Banner Travel and Expense Management Delegate and Traveler s User Guide. Revised 10/04/2016
|
|
- Erick Goodman
- 6 years ago
- Views:
Transcription
1 Banner Travel and Expense Management Delegate and Traveler s User Guide Revised 10/04/2016
2 Banner Travel and Expense Management Delegate and Traveler s User Guide... 1 Overview... 3 What is the Travel and Expense Management module?... 3 System Access... 4 Required Training... 4 Login Instructions... 4 Navigation... 5 Delegate Tab... 5 Selecting the Traveler... 5 Expense Manager Tab... 6 Profile Tab... 7 Creating Travel Authorizations... 8 Selecting the Traveler... 8 Entering a Travel Authorization Report... 8 Create New Report - General Information... 9 Itinerary From and To Estimated Expenses Reimbursable and Non-Reimbursable Reimbursable Expenses Attaching Travel Documents Submitting the Authorization (and Advance) Traveler: Requesting an Advance Copying a Travel Authorization Creating Expense Reports Updating Expenses Submitting the Expense Report Creating Supplemental Expense Reports Paying Outstanding Advances Glossary FAQs Can a travel document be deleted in TEM? What documents are required to be uploaded for back-up documentation?
3 Overview What is the Travel and Expense Management module? The Travel and Expense Management (TEM) module allows travelers (employees and students) to process travel authorizations and reimbursements online. The module electronically routes all documents for approval and has the ability to encumber departmental funds. This reference manual provides step-by-step guidance on processing documents in TEM as a Delegate. Once the travel authorization or expense is submitted, the document will route through approvals using Workflow. The delegate and traveler are responsible for ensuring the appropriate routings are established in TEM. The first approver will default from the traveler s profile in TEM. Special level approvals for grants and athletics are determined by the funding source. Grant funding will route to the appropriate PI (principal investigator) and SPA (Sponsored Programs Accounting). Athletics will route to AFC (Athletic Finance Control). Funding that does not require special level approval will route based on the Approver s User ID that is entered in the Workflow Approval form. The final approver for all travel will default the User ID TRAVEL (Travel Office) in the Next Approver field, but can be overridden for additional approvals. Any traveler that wishes to enter their own travel documents can use this guide. 3
4 System Access Required Training Users will be granted access once they have completed the Employee Training Seminar in Blackboard. The four required training courses include Child Maltreatment, Sexual Discrimination, Privacy and Security, and FERPA. The Travel training guides are accessible online: To schedule face-to-face training, please contact Travel Services at To request access to the module, submit the TEM Security Request. Please submit any questions regarding access to Login Instructions Login to mycampus: Click on the Travel and Expense link under the Employee section. The user login is the A-State ID number and the password is the Self Service pin. To retrieve your login credentials, visit this web page 4
5 Navigation Delegate Tab Selecting the Traveler 1. Click on the Delegate tab. 2. Next to Act as Delegate For, click on the dropdown menu. 3. Select the Traveler s Name. 4. If the Traveler s name is not available, contact cpi-security@astate.edu. 5. When entering personal travel, make sure the Act as Delegate For selection is set to Self. Travelers will only see the Expense Manager and Profile tabs 5
6 Expense Manager Tab This tab has three categories: Outstanding Advances, Authorization Reports, and Expense Reports. Outstanding Advances This option is used to view Outstanding Advances (have not been paid back to the University). Authorization Reports This option is used to add, change, delete, and view authorizations and request advances. Expense Reports This option is used to add, change, delete, and view reimbursements. 6
7 Profile Tab Review the information and if the information is not accurate before submitting a travel document. On this tab, you can view the following information. Address: This is the Traveler s payment address. The Accounts Payable (AP) address should always be used for Travel documents. Direct Deposit: This is the Traveler s ACH/banking information. Check to Accounts Payable will be listed if they do not have ACH set up. Employees are required to utilize direct deposit for travel reimbursement. Contact Payroll Services at for further information. The EMPL type is identified for employees. The UNIV type is identified for students. Approver: The first approver is typically the supervisor, but some departments do not use multi-level approvers. Contact your department chair or department head for questions. Workflow Login ID: This is user name/banner user id. (Example: tellington) Funding Default: This is the funding source designated to pay for travel expenses. Multiple funding sources may be designated. The funding sources and percentage amounts may be changed on the authorization and expense report. 7
8 Creating Travel Authorizations Authorizations are required for all travel including trips that do not require reimbursement. Selecting the Traveler 1. Click on the Delegate tab. 2. Next to Act as Delegate For, click on the dropdown menu. 3. Select the Traveler s Name. 4. If the Traveler s name is not available, contact cpi-security@astate.edu. Entering a Travel Authorization Report 1. Click on the Expense Manager tab. 2. Select Authorization Reports. 3. Select New. 8
9 Create New Report - General Information (Fields marked with an asterisk (*) are required) 1. Enter the Report Name as follows: a. First Initial and Last Name of the traveler (leave space between each) b. Destination City c. Trip Start Date (MMDDYY) d. Example: C Tune Nashville Note: For a Blanket TA, use the State(s) instead of the City and Start date of 0701** (current year). 2. *Purpose: Select the appropriate purpose for the trip. a. Blanket TA used to cover multiple trips throughout the year within the States of Arkansas, Missouri, and Tennessee b. Off Campus - site visits, off campus events or meetings, proposal of gifts/donation c. Official Function speaking engagements, receptions for special events, athletic tournaments d. Professional Development attending and/or presenting at seminars, workshops, conferences, or training. e. Recruiting employee, student, athletic recruitment a. Student Group Travel employees who sponsor a student group (all student trips must import completed Student Liability Waiver Forms) f. Team Travel athletic or other student team travel 3. Description: Enter details regarding the purpose of the trip such as the name of the Event, Conference, Site, etc. 4. *Report Type: TRAVEL (Do NOT select NONTRAVEL) 5. *Report Date: Current date will default in. Please do NOT update this date. 6. *Affiliation: Select EMPLOYEE or STUDENT (only if student is not employed) 7. Relocation check box: Please do NOT check. This is not utilized. 9
