Travel Activities Creating an Expense Report From a T-Auth

Transcription

1 Travel Activities Creating an Expense Report From a T-Auth Overview: Understanding How to Create an Expense Report from a Travel Authorization In this topic, you will learn the steps to create an Expense Report using a pre-approved Travel Authorization. OMNI Security Role Required: FSU_TE_TRAVEL_REP Procedure Scenario: In this topic, you will learn the steps to create an Expense Report (ER) using a pre-approved Travel Authorization (T-Auth). Key Information: Employee Name Employee ID Travel Authorization Information Trip Information Page 1

2 1. Click the Financials 9.1 link. 2. Click the Main Menu button. 3. Hover over Employee Self-Service and click the Travel and Expense Center menu. 4. Click the Expense Report Create link. Step 5. The default Empl ID on this page is your own. Be sure to select the correct ID for the traveler. Click the Look up Empl ID button to search for an employee. 6. Only the employees for whom you are authorized as a Travel Rep will appear in the search results. 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 2

3 8. Click the Quick Start list. Page 3

4 9. Click the A Travel Authorization list item. NOTE: Do not combine Non-Travel Reimbursements with Travel Reimbursements on the same ER. Non-travel items should be submitted on a separate ER. See the "Creating an Expense Report for a Non-Travel Reimbursement" tutorial for additional information. 10. Click the GO button. Page 4

5 11. If necessary, edit the date range to include the dates of the trip for which you are entering the Expense Report. 12. Click the Search button. 13. Click the Select button next to the appropriate Travel Authorization. 14. The information from the T-Auth will be transferred to the ER. NOTE: If a T-Auth is not copied into an Expense Report the T-Auth will not automatically "unencumber" the department's funds. Page 5

6 15. Click the Check For Errors button in order to verify the information populated from the T-Auth. 16. For the purpose of this example, the Expense Dates populated from the T-Auth are in the future and must be changed. 17. Edit the ER as necessary to correct the error(s) identified. 18. Click the Check For Errors button in order to verify that all errors previously identified have been corrected. 19. The Comment field should be used to: Provide justifications for additional expenses (e.g. internet/telephone charges or why a larger car was needed by the traveler). Input any information that will clarify potential questions about the ER. Enter the arrival and departure dates/times to foreign cities (in addition to populating them in the fields provided in the ER). 20. Copy the Authorization ID. Page 6

7 21. Paste the Travel Authorization ID into the Reference field of the Expense Report. Page 7

8 22. If necessary, edit the Departure Date field with the actual date of departure. 23. Enter the Departure Time, including am/pm. 24. If necessary, edit the Return Date field with the actual date of return. 25. Enter the Return Time, including am/pm. 26. If necessary, adjust the details of the expenses that were populated from the T-Auth. For the purpose of this example, click the Detail link for the second expense. Page 8

9 27. Click the Check Expense For Errors button. 28. If no errors appear, click the Return to Expense Report link. NOTE: If there are any errors (e.g. you forgot to populate a required field) you will receive an error message and the incorrect field will be flagged. Page 9

10 29. It may be necessary to enter additional Expense Items and Details that were not included in the original T-Auth. For the purpose of this example, click the Add multiple new rows at row 3. Page 10

11 30. A prompt will appear that will allow you to add one or more lines to the ER. 31. Click the OK button. Page 11

12 32. Click the Expense Type list for the first blank line. Page 12

13 33. Select the appropriate Expense Type for the first blank line. For the purpose of this example, click the Breakfast, Domestic list item. Page 13

14 34. Enter the amount for the Breakfast, Domestic Expense Type. NOTE: For meal allowance Expense Types it is not necessary to enter a separate line for each instance. Instead, just multiply the allowance amount by the number of days for which the traveler qualifies for reimbursement. Useful information about meal allowance amounts and other travel-related policies can be found in the Travel Reference Guide on the Travel website. 35. Click the Billing Type list. 36. Select the appropriate Billing Type. Page 14

15 37. Click the Detail link. Step 38. While the Description field is not required for meal allowance Expense Types, useful information can be provided here. 39. Click the Check Expense For Errors button. 40. If no errors appear, click the Return to Expense Report link. Page 15

16 41. Click the Expense Type list for the next blank expense line. 42. Select the appropriate Expense Type for the next blank line. For the purpose of this example, click the Per Diem list item. 43. The default amount of one full day Per Diem will automatically populate in the Amount Spent field. For the purpose of this example, $80 is the appropriate Per Diem amount. 44. Click the Billing Type list and select the appropriate list item. 45. Click the Detail link for the Per Diem Expense Type. Page 16

17 46. If necessary, enter the appropriate Expense Date. 47. Enter the Start Time and End Time for the day the Per Diem is being requested. NOTE: For air travel, two hours is allowed prior to departure or after arrival for check in/out at the airport. 48. After inputting the times you can click the Refresh Per Diem Amount button to automatically calculate the Per Diem due based on $20/quarter rules outlined in the Travel Reference Guide. 49. Click the Check Expense For Errors button. 50. If no errors appear, click the Return to Expense Report link. Page 17

18 51. Click the Expense Type list for the last blank expense line. 52. Select the appropriate Expense Type for the next blank line. For the purpose of this example, click the Map Mileage after 6/30/2006 list item. 53. Click the Billing Type list and select the appropriate list item. 54. Click the Detail link for the Map Mileage Expense Type. Page 18

19 55. Enter the correct Miles traveled by the traveler. NOTE: Important information on properly reporting Map Mileage can be found in the Travel Reference Guide. 56. Enter a description that justifies the need to claim mileage. 57. Click the Check Expense For Errors button. 58. If no errors appear, click the Return to Expense Report link. Page 19

20 59. Click the Save for Later button to save work and continue working at a later time. This action will not submit the ER. 60. Once the ER is complete, click the Submit button to begin the approval process. Page 20

21 61. Carefully read the certification statement and then click the OK button. 62. Receipts for the ER should be sent to RightFax on an Expense Receipts Header Page. See the "Sending Receipts to RightFax" tutorial for additional information. 63. Click the Home link. 64. Congratulations! You have completed the topic. End of Procedure. Page 21