Travel Training Creating a Travel Authorization

Transcription

1 Creating a Travel Authorization Overview: Understanding the Creating a Travel Authorization Process All travel requires a Travel Authorization to be completed in OMNI prior to the date of travel. A Travel Authorization is an estimate of the money needed for the travel and requires Project Manager Approval (if applicable) and Department Approval. The Travel Authorization must include the following items: Purpose of the travel Specific names of events to be attended Benefit to the University (a clear statement of how the trip will benefit the sponsored project, FSU, or the State of Florida) This action can be completed either by the traveler or by the Travel Representative for that employee. For more information about becoming a Travel Representative, review the "Becoming a Travel Authorization" tutorial. For additional information regarding policies surrounding allowable expenses (including meals, per diem, physically disabled travelers, etc.), refer to the Travel Reference Guide by clicking here. To review information on submitted Travel Authorizations, the following query may be useful - FSU_DPT_TE1_TAUTHS. For information regarding how to use queries, review the "Running Queries" tutorial. Procedure Scenario: In this topic, you will learn the steps to create a travel authorization. Key Information: Employee Name Employee ID Trip Information Page 1

2 Step 1. Click the Financials 9.0 link. 2. Click the Employee Self-Service link. 3. Click the Travel and Expense Center link. 4. Click the Create link. Page 2

3 Step 5. The default EMPLID on this page is your own. Be sure to select the correct ID for the traveler. Click the Look up EmplID button to search for an employee. 6. Only the employees for whom you are authorized as a Travel Rep will appear in this menu. If the desired employee is not listed, follow the instructions in the "Becoming a Travel Rep" tutorial to add yourself as a Rep for that employee. 7. Click the Add button. Page 3

4 Step 8. Enter a brief Description of the travel into the Description field. Page 4

5 Step 9. Click the Business Purpose drop-down menu and select the item that best describes the trip. 10. Click the Look up Default Location button. 11. Click the Search by drop down box. Page 5

6 Step 12. Click the Description list item. 13. Enter the city of the traveler s headquarters or primary residence. 14. Click the Look Up button. 15. Select the appropriate location from the list. 16. For the Date From field, click the Choose a date button to select the departure date from the calendar. 17. Select the traveler's departure date. Page 6

7 Step 18. For the Date To field, Click the Choose a date button to select the return date from the calendar. 19. Select the traveler's return date. 20. Enter comments to explain the trip and its necessity into the Comment field. NOTE: Any expenses paid on a Travel Card should be listed in the comments. Please do not enter these charges below as expense lines. 21. Enter an explanation as to how this trip benefits FSU or the State of Florida into the Benefit Text Message field. 22. Click the Accounting Defaults link. Step 23. Enter or modify the Department ID. 24. Enter or modify the Fund. Page 7

8 Step 25. If you are using a Sponsored Research Project enter the following information in this order: PC Bus Unit as "FSU01" Project enter your project number or look it up by clicking the magnifying glass Activity is "1" NOTE: All information must be entered in the ordered described above to avoid errors. 26. Click the OK button. Page 8

9 Step 27. All charges listed as line items should be out-of-pocket expenses to the traveler. Click the Expense Type list to select from the drop down box. Step 28. Select the appropriate Expense Type. Page 9

10 Step 29. Input the expense date into the Date field or click the Choose a date button to select the expense date from the calendar. NOTE: This date should reflect the date the item was paid. 30. Click the Billing Type list. Page 10

11 Step 31. Select the appropriate Billing Type. NOTE: Billing Type should be based on the overall trip, not the specific expense. 32. Click the Detail link to the right of the Billing Type drop-down. Page 11

12 Step 33. NOTE: The Authorization Detail pictured above reflects a Automobile Rental Charge. This page may appear different, depending on the chosen Expense Type. All fields containing an asterisk are required. Be sure to include information for each of these required fields. 34. Use the Preferred drop-down list only when selecting AVIS. NOTE: AVIS is FSU s only "Preferred" merchant. For all other merchants, enter the merchant name into the "Non-Preferred field. Page 12

13 Step 35. Enter a Description. 36. Enter the estimated cost into the Amount field. 37. Click the Check Expense For Errors button. 38. If there are any errors, the missing field will appear in red and you will receive a flagged error message. Correct any errors that are flagged and then click Check Expense for Errors again to make sure all errors are corrected. 39. Click the Return to Travel Authorization Entry link. Page 13

14 Step 40. Click the Expense Type list for the second expense. 41. Select the appropriate Expense Type for the second charge. 42. Click the Billing Type list for the second expense. Page 14

15 Step 43. Select the appropriate Billing Type. Recall the Billing Type should be based on the overall trip, not the specific expense. 44. Click the Detail link for the second expense. Page 15

16 Step 45. The detail pictured above reflects a Lodging/Hotel/Motel expense. The Detail page may appear different, depending on the chosen Expense Type. For a Lodging/Hotel/Motel expense, enter the correct Number of Nights the traveler will stay at the hotel/motel. 46. Enter the name of the Hotel/Motel into the Non-preferred field. 47. Enter a short Description, such as "Meeting Site" into the Description field. 48. Enter the estimated rate into the Nightly Rate field. 49. Click the Check Expense For Errors button. 50. If no errors appear, click the Return to Travel Authorization Entry link. Page 16

17 Step 51. Click the Expense Type list for the third expense. 52. Again, select the appropriate Expense Type for the third expense. 53. Enter the estimated cost into the Amount field. NOTE: For meal expenses, you may list individual meals by date or you may group the total meal expense (by breakfast, lunch, or dinner) on one line. 54. Click the Billing Type list. Page 17

18 Step 55. Select the appropriate Billing Type for the overall travel, not this specific expense. 56. Click the Detail link for the third expense. Page 18

19 Step 57. The detail pictured above reflects a Dinner expense. The Detail page may appear different, depending on the chosen Expense Type. No additional fields are required for the Dinner Expense Type. Click the Check Expense For Errors button. 58. Click the Return to Travel Authorization Entry link. Page 19

20 Step 59. Click the Check For Errors button to ensure the Travel Authorization is complete before submitting. 60. Use the Save for Later button to save work and continue working at a later time. This action will not submit the authorization. 61. Once the authorization is complete, click the Submit button to begin the approval process. Page 20

21 Step 62. Click the OK button. Page 21

22 Step 63. Scroll to the bottom of the page to click the Printable View link. Page 22

23 Step 64. From this page you may print the authorization for your records and obtain the needed signatures. Click the Return to Travel Authorization Details link. 65. Click the Home link. 66. Congratulations! You have completed the topic. End of Procedure. Page 23