10 The Funding Default will populate from the funding listed on the Traveler s Profile. 8. To edit the Funding Default information for the TA, select the pencil icon and the Funding Default edit window will open. 9. To add a FOAP, enter the Percent, the Chart as J, the Fund, Organization, and Program. Click the Add button. 10. To update the current funding default s percentage, select the record, and change the Percent amount. Click the Add button. 11. To delete a FOAP, click on the X button. The total percentage for the funding line(s) must equal 100 percent. NOTE: To select the Fund and Organization from a list click on the ellipsis icon beside the fields. The list that appears will only show you Funds and Organization you have access to. Holding the mouse over a Fund or Organization in the Funding list will show you the name of the Fund or Organization. 12. Click Save to return to the Create New Report window. 13. Click Save and Continue. 10
11 Itinerary From and To FROM: 1. Click on the calendar icon to enter the Trip Start Date and select the Departure Time of the trip. 2. Blanket TA - Enter one entry for July 1 June 30 and enter Jonesboro as the City in both From and To. 3. Enter the Zip Code to default in the City and State the traveler will be departing from. 4. Enter 157 in the Nation field for United States or click on the ellipsis icon to select a different Nation code. NOTE: Although the State/Province and Nation fields are not marked required, you must enter this information. TO: 1. Click on the calendar icon to enter the End Date and select the return Time of the trip. 2. Enter the Zip Code to default in the City and State the traveler will be departing from. 3. Enter 157 in the Nation field for United States or click on the ellipsis icon to select a different Nation code. 4. Click Add. If the traveler s destination city/state does not have a specific per diem rate, the Per Diem Destination Match Warning popup box will appear. Select Ok. 5. Save and Continue. 6. Confirm Per Diem window Click Yes if Meal expenses will be included. 11
12 7. The dates for the meals will display based on the Itinerary Start and End Dates. Click Save and Continue or click the X button if meals will be not included. 8. The first and last day s meal amounts are automatically calculated at 75% of the daily per diem. 9. If meals will be provided at no cost to the traveler, select the X at the right of the screen to delete that day s meal expenses. Confirm the days of actual meal reimbursement, and select Save and Continue. 10. The TA number is generated and displays at the top of the screen. Make note of this number on any back-up documents/receipts. 11. Tape each receipt on a piece of letter size paper for upload purposes. Changes can be made on the General Information or Itinerary at this time by clicking on the options in the left pane and selecting the edit icon. 12
13 Estimated Expenses Reimbursable and Non-Reimbursable The Estimated Expenses screen has 2 tabs - Reimbursable and Non-reimbursable. Reimbursable expenses are out of pocket expenses that will be encumbered and may be reimbursed when the traveler returns. Examples include Airfare, Charter, Lodging, Meals, and Mileage; Miscellaneous expenses such as shuttle or parking fees; and Registration Fees when paid by personal credit card or by check. Non-reimbursable expenses are expenses that are pre-paid using by an online requisition, P- Card, T-Card, Ghost Card such as Airfare, Registration, or Vehicle Rental. (Name of Payer is required if expenses are paid by a third party, board or personally). These expenses are not encumbered. This tab can also be used to track expenses that may not be covered by the traveler s department. 13
14 Reimbursable Expenses Blanket and Zero Cost Travel Authorizations: 1. On the Reimbursable tab, select Misc in the Type field. 2. Leave the Receipt Amount as Select N/A in the Paid by field. 4. Description: Enter the following based on the expense type. a. For Lodging, enter Hotel maximum exceeded if daily allowance exceeded or Only Lodging Available, Conference Site, High Cost Area, or Other Special Authorization. b. For Mileage, enter the insurance company and policy number. How to enter mileage information: Grid Mileage of miles at, Mileage Log of miles at, Rand McNally of miles at, or Trip Optimizer Attached. i. Enter exempt from car rental if traveler is one of the following: 1. Student who travels on behalf of the University; 2. Researcher who uses specialized personal vehicles; 3. Student recruiters; 4. Faculty/staff who travel out of town to teach; or 5. Faculty/staff who travel to off campus sites regularly. c. Enter other details as necessary. 5. Funding: To change the funding at the expense level, click on the Funding link to open the Expense Funding edit window. 6. Click Save. 7. Click View or Submit Report. 8. Review each page by clicking on the buttons in the left-hand pane or using the numeric links at the bottom. (1) General Info, (2) Reimbursable Expenses, (3) Funding Summary (check NSF), and (4) Non-Reimbursable Expenses. 14
15 All other Travel Authorizations: 1. On the Reimbursable tab, select the appropriate expense in the Type field. 2. Enter the expense amount in the Receipt Amount field. 3. Select N/A in the Paid by field. 4. Click Save. 5. Repeat for the Non-reimbursable tab. 6. Select the appropriate card in the Paid by field. Enter the last 4 digits of the card number in the Description field. 7. Select Save. 8. Click View or Submit Report. Detailed Steps for Entering Expenses Lodging 1. Verify the start date. 2. Select Expense Type = Lodging. 3. If the expense is recurring, use the Copy Recurring Expenses button. If not, skip to Step Select the appropriate Recurrence Pattern and the Range of Recurrence. 5. Click the Copy button. Select Lodging for the expense type. 6. Enter the estimated daily amount. 7. Select N\A in the Paid By field. 8. If the hotel charge will exceed the standard allowed amount, enter the reason in the Description field. For example, conference site, only lodging available or high cost area. 9. Click Save. Meals 1. Verify the start date. 2. Select Expense Type = Meals. 3. If the expense is recurring, use the Copy Recurring Expenses button. If not, skip to Step Select the appropriate Recurrence Pattern and the Range of Recurrence. 5. Click the Copy button. Select Meals for the expense type. 6. Enter the estimated daily amount. 7. Select N\A in the Paid By field. 8. Click Save. Check the Daily Meals and Lodging link on the Travel Office website to confirm whether the amount will exceed the standard per diem rate. Miscellaneous 1. Verify the start date. 2. Select Expense type = Miscellaneous. 3. Enter the amount. 4. Enter any details pertaining to the miscellaneous expense claimed in the Description field. Examples include parking, taxi, shuttle, etc. 5. Click Save. 15
