Blanket Travel Expense Report

Transcription

1 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 if the traveler goes on a business trip in California, within a fiscal year (July 1 st June 30 th ). Blanket Travel expenses will only apply to parking, mileage, tolls, and approved business meals with official University guest. At the end of the instructions, there are reminders on what to check on your Blanket Travel Expense Report. Table of Contents Creating Expense Report... 2 Report / Trip Purpose... 6 Linking Paper Blanket Travel Request Personal Car Mileage Expense Adding Parking Expense Adding Tolls Expense Adding Business Meals Expense Submit Blanket Expense Report Blanket Travel Expense Report Checklist V. 1 Page 1 of 29

2 Creating Expense Report Step 1: Log into Concur with your CSUF Username and Password. Step 2: From the Concur Dashboard, click on the Requests tab. V. 1 Page 2 of 29

3 Step 3: Go to your approved Blanket Travel Request. Note: If you have an approved paper Blanket Travel Request, see Step 23 for more instructions. Step 4: On the right hand side of the coordinating request, click on Expense. Step 5: Confirm that the Policy option is correctly selected. V. 1 Page 3 of 29

4 Step 6: Under Report / Trip Name field change the naming convention to: Blanket Travel [Month] [Year] Ex: Blanket Travel DEC 2017 Step 7: Leave Report Date as the date that you are creating the report. Step 8: For Report/Trip Start Date, change the date to the beginning of the month you are traveling. Note: You will submit one report for the entire month. Step 9: For Start Time field, enter the general time you would normally leave. Note: Make sure you add AM or PM for the Start Time. V. 1 Page 4 of 29

5 Step 10: For Report / Trip End Date, change the date to the end of the month you are traveling. Note: You will submit one report for the entire month. Step 11: For End Time field, enter the time you would normally return. Note: Make sure you add AM or PM for the End Time. Step 12: For Trip Type dropdown, leave it as In State. Step 13: For Main Destination City field, type in your main destination city that was listed from your Blanket Travel Request. Note: The main destination city must match exactly with your Blanket Travel Request. V. 1 Page 5 of 29

6 Step 14: For Additional Cities Traveled To field, type in the additional cities that you traveled to during the month. Report / Trip Purpose Step 15: For Report / Trip Purpose dropdown, select Blanket Travel (Mileage/Parking/Tolls). Step 16: For Event Name / Business Purpose field, type Blanket Travel and your business purpose for driving. Note: If there are various events/business purposes during one month, the event/purpose for each expense must be noted on the Expense Report. V. 1 Page 6 of 29

7 Step 17: For Mailing Address Current?, select the check box if your residential address is current in your Concur profile. Step 18: For Does this trip contain personal travel? dropdown, click on No. Step 19: Enter in the Comment section if you have the following: No registration fee for training, workshop, conference, etc. Have approved paper Travel Request fill in the TR# Note: If you have a registration fee, please make sure you create a Travel Request, and add it to Travel Expense Report. V. 1 Page 7 of 29

8 Step 20: For Division, Department ID, and Fund, make sure you have selected the correct options. Step 21: Make sure your approved Blanket Travel Request is linked to your expense report. Note: Refer to Concur Attachment Instructions for more information on linking your Blanket Travel Request to your expense report. Step 22: Once you have filled everything out, click on the Next button. V. 1 Page 8 of 29

9 Step 23: On the right hand side, under All Expense Types click on the expense you want to claim. V. 1 Page 9 of 29

10 Linking Paper Blanket Travel Request This section will cover how to attach approved paper Blanket Travel Request. This process can be skipped if you do not have a paper Blanket Travel Request. Step 24: Similar to Step 1, log into Concur with your CSUF Username and Password. Step 25: From the Concur Dashboard, click on the Expense tab. V. 1 Page 10 of 29

11 Step 26: The screen will refresh to Manage Expenses page. Click on Create New Report. Step 27: Fill out the required fields in the Report Header. In the Comments field, type in the TR# of your approved paper Blanket Travel Request. V. 1 Page 11 of 29

12 Step 28: Once you finishing filling in the required fields, click the Next button. Note: To proceed to the next step, scan your approved paper Blanket Travel Request into a PDF file. Step 29: Your Blanket Travel Expense Report is created. Attach your approved paper Blanket Travel Request by selecting Receipts. V. 1 Page 12 of 29

13 Step 30: Select Attach Receipt Images. Step 31: A pop up window will appear. Attach your PDF file of the approved paper Blanket Travel Request. Note: For more instructions on how to attach documents, please see Concur Attachments Instructions. Then click Close. V. 1 Page 13 of 29

14 Personal Car Mileage Expense Step 32: If you are claiming mileage, click on Personal Car Mileage. Step 33: If departing from the work location on a scheduled work day, enter in your work location in Point A. Step 34: Fill in the location you are heading to in Point B. V. 1 Page 14 of 29

