TRIP Instructions for DAY TRIP
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1 PROCESS/PROCEDURE TRIP is the University of Kentucky s system for reimbursements to employees for business travel related expenses. Use the Day TRIP for Monthly Travel that does not include lodging. For any questions, please feel free to contact your District Support Staff or Extension Financial Operations team. INSTRUCTIONS 1. Log onto myuk and click on the Employee Self Service (ESS) Tab. 2. Click Travel Requests and Travel Expenses 3. Click Create Travel Document 4. Select Day Trip(s) from the drop down menu and then click Start at the top of the page.
2 5. General Data /Destination NOTE: If filing a monthly mileage report, the dates should be the first and last dates of the month. The times should reflect the beginning time of the first trip and the ending time of the last trip. Time is Military Time Format. See Chart for help. Region - Search for KY/** and find your county or city. Specific Destination enter Monthly Mileage Month/Year 6. Additional Information Purpose of Trip 00 Collaboration/Meeting (county travel) 01 Conference/Training (professional development) Additional Trip Info Enter See attached monthly mileage log Comments Provide notes related to the TRIP that approvers need to take note of (state fair, funding source, shared rental car, anything odd, etc.) Cost Assignment Will default to county cost center must be changed for any UK funded travel (core training, state fair, SNAP-Ed, etc.)
3 7. Mileage Click the Enter Mileage Details button This will bring up mileage details screen. (see step 8) 8. Mileage Details 1. Enter first day of month travel occurred in 2. Enter total miles for the month being reported (Day Trip Miles only from KERS mileage log) 3. Enter your start location 4. For regular county paid travel, the federal mileage rate should be used. 5. Enter See attached mileage log in the comment section 6. Click Accept 9. Click Accept to go back to the previous screen. 10. Trip Includes Personal Travel is a required yes or no answer. Should be No for monthly mileage reimbursements.
4 11. Click the Enter Receipts Button at the top or bottom of the page. 12. Expenses other than mileage need to be entered into the cells on this page. Click New Entry if you incur any other expenses and enter the required information. Remember you must have a receipt for each expense. Save Draft System will assign a TRIP number Use the TRIP number assigned (see #2 in screenshot) when naming your attachments (i.e. #receipt, #document) Do4/20/2018 not use spaces or punctuation when naming files Click review to move to next screen
5 13. Use Attachments button to upload your mileage log and any other required receipts. Remember to click the save and close button at the bottom of the screen. Click Display Travel Document and review for accuracy before sending fro approval. This will open the pdf form for review. **YOU RE NOT FINISHED YET** Save and Close Parks this request in your Traveler Work Center but does not send for approval (not recommended) Save and Send for Approval Sends this request to the proper approver (recommended when finished adding attachments) TIPS & TRICKS Tip: Region Search for (KY/**). Build your personal value list (aka favorites) for use next time. Tip: Receipts Scan documents into a central folder and name according to date. Tip: Copy from prior TRIP for future monthly reimbursements Tip: Set yourself up as a proxy to enter request for another employee. CONTACT INFO Contact District Support Staff or the Extension Financial Operations team, with any questions or issues.
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