16 6. Repeat this process for each expense type. Once saved, each entry will be listed at the bottom of the screen. Entering Comments Comments should be used to list additional department approvals or classes that will be covered while the Traveler is on the trip. Faculty should indicate if classes will be missed and if so, who will substitute. 1. Click on Comments on the left-hand side of the screen to enter additional information for the traveler and/or approvers. 2. Click on the pencil icon. 3. Enter the comments. 4. Select Save. 5. Click View or Submit Report. Attaching Travel Documents 1. Scan/upload any back-up documents to WebXtender (imaging system) prior to submitting the document. Navigate to the Training web page: and click on the Travel and Expense WebXtender link to access the document attachment instructions. 2. To submit the document to the traveler, click on Submit. Please contact if you have any questions. 16
17 Submitting the Authorization (and Advance) 1. Click the Traveler Review button. 2. The Information window will display the confirmation that the document has been forwarded. 17
18 Traveler: Requesting an Advance Advances are only available to full-time employees. The total of the advance specified must be at least $100. All advances should be accounted for within 21 days of your trip end date. After 21 days, the advance will become overdue and may hinder the traveler s ability to submit and receive additional advances. Each traveler is only allowed 10 outstanding advances. An Advance can be requested after an Authorization has been approved. 2. Click on the Request Advance button at the bottom of the screen. 3. Select the Advance Rule Name from the drop-down field: a. 50% Meals/Misc-Domestic calculate the total amount of meals and miscellaneous expenses and multiply by 50%. b. 75% of Total-International c. 90% of Total-Student Trip (All student trips must import completed Student Liability Waiver Forms.) 4. Click on Continue. 18
19 5. Description: Enter details pertaining to miscellaneous items or This is my first Advance if you ve never requested one before. 6. *Request Amount: Enter calculated total. 7. Review the Payment will be made on or after (Date). to ensure you will receive the payment as necessary. 8. Enter a justification for requesting the Advance if necessary by clicking on the Comments edit icon. 9. Click Submit. 10. An information window will display the Advance request document number. Click OK. 11. Submitted with TA: An Information window will display the Authorization and Advance request document numbers. Click OK. NOTE: The Authorization (and Advance, if requested) will route through Workflow Approvals once the Traveler had reviewed and submitted it. The Traveler and Delegate will receive an notification when the document is approved or returned for correction. 19
20 Copying a Travel Authorization For Travelers that may repeat trips with the same or similar information, you can copy the previous TA. Only an approved TA may be copied. 1. Select a TA to copy from the Traveler s list in the Authorization Reports section of the Expense Manager tab. 2. Click on the Copy button. 3. Enter a new Report Name and Description. 4. Select a Purpose and Affiliation. 5. Click Save. 6. The copied TA will appear in the Authorization list, double click on it to open and make the necessary updates to the General Information, Itinerary, Expenses, etc. 20
21 Creating Expense Reports The Travel Reimbursement must be submitted within 21 days of returning from the trip. (This includes weekends.) The authorization must be approved to generate an expense report. Receipts are required for all expenses including itemized receipts for meals. The expenses must be itemized. 1. Select the Traveler from the Delegate tab and click on the Expense Manager tab to begin. 2. Click on the Authorization Reports option in the left pane of the Expense Manager tab. 3. Select (single click) the Authorization to be reimbursed and click Generate Expense Report. 4. For Blanket TAs, change the State to the First City traveled to and the Start Trip Date. Click Save. Refren 5. For other TAs, leave the defaulted information as is in the Generated Expense Report pop-up window and click Save. 21
22 6. Locate the Expense Report that was created. Typically, it will be at the top of the list and have a Status of In Process. 7. Double-click on the Expense Report. 8. The expense report opens in a summary view format. 9. Click on the appropriate links in the left-hand pane to make changes. The funding source may be changed on the expense report, but the original encumbrance(s) will not be automatically released. 22
23 For Expense Reports generated from Blanket TAs, 10. Click on the Itinerary tab. 11. Click on the Edit icon. 12. Enter separate records for the Start and Return dates. For multi-city visits, enter the first city visited on the first record and the last city visited on the second record (see page 15 for more detail on updating the Itinerary). 23
24 Updating Expenses The original data from the TA will be defaulted in for the Expenses list. Group receipts by category and date prior to making entries. Refer to the Travel Operating Procedures for more information. 1. To update the Expense totals per day, use the Copy function. 2. Select the Expense from the list to edit the information. 3. Click on the Copy icon next to the Date field. 4. Select the appropriate date range and click on Copy. (Skip this step if the copy function was used on the TA). 5. Change the Receipt Amount to reflect what was spent on the first day for the Expense Type selected. 6. Optional: Change the Description if necessary. 7. Optional: Click the Funding link to change the FOAP if the Expense will be reimbursed out of a different FOAP than what it was encumbered on. See page 19 for instructions 8. Click on Save. 24
25 9. The amounts are automatically added for each date you selected. 10. Click on the Delete icon next to the original expense to remove it from the Expense Report. 11. Update each copied Expense to be the actual amount spent for each date. 12. Select the next Expense and repeat the same steps for each date. 13. Expense that weren t encumbered can be added by selecting the appropriate Date, Expense Type, and entering the Receipt Amount (and Description if necessary). Verify the FOAP is accurate by clicking on the Funding link. Click on Save to add the new Expense to the list. 14. Mileage Expense: Enter the total mileage expense per day when using the mileage map or Rand McNally to determine the mileage. The Rand McNally web page should be scanned and imported. For travelers who utilize a mileage log for multi-city visits, enter the total cost of the mileage and import the mileage log listing the miles traveled per day. 15. You can click on the field titles to sort. For example, to sort by Type, click on the field title. 25
