch to the Advance Reimbursement Tab Step 1: To select the appropriate Advance Reimbursement for your trip, view More Details to ensure the correct information will be chosen Step 2: Select the green plus sign beside the Advance Reimbursement to add to your Expense Report 20

21 Entering Expenses Advance Reimbursement ORAU Paid Step 1: Enter Date Advance Reimbursement was requested and enter Amount Step 2: Enter Description and select Reason (from the drop-down menu) for Advance Reimbursement then check box for Receipt Attached Use project/task from the Pre-Approval form Step 3: Select the correct Allocation from the drop-down menu Step 4: Save 21

22 It is possible you may have more than one Advance Reimbursements paid by ORAU for this trip Make sure to include ALL Advance Reimbursements in your Expense Report Failure to include these expenses with receipts may result in a delayed reimbursement 22

23 Step 1: Under Ground Expense, Select POV Mileage (Privately Owned Vehicle) 23

24 Step 1: Enter Date claiming Mileage Step 2: Enter Description Travel to/from airport Step 3: Enter Mileage or choose Distance Wizard Use project/task from the Pre-Approval form Note: Mileage Amount will populate after line item or expense is saved Step 4: Save 24

25 Entering Expenses Ground Transportation - POV Mileage Using the Distance Wizard Step 1: Enter Date claiming mileage Step 2: Enter Business Purpose and Description Step 3: Choose Distance Wizard Use project/task from the Pre-Approval form Step 4: Save 25

26 The Distance Wizard screen will populate Follow step on slides 27 and 28 to enter mileage for round-trips and one-way trips. Enter Save after each entry 26

27 Step 1: Enter Start and End Destinations - For round-trip, click on Return to Start Location Airport codes can be used Example: TYS (McGhee Tyson Airport) Note: Mileage Amount will populate on ER after being saved Step 2: Save 27

28 Step 1: Enter Start and End Destinations Airport codes can be used Example: TYS (McGhee Tyson Airport) Note: Mileage Amount will populate on ER after being saved Step 2: Save 28

29 Note: Screen is complete after using the Distance Wizard Use project/task from the Pre-Approval form Step 1: Save 29

30 Step 1: Under Ground Expense, Choose Rental Vehicle Receiving a Green Checkmark means the expense/line item has been entered correctly 30

31 Step 1: Enter Rental Date Step 2: Enter total Amount Step 3: Enter Description and business justification for renting a vehicle Use project/task from the Pre-Approval form Step 4: Choose Car Class and Rental Agency from the drop-down menu Note: Remember to check Receipt Attached box and attach the car rental receipt Step 5: Save 31

32 Continue to add additional Ground Expenses following the previous steps Remember to save each expense/line item 32

33 Step 1: Under Lodging Expense, select Lodging 33

34 Do Not Add Non-Business/Personal Dates in the Lodging Expense Add Business Dates Only 34

35 Step 1: Enter Lodging Invoice Date Step 2: Enter Lodging Start and End Dates Step 3: Enter City of Lodging and choose Location from the drop-down list Note: Entering Lodging continues on next slide 35

36 Note: Amount will populate after filling out Steps 4 and 5 Step 4: Enter Number of Nights Step 5: Enter Daily Rate only (no taxes or fees) from lodging receipt Use project/task from the Pre-Approval form Note: Entering Lodging continues on next slide Step 6: Enter Allocation (Project and Task) - If you do not know the correct allocation, enter 0000 and choose the correct number from the drop-down menu 36

37 Entering Expenses Lodging - Steps: 7, 8 and 9 Step 7: Enter Hotel and Description Step 8: Check Receipt Attached if submitting a receipt for reimbursement Step 9: Save 37

38 Step 1: Under Lodging Expense, select Taxes and Fees 38

39 Step 1: Enter Lodging Invoice Date Step 2: Enter Hotel and Description Step 3: Enter the Number of Nights and the Total Daily Tax Rate Use project/task from the Pre-Approval form Step 4: Save 39

40 Step 1: Under Lodging Expense, select Hotel Parking 40

41 Step 1: Enter Lodging Invoice Date and total Hotel Parking Amount Step 2: Enter Hotel and Description Step 3: Choose a Parking Type from the drop-down menu Use project/task from the Pre-Approval form Step 4: Check the Receipt Attached box, if attaching a receipt Step 5: Save 41

42 Enter additional Lodging Expenses by following the previous steps Remember to save each expense/line item 42

43 Step 1: Under Meals Expense, select Meals PerDiem 43

44 Do Not Add Non-Business/Personal Dates in the Meals Per Diem Expense (MIE) Add Business Dates Only 44

45 Step 1: Enter Travel Dates Step 2: Enter City of Lodging and choose Location from the drop-down list Step 4: Select CLICK HERE NEXT Step 3: Enter Description Use project/task from the Pre-Approval form 45

46 Step 1: Highlight each day Note: The correct calculation(s) will populate under Amount Step 2: Under Select Meals Provided, make the appropriate deduction(s). The first day and last day of travel will be reported at 75%. Mark these days as Travel Days Step 3: Save 46

47 Step 1: Change the Dates for each Location Step 2: Enter City of Lodging for each Location and make the correct selection from the drop-down list Step 4: CLICK HERE NEXT Step 3: Enter Description Use project/task from the Pre-Approval form 47

48 Step 1: Highlight each day and make the appropriate deduction(s) Continue to follow the same steps until ALL destinations and deductions have been entered - then select Save Step 2: Save 48

49 Step 1: Under Reg Fee Expense, select Reg Fee 49

50 Step 1: Enter Conference Date and Registration Fee Amount Step 2: Enter Merchant and Description Step 4: Enter Event Date Step 5: Check Receipt Attached Step 6: Save 50

51 Step 1: Under Other Expense, select ATM Fees 51

52 Step 1: Enter ATM Withdrawal Date and Amount Step 2: Enter Merchant and Description Use project/task from the Pre-Approval form Step 3: Save 52

53 Step 1: Select Receipts 53

54 Step 2: Select Upload Images 54

55 Step 3: Select saved file and click on Open 55

56 Receipts have now been uploaded to the Expense Report Note: The maximum size for a single upload is 10MB If the file is larger, it can be split and uploaded separately. The total size for all uploaded images must be 100MB or less 56

57 To add Notes to the Expense Report, select Notes next to Expense Detail and Receipts 57

58 Step 1: Type information in space provided Step 2: Select Add Note Your note has now been added to the Expense Report 58

59 Recalling an Expense Report will allow you to make changes/corrections before the Expense Report starts the approval process Step 1: Under My Recently Submitted Expenses, select an Expense Report that is still pending to recall Note: After selecting Recall, your report will be sent back to My Unsubmitted Expenses grid there you can make the necessary adjustments 59

60 Make sure all your expenses/line items have a green check mark Note: If you receive a red triangle with an exclamation point, the expense/line item needs to be corrected before it can be submitted 60

61 Note: The Submit Confirmation screen will appear Step 1: Select Submit Step 2: Select Pre-Approval 61

62 Step 1: Select the correct Pre-Approval (PA) from the drop-down menu Step 2: Verify that you have chosen the correct PA and click on Select 62

63 Step 1: Once you have attached your PA, select Submit to submit your Expense Report (ER) 63

64 For Assistance, please contact: SAWD Travel (865) Remember If the trip contains Non-Business/Personal days, a business only airfare simulation and cost comparison spreadsheet MUST be attached to the ER. Simulations MUST be obtained on the same day of ticketing 64