15 Step 35: Click on Calculate Route. Step 36: Click on Make Round Trip, if you are returning to your work location. Note: Refer to Personal Mileage Instructions for more information on how to calculate mileage. If you made multiple trips throughout the month, you can add it to the same Blanket Travel Expense Report. Step 37: When you are done adding your mileage, click on Add Mileage to Expense. V. 1 Page 15 of 29

16 Step 38: Under Transaction Date, click on your travel date. Step 39: Fill out your Departure Time and Return Time. Note: Make sure to include AM or PM when entering Departure Time and Return Time. Step 40: Under Type of Work Day, click on the appropriate option. V. 1 Page 16 of 29

17 Step 41: Under Purpose of the Trip, enter in the purpose of your trip if it is different. Step 42: Under Comment, enter in details of the trip. Step 43: Under Request ID, enter in your Travel Request ID number. Note: If you have an approved paper Blanket Travel Request, enter in the travel document number instead. Example: TR Step 44: Once you have filled everything out, click on Save. V. 1 Page 17 of 29

18 Adding Parking Expense Step 45: If you are claiming parking, click on Parking under New Expense. Step 46: Under Transaction Date, click on your travel date. Step 47: Under Purpose of the Trip, enter in the purpose of your trip if it is different. V. 1 Page 18 of 29

19 Step 48: Under City, type in the destination city. Step 49: Under Payment Type, click on the appropriate payment type. Step 50: Under Amount, type in the transaction amount. Step 51: Under Request ID, enter in your Travel Request ID number. Note: If you have an approved paper Blanket Travel Request, enter in the travel document number instead. Example: TR V. 1 Page 19 of 29

20 Step 52: Once you have filled everything out, click on Save. If there are more parking expenses for that month, repeat Steps 44 Steps 51: For each day there is a parking expense, a New Expense must be entered V. 1 Page 20 of 29

21 Adding Tolls Expense Step 53: On the right hand side, under All Expense Types click on the expense you want to claim. Step 54: If you are claiming tolls, click on Tolls. V. 1 Page 21 of 29

22 Step 55: Under Transaction Date, click on your travel date. Step 56: Under Business Purpose, enter in the purpose of your trip if it is different. Step 57: Under City, type in the destination city. V. 1 Page 22 of 29

23 Step 58: Under Payment Type, click on the appropriate payment type. Step 59: Under Amount, type in the transaction amount. Step 60: Under Request ID, enter in your Travel Request ID number. Step 61: Once you have filled everything out, click on Save. If there are more toll expenses for that month, repeat Steps 52 Steps 60: For each day there is a toll expense, a New Expense must be entered V. 1 Page 23 of 29

24 Adding Business Meals Expense Step 62: If you are claiming business meals with an official University guest, click on Business Meals with an Official University Guest. Step 63: Under Transaction Date, click on your travel date. Step 64: Under Business Purpose, enter in the purpose of your trip if it is different. V. 1 Page 24 of 29

25 Step 65: Under City, type in the destination city. Step 66: Under Payment Type, click on the appropriate payment type. Step 67: Under Amount, type in the transaction amount. Step 68: Under Request ID, enter in your Travel Request ID number. V. 1 Page 25 of 29

26 Step 69: If you have any additional comments regarding your expense, enter them in the Comment field. Step 70: Once you have filled everything out, click Save. V. 1 Page 26 of 29

27 Submit Blanket Expense Report Step 71: Once you have added all of your expenses, click on Submit Report and it will be sent to your approver(s). V. 1 Page 27 of 29

28 Blanket Travel Expense Report Reminders: A monthly Blanket Travel Expense Report will be required if the traveler goes on a business trip in California, within a fiscal year (July 1 st June 30 th ). Blanket Travel expenses will only apply to parking, mileage, tolls, and approved business meals with official University guest. Checklist Attach Approved Paper Blanket Travel Request (if applicable) Concur Blanket Travel Request is linked to the Expense Report (if applicable) Report Start / End dates is up to date to match the month being submitted Reviewed Report Header Appropriate options were selected on the following fields: Policy selected State Travel Report/Trip Name correct naming convention Blanket Travel [Month] [Year] Example: Blanket Travel SEP 2017 Report/Trip Start Date selected first day of the month Start Time Report/Trip End Date selected last day of the month End Time Trip Type selected In State Main Destination City selected Fullerton, California Additional Cities Traveled To Report/Trip Purpose selected Blanket Travel (Mileage/Parking/Tolls) Event Name/Business Purpose Mailing Address Current? Comment included comments about no registration fee for workshops/conferences, or paper Blanket TR# (if applicable) Division Department ID Fund Attached Receipts on certain expenses required receipts attached Reviewed Expenses Travel expense amount was selected appropriately and within department s budget V. 1 Page 28 of 29

29 Ensure these travel expenses have been added (if applicable to the traveler s trip) and reviewed: Personal Car Mileage Make sure the mileage is within the distance allowed Make sure to enter in departure time and return time Parking Fee Tolls (excludes FastTrak, Fast Lane, or equivalent) Approved business meals with official University guest charged to a Procurement Card (must include the following): Itemized receipts Approved D11 List of attendees V. 1 Page 29 of 29