26 16. When all expenses have been added, updated, or deleted, click on the View or Submit Report button. 17. Review each page by clicking on the buttons in the left-hand pane or using the numeric links at the bottom. (1) General Info, (2) Reimbursable Expenses, (3) Funding Summary (check NSF), and (4) Non-Reimbursable Expenses. When an orange triangle displays in the NSF column, there is not sufficient funds in the funding source. Before the TR is submitted, a Budget Transfer should be submitted and approved or the funding source needs to be changed for each expense. Before submitting the reimbursement, any back-up documents or receipts should be scanned and uploaded in WebXtender. 26
27 Submitting the Expense Report 1. Click the Traveler Review button. The Traveler will receive notification to login to Travel and expense and submit their Expense Report. 2. Select Yes to Confirm the Final expense if there will not be additional Expense Reports submitted against the Authorization. By selecting yes, a journal voucher will be generated to close the Authorization (encumbrance) in Banner Finance. 3. Select No to Confirm the Final expense if there will be additional Expense Reports submitted against the Authorization. By selecting no the Authorization remains open in Banner Finance allowing additional Expense Reports to be submitted. 4. Once this step is completed, the Information Window will display the expense report document number. Click OK. NOTE: The Expense Report will now route through Workflow Approvals. The Traveler and Delegate will receive an notification when the document is approved or returned for correction. 27
28 Creating Supplemental Expense Reports Follow the Expense Report steps starting on page 21 with these additional steps: o *Report Name: Add the letter A to the end (for each additional Expense Report update the letter alphabetically; example T Clark Dallas A). o Delete any expenses that should not be included. Answer the Confirm Final question o Answer Yes if the Authorization should be closed after the current Expense Report is processed. Additional Expense Reports can still be processed against the Authorization, but they will not liquidate against the encumbrance in Banner Finance (FGIENCD) because the encumbrance will be closed. o Answer No if there will be additional Expense Reports processed that should reduce the encumbrance amount in Banner Finance (FGIENCD). 28
29 Paying Outstanding Advances The Traveler is responsible for paying the difference or returning the money to the Cashier s Window when the amount of the Expense Report(s) does not cover the Advance, when there is money remaining from an Advance, or the trip was canceled and the Advance needs to be returned. 1. Make a note of the Authorization number (TA#) or print a copy of the Authorization. 2. Provide the document number and the funding to the cashier. 3. The cashier will deposit funds into the appropriate accounting sequence and will provide a receipt. 4. Attach the receipt as part of the Expense Report backup. The Travel Office can process the Recovery in Travel and Expense. The Travel Office will disapprove the Expense Report and return it if the receipt is not provided in the backup. 29
30 Glossary Approver: An employee who approves or disapproves travel documents. Approver Proxy: An employee who serves as a back-up approver. A Banner Security Request form must be submitted to cpi-security@astate.edu for access. Delegate: An employee who can submit travel authorizations and expenses for the Traveler. A delegate cannot request advances. A Banner Security Request form must be submitted to cpisecurity@astate.edu for access. Delegate Tab: Users designated as delegates will have access to this tab. The delegate will be able to select the appropriate traveler prior to submitting a travel document. Expense Manager Tab: Travelers and delegates will utilize this tab to submit authorizations, advances and expense reports. There are three options to select from this tab: Funding Default: The funding default is utilized for each document submitted and can be changed for each trip in total or for each expense. Multiple funding defaults can be established as long as the percentage totals 100%. It is recommended to enter all possible funding sources and use 0% for those that will not be used frequently. The Funding Default only includes the fund, organization, and program code(s). The account code is defaulted on the travel documents based on the expense type selected. Profile Tab: Travelers and delegates can view the mailing address, direct deposit status, address, first approver, workflow login ID, and funding default(s). Traveler: An employee or student who travels on official business for the University. 30
31 FAQs Can a travel document be deleted in TEM? Yes, but only before the document is submitted for review or approval. Once the document has been submitted for approval or traveler review it cannot be deleted in TEM, even if the document is returned for correction. Contact your travel representative when this situation occurs. What documents are required to be uploaded for back-up documentation? Invoices for pre-paid expenses such as registration and airfare Itemized Receipts Memos of explanation Rand McNally Proof of Mileage Mileage Log (Odometer readings) Student Liability Waiver Forms Trip Optimizer spreadsheet Vehicle Rental Request 31
CONCUR REQUEST GUIDE. For Approvers/Travelers
CONCUR REQUEST GUIDE For Approvers/Travelers A comprehensive guide for approver and traveler users in Arkansas State University s Concur Request System Nikki Turner Updated July 2018 Contents INTRODUCTION...
More informationTravel and Expense System Delegate Instructions
Travel and Expense System Delegate Instructions Table of Contents Acting as a Delegate for Authorization Requests... 3 Introduction...3 Create an Authorization Request (TA)...3 Add an Itinerary to an Authorization
More informationCONCUR EXPENSE GUIDE. For Approvers/Travelers
CONCUR EXPENSE GUIDE For Approvers/Travelers A comprehensive guide for the approver and traveler users of Arkansas State University s Concur Expense System Nikki Turner Created 01/15/2018 Contents INTRODUCTION...
More informationCONCUR REQUEST GUIDE. For Delegates/Travelers
CONCUR REQUEST GUIDE For Delegates/Travelers A comprehensive guide for the delegate and traveler users of Arkansas State University s Concur Request System Nikki Turner Created 01/15/2018 Contents INTRODUCTION...
