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 on a P Card. 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... 7 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. 2 Page 1 of 34

2 Creating Expense Report Step 1: Log into the CSUF portal. Step 2: Under More Apps, click on Concur. V. 2 Page 2 of 34

3 Step 3: From the Concur Dashboard, click on the Requests tab. Step 4: Go to your approved Blanket Travel Request. Note: If you have an approved paper Blanket Travel Request, see Step 24 for more instructions. V. 2 Page 3 of 34

4 Step 5: On the right hand side of the coordinating request, click on the Expense link. Step 6: Confirm that the appropriate Policy option is selected. Step 7: Under Report / Trip Name field change the name to follow the convention: Blanket Travel [Month] [Year] Ex: Blanket Travel JUL 2018 Step 8: Leave Report Date as the date that you are creating the report. V. 2 Page 4 of 34

5 Step 9: 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 10: For Start Time field, enter the general time you would normally leave. Note: Make sure you add AM or PM for the Start Time. Step 11: 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. V. 2 Page 5 of 34

6 Step 12: For End Time field, enter the time you would normally return. Note: Make sure you add AM or PM for the End Time. Step 13: For Trip Type dropdown, leave selection as In State. Step 14: For Main Destination City field, type in your main destination city that was listed from your Blanket Travel Request. Step 15: For Additional Cities Traveled To field, type in the additional cities and state that you traveled to during the month. Note: For additional cities traveled to, please use the Comment box or upload an attachment with the full list. V. 2 Page 6 of 34

7 Report / Trip Purpose Step 16: For Report / Trip Purpose dropdown, select Blanket Travel (Mileage/Parking/Tolls). Step 17: For Event Name / Business Purpose field, type Blanket Travel followed by 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 expense line item. Step 18: For Mailing Address Current?, select the check box if your residential address is current in the Accounts Payable System. Note: To confirm if your mailing address is up to date, travel@fullerton.edu. V. 2 Page 7 of 34

8 Step 19: For Does this trip contain personal travel? dropdown, select No. Step 20: For Division, Department ID, and Fund, make sure you have selected the correct options. Step 21: Enter in the Comment section if you have the following: No registration fee for training, workshop, conference, etc. Have approved paper Blanket Travel Request list 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. 2 Page 8 of 34

9 Step 22: Once you have filled everything out, click on the Create Report button. Step 23: To confirm that your travel request has been linked to your expense report, you will see a Request box listed under Report Details. Step 24: Once you click on the Request box, you will see your travel request linked to your expense report. V. 2 Page 9 of 34

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 have a approved Blanket Travel Request in Concur. Step 25: Log into Concur with your CSUF Username and Password. Step 26: From the Concur Dashboard, click on the Expense tab. V. 2 Page 10 of 34

11 Step 27: The screen will refresh to Manage Expenses page. Click on Create New Report. Step 28: Fill out the required and appropriate fields in the Report Header. In the Comments field, type in the TR# of your approved paper Blanket Travel Request. V. 2 Page 11 of 34

12 Step 29: Once you finishing filling in the required fields, click the Create Report button. Note: To proceed to the next step, scan your approved paper Blanket Travel Request into a PDF file. Step 30: Your Blanket Travel Expense Report is created. Attach your approved paper Blanket Travel Request by selecting Manage Receipts. V. 2 Page 12 of 34

13 Step 31: Select Manage Attachments. Step 32: A window will pop up. 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 on the Close button. V. 2 Page 13 of 34

14 Personal Car Mileage Expense Step 33: If you are claiming mileage, click on the Add button under Report Details. Step 34: A window will pop up. Click on the + Create New Expense tab. V. 2 Page 14 of 34

15 Step 35: Click on Personal Car Mileage under the Mileage section. Step 36: A Mileage Calculator window will display. Enter in your starting location in Point A. Your starting location can be work, home, etc. Note: Make sure your starting location complies with the Travel Policy. If your home address auto populates be sure to change it appropriately. V. 2 Page 15 of 34

16 Step 37: Fill in the location you are heading to in Point B. Note: Frequently used locations may populate for you to choose from. Step 38: Click on Calculate Route. Step 39: 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. V. 2 Page 16 of 34