More informationJackson State University
Jackson State University WWW.JSUMS.EDU/BANNER Travel and Expense EDIT EDIT Click the Profile tab. Click the Edit ( ) icon for the E-Mail Click any item in the list to select that item. Click the Select
More informationTravel and Expense Management Training Manual
Travel and Expense Management Training Manual AP & Travel Colorado School of Mines Chris Stuart Tolford - 303.273.3274 Mane Poghosyan - 303.273.3976 aptravel@mines.edu Contents Logging in to TEM... 3 How
More informationPlease note this is a searchable document: Press Ctrl F and enter keyword
1 TEM Frequently Asked Questions GENERAL TEM QUESTIONS Q: Where can I find training and step by step guides for the TEM module? A: On the Business and Financial Services website: www.busfin.colostate.edu
More informationHR_200 Human Resources Overview. Day Trip. SAP Travel Document Solution - TRIP. Day Trip - SAP Travel Document Solution TRIP
HR_200 Human Resources Overview Day Trip SAP Travel Document Solution - TRIP 1 TRIP Overview Trip is an SAP travel document solution designed to streamline the creation, submission, approval, and payment
More informationA Step-by-Step Guide for E-Travel
2013 A Step-by-Step Guide for E-Travel UNCW Travel Department Table of Contents A. Instructions for Creating an Authorization... 3 How to log into U-Business/E-travel link... 3 Select Travel Authorization
More informationCreating a Domestic Expense Report
Creating a Domestic Objective: In this section we will go over the steps in detail on how to create an 1. Hover over the + New button near the top of the screen, and select Start a Report. OR click on
More informationTravelers Guide for Concur
Travelers Guide for Concur Preparing travel Requests, cash advances, and travel Expense Reports Youngstown State University does not discriminate on the basis of race, color, national origin, sex, sexual
More informationConcur Travel Training California State University, Stanislaus Financial Services
Concur Travel Training California State University, Stanislaus Financial Services Traveler and Delegate Handbook Accounts Payable- Travel 1 Table of Contents Getting Started... 3 Use Concur... 5 Set up
More informationProTrav Travel Training
University of Iowa ProTrav Travel Training Accounts Payable/Purchasing/Travel 202 PCO Iowa City, IA 52242 9/25/2013 L:\AP_Purchasing\Purchasing\JBergeon\Web Docs\ProtravTravelTrain_092513v2.docx PROTRAV
More informationFREQUENTLY ASKED QUESTIONS FOR E-TRAVEL
FREQUENTLY ASKED QUESTIONS FOR E-TRAVEL Quick Links: How do I create an authorization? -Adding lodging -Adding meals -Adding transportation -Routing the authorization for approval How do I create an advance
More informationFY17 Trip Request Form
FY17 Trip Request Form For travel starting *after* July 1, 2016. If your travel is starting *before* July 1, 2016, please use the FY16 Trip Request Form (https://goo.gl/ayq4s9). Please complete the following
More informationMarch 18, 2019 SUBMITTING TRAVEL PLANS USING CONCUR
March 18, 2019 SUBMITTING TRAVEL PLANS USING CONCUR 1 Contents Logging into Concur... 3 Concur Home Page... 4 Updating Profile (Personal Information)... 5 Travel Tab (Getting estimates for air, hotel,
More informationConcur Expense User Guide
Concur Expense User Guide Table of Contents What is Concur?... 2 What Can You Use it For?... 2 Logging onto Concur... 3 Exploring the Home Page... 4 Reviewing and Updating Your Expense Profile... 5 Expense
More informationConcur Expense QuickStart Guide. Concur Technologies Version 1.6
Concur Expense QuickStart Guide Concur Technologies Version 1.6 November 30, 2016 2004 2016 Concur. All rights reserved. 1 Document Revision History Date Description Version Author 08/22/2014 Concur Expense
More informationQuick Reference Card Booking Travel in Concur Travel and Expense
This QRC provides the steps for travelers and/or their delegates to book travel and complete the Request Header in Concur Travel and Expense. Log In To Concur Go to the Employee Portal page. www.purdue.edu/employeeportal
More informationTravel & Expense Management (TEM) Traveler & Delegate User Guide
Travel & Expense Management (TEM) Traveler & Delegate User Guide Version 05 Last Updated August 9, 2016 Welcome to TEM! This document is a guide for users of the Travel & Expense Management (TEM) system.
More informationConcur Expense QuickStart Guide. SAP Concur Technologies Version 1.7
Concur Expense QuickStart Guide SAP Concur Technologies Version 1.7 July 18, 2018 2004 2018 SAP Concur. All rights reserved. 1 Document Revision History Date Description Version Author 08/22/2014 Concur
More informationConcur Request User Guide
Concur Request User Guide Table of Contents What is Concur?... 2 What Can You Use it For?... 2 Request... 2 Travel... 2 Expense... 2 Who Can Use it?... 2 Logging on to Concur... 3 Exploring the Home Page...
More informationConcur Expense QuickStart Guide. Concur Technologies Version 1.8
Concur Expense QuickStart Guide Concur Technologies Version 1.8 September 7, 2017 2004 2017 Concur. All rights reserved. 1 Document Revision History Date Description Version Author 08/22/2014 Concur Expense
More informationIT&R/DDL Travel Request Form Training Manual
IT&R/DDL Travel Request Form Training Manual Visit the IT&R Business Center website at www.bc.itr.ucf.edu, visit the travel section and click on to the IT&R/DDL Travel Request Form. This guide in general,
More informationApptricity Training & Travel Expense Management Department Guide - POLICE April 2017
Apptricity Training & Travel Expense Management Department Guide - POLICE April 2017 Apptricity is the web-based training and travel expense management system used by the City of Roswell. This software
More informationEXPENSE REIMBURSEMENT
EXPENSE REIMBURSEMENT Temple employees must use Concur for ALL reimbursement requests: Travel. Non-Travel Food (seminar dinners, etc.). Miscellaneous purchases not made on P-Card or through TUMarketplace
More informationCreate Expense Report
Create Expense Report A new expense report must be created if a travel card is used or a reimbursement is due to the traveler. A single report can be submitted to facilitate booking the travel card expense(s)
More informationConcur Expense User Guide
Concur Expense User Guide Table of Contents What is Concur?... 3 Concur Modules... 3 Logging on to Concur 4 Exploring the Sign In Page. 5 Exploring the Home Page.. 6 Review and Updating Your Expense Profile..
More informationTable of Contents. TRAVEL POLICIES AND PROCEDURES... 4 Registration Fees:... 4 Airfare:... 4 Hotel Reservations... 4 Meals and Incidentals...
Table of Contents PAYMENTS AND REIMBURSEMENTS... 2 Making Payments/Paying Invoices... 2 Honorariums:... 2 Reimbursements:... 2 Setting Up a New Vendor:... 3 TRAVEL POLICIES AND PROCEDURES... 4 Registration
More informationCreate Travel Authorization (Net-Card)
Create Travel Authorization (Net-Card) The employee or their proxy will create a Travel Authorization in CUNYfirst. All out-of-town travel requires an approved Travel Authorization in CUNYfirst prior to
More informationTE Travel Connector Expense Quick Start Guide. TE Connectivity Version 1.0
TE Travel Connector Expense Quick Start Guide TE Connectivity Version 1.0 February 16 2015 1 Document Revision History Date Description Version Author 2/16/15 TE Travel Connector Expense Quick Start Guide
More informationTravel Reimbursement Quick Help Guide
Travel Reimbursement Quick Help Guide The Travel Reimbursement s main purpose is to reimburse travel expenses related to official University Business. Reimbursements can be issued before, during, and/or
More informationTRAVEL AUTHORIZATIONS
TRAVEL AUTHORIZATIONS TABLE OF CONTENTS Overview... 2 Responsibilities... 2 Delegate Entry Authority to Other Users... 2 Travel Authorization Tips & Reminders... 3 Create and Manage... 4 Create a Travel
More informationTravel Reimbursement -step by step-
Travel Reimbursement -step by step- When is Travel Reimbursement (TR) required? All travel that requires reimbursement or travel advance issued on TA. When is Travel Reimbursement not required? No Cost
More informationE-Reimbursement Manual
E-Reimbursement Manual Logging into E-Reimbursement To log into E-Reimbursement: 1. Go to UW Travel Wise [https://uw.foxworldtravel.com/]. 2. Hover over Reimbursement at the top. 3. Click on E-Reimbursement
More informationConcur Travel Request Training Manual 10/11/17
Request Module (Travel Authorization): 1. Sign into your Concur profile (you should see something similar below): 2. For 1 st time users click on +Start a Request. 3. For returning users click on the +New
More informationTravel Authorization Procedure
Travel Authorization Procedure The purpose of a Travel Authorization (TA) is to estimate the total expense of a trip by specific expense categories (such as airfare, hotel, etc.), and identify the funding
More informationTravel Reimbursement
Travel Reimbursement Document Overview: The Travel Reimbursement document (TR) is a Kuali document that is used to process reimbursements for travel expenses incurred related to University travel. TR documents
More informationTAMUT TRAVEL DEPARTMENT PRESENTS: etravel/concur 101 TRAINING
TAMUT TRAVEL DEPARTMENT PRESENTS: etravel/concur 101 TRAINING Travel Staff Marcie Whisenhunt Inventory Control/Travel Specialist (903)223-3112 Office (903)490-3822 Cell Mwhisenhunt@tamut.edu WELCOME EAGLES!!!
More informationConcur Standard Basic End-User Guide. Concur Technologies Version 1.0
Concur Technologies Version 1.0 April 14, 2014 Document Revision History Date Description Version Author 04/14/2014 1.0 Concur Proprietary Statement This document contains proprietary information and data
More informationTRAVEL AND EXPENSE CENTER REPORTS USER GUIDE
TRAVEL AND EXPENSE CENTER REPORTS USER GUIDE Please note: This user guide is intended for online use, and has a number of embedded links. Printing of these documents is discouraged, as they are updated
More informationFlorida Statewide Travel Management System (STMS) Train-the-Trainer Instructor Notes
Florida Statewide Travel Management System (STMS) Train-the-Trainer s March 2019 Page 1 Table of Contents Navigating in STMS... 5 Learning Objectives... 5 Creating Trip Forms... 15 Learning Objectives...
More informationHow to Add a Claim for Mileage or Travel Expense
How to Add a Claim for Mileage or Travel Expense Using Employee Self Service Version 9.3 Last Updated: 08/05/2013 REVISION HISTORY Date of Revision Owner Indicate Page # Summary of Changes 08/05/2013 MUNIS
More informationConcur Expense QuickStart Guide for CRC. Concur Technologies Version 1.2
Concur Expense QuickStart Guide for CRC Concur Technologies Version 1.2 June 29 th, 2015 2004 2015 Concur. All rights reserved. 1 Document Revision History Date Description Version Author(s) 06/29/2015
More informationTravel Reimbursement. -step by step- When is Travel Reimbursement (TR) required?
When is Travel Reimbursement (TR) required? All travel that requires reimbursement or travel advance issued on TA. When is Travel Reimbursement not required? No Cost Travel Two ways to create TR document
More informationConcur Travel User Guide
Concur Travel User Guide 1 Table of Contents What is Concur?... 3 Concur Modules... 3 Logging on to Concur... 5 Exploring the Home Page... 6 Updating Your Travel Profile... 7 Personal Information... 7
More informationCreate a Travel Authorization (TA)
Create a Travel Authorization (TA) Login to mybyuh Enter CES net ID and password Click on PeopleSoft Finance IMPORTANT NOTE: In order to create Travel Authorization for a non-byuh employee, students or
More informationCreate an Expense Report from a Travel Authorization (Apply a Cash Advance)
Create an Expense Report from a Travel Authorization (Apply a Cash Advance) If a Travel Authorization is created for a trip, the Expense Report MUST be created FROM that Travel Authorization. Follow the
More informationCreate Expense Report (Net-Card or Employee Paid)
Create Expense Report (Net-Card or Employee Paid) All employees are responsible for ensuring that their Expense Reports are complete, accurate and adhere to the expense reimbursement requirements of CUNY,
More informationTravel Request System (TRS) Guide Table of Contents
Travel Request System (TRS) Guide Table of Contents Travel Request System (TRS) Guide... 1 TRS Electronic Approvals... 2 Delegate Instructions... 2 Traveler Instructions... 4 Initiate Authorization...
More informationInsert your Common Access Card (CAC) in the CAC Reader.
Log on Procedures: Insert your Common Access Card (CAC) in the CAC Reader. Note: You must leave your CAC in the CAC Reader for the entire DTS session. The system will periodically read from the CAC Reader.
More informationQuickStart Guide Concur Travel & Expense
QuickStart Guide Concur Travel & Expense Proprietary Statement This document contains proprietary information and data that is the exclusive property of Concur Technologies, Inc., Redmond, Washington.
More informationRequesters can fill out the Travel Authorization for the Traveler and save it; but only Travelers can submit their own Travel Authorization.