17 Step 40: When you are done adding your mileage, click on Add Mileage to Expense. Step 41: Under Transaction Date, click on your travel date. Step 42: Fill out your Departure Time and Return Time. Note: Make sure to include AM or PM when entering Departure Time and Return Time. V. 2 Page 17 of 34

18 Step 43: Under Type of Work Day dropdown, click on the appropriate option. Step 44: Under Purpose of the Trip, enter in the purpose of your trip if it is different from your report header. Step 45: Under Comment, you may enter in details of the trip, i.e. purpose of your trip. V. 2 Page 18 of 34

19 Step 46: 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 47: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur. Step 48: Once you have filled everything out, click on the Save Expense button. If there are more personal car mileage expenses for that month, repeat Steps 33 48: For each day there is a personal car mileage expense, a New Expense must be entered V. 2 Page 19 of 34

20 Adding Parking Expense Step 49: If you are claiming parking, click on the Add button. Step 50: A window will pop up. Click on the + Create New Expense tab. V. 2 Page 20 of 34

21 Step 51: Under Transportation, select Parking. Step 52: Under Transaction Date, click on your travel date. V. 2 Page 21 of 34

22 Step 53: Under Business Purpose, enter in the purpose of your trip if it is different from your report header. Step 54: Under City, type in the destination city and state. Step 55: Under Payment Type dropdown, select the appropriate payment type. Note: If parking was charged to your P Card, pull the transaction over. Step 56: Under Amount, type in the transaction amount. V. 2 Page 22 of 34

23 Step 57: 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 58: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur. Step 59: Once you have filled everything out, click on the Save Expense button. If there are more parking expenses for that month, repeat Steps 49 59: For each day there is a parking expense, a New Expense must be entered If the parking expense expense was a multiple day pass, enter it once and provide comments explaining the number of days it was used for. V. 2 Page 23 of 34

24 Adding Tolls Expense Excludes: FastTrack, Express Lane or equivalent. Step 60: If you are claiming tolls, click on the Add button under Report Details. Step 61: A window will pop up. Click on the + Create New Expense tab. V. 2 Page 24 of 34

25 Step 62: Under Transportation, click on Tolls. Step 63: Under Transaction Date, click on your travel date. V. 2 Page 25 of 34

26 Step 64: Under Business Purpose, enter in the purpose of your trip if it is different from the report header. Step 65: Under City, type in the destination city and state. Step 66: Under Payment Type dropdown, select the appropriate payment type. Step 67: Under Amount, type in the transaction amount. V. 2 Page 26 of 34

27 Step 68: Under Request ID, enter in your Travel Request ID number. Step 69: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur. Step 70: Once you have filled everything out, click on the Save Expense button. If there are more toll expenses for that month, repeat Steps 60 70: For each day there is a toll expense, a New Expense must be entered V. 2 Page 27 of 34

28 Adding Business Meals Expense Step 71: If you are claiming business meals with an official University guest, click on Add under Report Details. Step 72: A pop up window will appear. Under Available Expenses tab, click on the business meal expense that was charged to the P Card and click on the Add to Report button. V. 2 Page 28 of 34

29 Step 73: Select the expense to define the expense type. Step 74: Under Expense Type dropdown, click on Business Meals with an Official University Guest. Step 75: Under Business Purpose, enter in the purpose of your trip if it is different from the report header. Step 76: Under City, type in the destination city and state. V. 2 Page 29 of 34

30 Step 77: Under Request ID, enter in your Travel Request ID number. Step 78: Check I attached the D11 Form with the attendee list and receipt checkbox. Step 79: If you have any additional comments regarding your expense, enter them in the Comment field. V. 2 Page 30 of 34

31 Step 80: Attach your itemized receipt and upload your signed D 11 Form with the list of attendees to your expense. Step 81: Once you have filled everything out, click on the Save Expense button. If there are more business meal expenses for that month, repeat Steps 71 81: For each day there is a business meal expense charged to a p card, an expense must be entered V. 2 Page 31 of 34

32 Submit Blanket Expense Report Step 82: Once you have added all of your expenses, click on the Submit Report button and the report will be sent to your approver(s). V. 2 Page 32 of 34

33 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. 2 Page 33 of 34

34 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. 2 Page 34 of 34