TAG002 Version A SJSU Faculty and Staff Travel Authorization and Expense Reimbursement Guide Overview SJSU Faculty and Staff have access to Financial Transaction Services (FTS). This guide is not for Research
More informationBlanket Travel Expense Report
Blanket Travel Expense Report These instructions will cover how to create and submit your monthly Blanket Travel Expense Report in Concur. Requirements: A Blanket Travel Expense Report will be required
More informationExpense Report Cheat Sheet
Expense Report Cheat Sheet Yeah!! Your travel has been completed, now comes the fun part. Any travel needs to have a travel reimbursement prepared. This is how the credit card company gets paid, the travel
More informationConcur Travel QuickStart Guide
Concur Travel QuickStart Guide Concur Technologies Version 1.3 As of: June 2016 Contact Us Procurement Card and Travel Services Office pcardandtravelsvcs@southalabama.edu http://www.southalabama.edu/departments/financialaffairs/travelandprocurement/
More informationConcur Expense QuickStart Guide
Concur Expense QuickStart Guide Concur Technologies Version 1.3 As of: May 2016 Contact Us Procurement Card and Travel Services Office pcardandtravelsvcs@southalabama.edu http://www.southalabama.edu/departments/financialaffairs/travelandprocurement/
More informationQuick Reference Card Completing an Expense Report in Concur Travel and Expense
Use this QRC when completing an expense report from an approved travel request in Concur Travel and Expense. Log In To Concur Go to the Employee Portal at www.purdue.edu/employeeportal. Choose Travel System
More informationRemember to attach all receipts over $75.00 and check the Receipt Attached box for the expense or line item
2 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
More informationDOMESTIC TRAVEL- TRAVEL APPROVALS AND EXPENSE REIMBURSEMENT
DOMESTIC TRAVEL- TRAVEL APPROVALS AND EXPENSE REIMBURSEMENT Background: A travel approval request-tar is required when a traveler is a) traveling in-state and spending the night or b) traveling out of
More informationCreate a Travel Authorization from a Blank Form. A Travel Authorization must be created in order to receive a cash advance.
Create a Travel Authorization from a Blank Form A Travel Authorization must be created in order to receive a cash advance. Travel Authorization s are required for the following reasons: When a maximum
More informationConcur Travel & Expense CAMPUS TRAINING GUIDE & LIVE DEMO
Concur Travel & Expense CAMPUS TRAINING GUIDE & LIVE DEMO Training Agenda This training will be approximately 1.5 hours long and will go over the basics of Concur Travel and Expense system. Additional
More informationConcur Travel & Expense CONCUR TRAINING - OVERVIEW
Concur Travel & Expense CONCUR TRAINING - OVERVIEW Concur Training Agenda Today s meeting will cover: Concur Overview How to Login and Navigate User Profile Setup Completing a Travel Request Completing
More informationNon-Public Travel Requests Public User Documentation
Public User Documentation Created May 27, 2016 Revised: December 6, 2016 Version: 1 Mission Statement To equip our students to achieve success in a global society by implementing an effective and rigorous
More informationTravel Voucher Instructions
Travel Voucher Instructions To access the voucher, enter your WKU NetID (it should be 3 letters and 5 numbers, not your 800#) and Password, then click Submit. The Home screen will display: Please take
More informationCREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO VENDORS)
CREATING YOUR EXPENSE REPORT (REIMBURSEMENTS AND DIRECT PAYMENTS TO VENDORS) REPORT NAMES: ALWAYS USE YEAR AND TITLE: (EXAMPLE: 2018 CHROME RIVER CONFERENCE) SELECT YOUR TRIP TYPE SELECT YOUR AFFILIATION
More informationTravel & Expense Guidelines
Travel & Expense Guidelines To access Travel & Expense go to: banner.usu.edu and click on Travel and Expense You will log in using your A Number and strong password Create & Add New Traveler/Create Traveler
More informationHow to submit your travel reimbursement request directly in the T&E system
How to submit your travel reimbursement request directly in the T&E system January 2017 1. Log into the reimbursement system Go to https://reimburse.berkeley.edu Choose "Go" at the top of the page Log
More informationConcur Training Guide & Troubleshooting
Concur Training Guide & Troubleshooting Table of Contents Section 1: Getting Started... 6 Section 2: Concur Navigation... 7 Section 3: Update Your Profile... 8 Step 1: Your Name and Airport Security -
More informationTravel and Expense Module
Travel and Expense Module Creating a User Profile Creating a Travel Authorization Report Creating a Travel Expense Report Workflow Process To contact a Travel Specialist, Please call 405-974-2493 Creating
More informationHow to submit a Travel Expense Claim
Munis v2017.1 How to submit a Travel Expense Claim For Out of Town Conferences/Events Table of Contents What Do I Need to Know Before I Get Started? 3 Employee Self Service (ESS) 3 MUNIS Vendor Number
More informationCreate a Travel Request (replaces paper pre travel worksheet)
You will now be responsible for making sure your supervisor is aware of travel and approved the time out of the office. All travel must be in compliance with the University Travel policy. It is your responsibility
More informationBlanket Travel Expense Report
Blanket Travel Expense Report These instructions will cover how to create and submit your monthly Blanket Travel Expense Report in Concur. Requirements: A Blanket Travel Expense Report will be required
More informationCreating and Submitting an Expense Report
Creating and Submitting an Expense Report How to Create and Submit an Expense Report This job aid shows users how to create and submit an expense report. If you need to withdraw, modify, view, print, and
More informationUNIVERSITY OF LETHBRIDGE ONLINE PERSONAL REIMBURSEMENT SYSTEM USER MANUAL
UNIVERSITY OF LETHBRIDGE ONLINE PERSONAL REIMBURSEMENT SYSTEM USER MANUAL SumTotal (version 2013 02.02) User Manual Table of Contents FOREWORD... 3 1. ACCESSING THE PERSONAL REIMBURSEMENT SYSTEM... 3 2.
More informationPROTRAV TRIP CREATION DOCUMENT
PROTRAV TRIP CREATION DOCUMENT Contents Create New Trip... 1 Principal Traveler... 1 Trip Essentials Purpose of Travel... 2 Itinerary Destination Where and when travel will take place... 3 Originating
More informationUNIVERSITY OF LETHBRIDGE ONLINE PERSONAL REIMBURSEMENT SYSTEM USER MANUAL - 1 -
UNIVERSITY OF LETHBRIDGE ONLINE PERSONAL REIMBURSEMENT SYSTEM USER MANUAL d - 1 - SumTotal (version 2013 02.02) User Manual Table of Contents FOREWORD... - 3-1. ACCESSING THE PERSONAL REIMBURSEMENT SYSTEM...
More informationRadford University Entering Travel Purchase Orders in Self-Service Banner & Travel Reimbursement Vouchers in Cognos
Radford University Entering Travel Purchase Orders in Self-Service Banner & Travel Reimbursement Vouchers in Cognos A Step by Step Guide This document provides step by step instructions on how to process
More informationNUFinancial Business Policy & Procedures Frequently Asked Questions
NUFinancial Business Policy & Procedures Frequently Asked Questions Error Messages Q: What are match exception errors and how do I fix them? A: Match exception errors occur when a purchase order does not
More informationExpenses & Reimbursement
CREATE A NEW EXPENSE REPORT Purpose: The purpose of this task is to create an expense report from scratch. Helpful Hints: This task is used to request reimbursement for travel. Reimbursements also include
More informationConcur - Create an Expense Report Last Updated: June 2017
Concur Expense Report Expense reports are used to claim for individual reimbursements for staff, faculty, guest and students. This includes travel expenses (per diems) and/ or reimbursements for any out
More informationConcur Travel Expense Training Manual 10/11/17
Expense Module (Reimbursement): 1. Click on the Request tab when logged into your profile. All approved TA s/request will have Expense (to the far right) available. Click on Expense and that will create
More informationConcur Travel Expense Training Manual 8/17/16
Expense Module (Reimbursement): 1. Click on the Request tab when logged into your profile. All approved TA s/request will have Expense (to the far right) available. Click on Expense and that will create
More informationQuick Reference Card Create a Mileage Only Expense Report in Concur Travel and Expense for County Extension Offices
Use this QRC when completing a mileage only expense report. Quick Reference Card LOG IN TO CONCUR Go to the Employee Portal at www.purdue.edu/employeeportal Choose Travel System (Concur). Log in using
More informationEmployee Expense Submission Guide
Employee Expense Submission Guide Expense Submission 2.4 Published October 2018 v2.4 Table of Contents First-Time Registration... 3 Submitting Expenses... 4 Employee Expenses... 6 Entering Your Expense
More informationChromeRiver. Step One: Delegate Access
This guide will walk you through the basics of using the ChromeRiver application at BGSU to request business travel and entertainment reimbursement or reconcile pcard purchases. The instructions found
More informationConcur's mobile app Android
Introduction to... Concur's mobile app Android Version 8.2.2 - February 13 2012 Applies to these Concur solutions: Expense in Travel & Expense Travel Travel in Travel & Expense Invoice You can use Concur
More informationSTAR CITY SCHOOL DISTRICT RULES AND REGULATIONS
STAR CITY SCHOOL DISTRICT RULES AND REGULATIONS 2015-2016 FORMS All requests must be made on the correct forms: Travel reimbursement, Purchase Order request, Check Request, Workshop request, etc. No requests
More informationLong Term TDY Beginning Settlement
Long Term TDY Beginning Settlement Introduction This guide provides the procedures for entering a Long Term TDY Beginning Settlement where no previous Authorization was entered in TPAX. Before you Begin
More informationCreating a New Expense Report from My Concur Homepage
Creating a New Expense Report from My Concur Homepage Expense Tab will take you to the Expense Module Active Work Pane where you can click on New Expense Report Log into Gibson Online to access your My
More informationConcur Expense Quick Reference Guide. Section 1: Getting Started. Section 2: Explore My Concur. Section 3: Update Your Profile
Section 1: Getting Started Step 1: Log on to Concur Expense 1 In the User Name field, enter your user name which is your LDAP username followed by @villanova.edu. (ex: wkinsey@villanova.edu) 2 In the Password
More informationProfessional Development Online Travel Authorization Instructions
Professional Development Online Travel Authorization Instructions PD 2-27-13 Prior to making travel arrangements, approved Professional Development recipients must request the PD travel form from the Organization
More informationConcur Getting Started QuickStart Guide. Concur Technologies Version 1.3
Concur Technologies Version 1.3 January 23, 2017 Page 1 Document Revision History Date Description Version Author 05/12/2016 11/30/2016 converted to new template updated proprietary statement 1.2 Concur
More informationNCCU CHROME RIVER "Travel Coordinator" USER GUIDE. A. Launch Chrome River. B. Navigation Bar. C. Home Screen Dashboard
A. Launch Chrome River 1) Chrome River Production (single sign on) 2) Chrome River Test (not single sign on) https://app.chromeriver.com/login/sso/saml?companyid=nccu.edu https://qa-app.chromeriver.com/login
More informationSunland Construction Concur Expense QuickStart Guide. Concur Technologies Version 1.8
Sunland Construction Concur Expense QuickStart Guide Concur Technologies Version 1.8 September 7, 2017 2004 2017 Concur. All rights reserved. 1 Proprietary Statement This document and any attached materials
More informationThis document details the steps required to Create a Request for Travel /Trip in the web based application -
This document details the steps required to Create a Request for Travel /Trip in the web based application - ProTrav@UNI. A trip should be created for anyone traveling on behalf of the University of Northern
More informationExpense Reimbursement System (ERS) Frequently Asked Questions
General Questions What is the ERS? What is Concur? Do I have to use the ERS? Why should I use the ERS? How do I log in? What is workflow? Which browsers are supported? What types of expenses is the ERS
More informationMy ASU TRIP manual. ASU Travel Service Center. Call Mon. through Fri., 8 a.m. to 5 p.m., Arizona time
My ASU TRIP manual ASU Travel Service Center Call 480-965-3111 Mon. through Fri., 8 a.m. to 5 p.m., Arizona time Email: MyASUTrip@asu.edu 7/11/18 Table of contents Profile Update profile information...
More informationDisbursement Voucher (DV) Quick Reference Guide
Disbursement Voucher (DV) Quick Reference Guide Belongs to: Version 20121213 Table of Contents Introduction... 1 Logging In... 2 Disbursement Voucher... 3 Document Overview Tab..... 4 Report Tab.... 5
More informationSCHOOL OF MEDICINE Affiliated Corporation Expense Reimbursement Site. User/Administration Manual
SCHOOL OF MEDICINE Affiliated Corporation Expense Reimbursement Site User/Administration Manual ACCESSING ACERS ACERS Location and Login 1. Open Internet Explorer Type the URL (address/location) https://apps.med.wayne.edu/acers
More information