Banner Travel and Expense Management Delegate and Traveler s User Guide Revised 10/04/2016
Banner Travel and Expense Management Delegate and Traveler s User Guide... 1 Overview... 3 What is the Travel and Expense Management module?... 3 System Access... 4 Required Training... 4 Login Instructions... 4 Navigation... 5 Delegate Tab... 5 Selecting the Traveler... 5 Expense Manager Tab... 6 Profile Tab... 7 Creating Travel Authorizations... 8 Selecting the Traveler... 8 Entering a Travel Authorization Report... 8 Create New Report - General Information... 9 Itinerary From and To... 11 Estimated Expenses Reimbursable and Non-Reimbursable... 13 Reimbursable Expenses... 14 Attaching Travel Documents... 16 Submitting the Authorization (and Advance)... 17 Traveler: Requesting an Advance... 18 Copying a Travel Authorization... 20 Creating Expense Reports... 21 Updating Expenses... 24 Submitting the Expense Report... 27 Creating Supplemental Expense Reports... 28 Paying Outstanding Advances... 29 Glossary... 30 FAQs... 31 Can a travel document be deleted in TEM?... 31 What documents are required to be uploaded for back-up documentation?... 31 2
Overview What is the Travel and Expense Management module? The Travel and Expense Management (TEM) module allows travelers (employees and students) to process travel authorizations and reimbursements online. The module electronically routes all documents for approval and has the ability to encumber departmental funds. This reference manual provides step-by-step guidance on processing documents in TEM as a Delegate. Once the travel authorization or expense is submitted, the document will route through approvals using Workflow. The delegate and traveler are responsible for ensuring the appropriate routings are established in TEM. The first approver will default from the traveler s profile in TEM. Special level approvals for grants and athletics are determined by the funding source. Grant funding will route to the appropriate PI (principal investigator) and SPA (Sponsored Programs Accounting). Athletics will route to AFC (Athletic Finance Control). Funding that does not require special level approval will route based on the Approver s User ID that is entered in the Workflow Approval form. The final approver for all travel will default the User ID TRAVEL (Travel Office) in the Next Approver field, but can be overridden for additional approvals. Any traveler that wishes to enter their own travel documents can use this guide. 3
System Access Required Training Users will be granted access once they have completed the Employee Training Seminar in Blackboard. The four required training courses include Child Maltreatment, Sexual Discrimination, Privacy and Security, and FERPA. The Travel training guides are accessible online: http://www.astate.edu/a/bannersupport/training/. To schedule face-to-face training, please contact Travel Services at 972-2613. To request access to the module, submit the TEM Security Request. Please submit any questions regarding access to cpi-security@astate.edu. Login Instructions Login to mycampus: https://mycampus.astate.edu. Click on the Travel and Expense link under the Employee section. The user login is the A-State ID number and the password is the Self Service pin. To retrieve your login credentials, visit this web page https://webapps.astate.edu/digitalid/campusid.htm. 4
Navigation Delegate Tab Selecting the Traveler 1. Click on the Delegate tab. 2. Next to Act as Delegate For, click on the dropdown menu. 3. Select the Traveler s Name. 4. If the Traveler s name is not available, contact cpi-security@astate.edu. 5. When entering personal travel, make sure the Act as Delegate For selection is set to Self. Travelers will only see the Expense Manager and Profile tabs 5
Expense Manager Tab This tab has three categories: Outstanding Advances, Authorization Reports, and Expense Reports. Outstanding Advances This option is used to view Outstanding Advances (have not been paid back to the University). Authorization Reports This option is used to add, change, delete, and view authorizations and request advances. Expense Reports This option is used to add, change, delete, and view reimbursements. 6
Profile Tab Review the information and email cpi-security@astate.edu if the information is not accurate before submitting a travel document. On this tab, you can view the following information. Address: This is the Traveler s payment address. The Accounts Payable (AP) address should always be used for Travel documents. Direct Deposit: This is the Traveler s ACH/banking information. Check to Accounts Payable will be listed if they do not have ACH set up. Employees are required to utilize direct deposit for travel reimbursement. Contact Payroll Services at 972-2293 for further information. Email: The EMPL type is identified for employees. The UNIV type is identified for students. Approver: The first approver is typically the supervisor, but some departments do not use multi-level approvers. Contact your department chair or department head for questions. Workflow Login ID: This is user name/banner user id. (Example: tellington) Funding Default: This is the funding source designated to pay for travel expenses. Multiple funding sources may be designated. The funding sources and percentage amounts may be changed on the authorization and expense report. 7
Creating Travel Authorizations Authorizations are required for all travel including trips that do not require reimbursement. Selecting the Traveler 1. Click on the Delegate tab. 2. Next to Act as Delegate For, click on the dropdown menu. 3. Select the Traveler s Name. 4. If the Traveler s name is not available, contact cpi-security@astate.edu. Entering a Travel Authorization Report 1. Click on the Expense Manager tab. 2. Select Authorization Reports. 3. Select New. 8
Create New Report - General Information (Fields marked with an asterisk (*) are required) 1. Enter the Report Name as follows: a. First Initial and Last Name of the traveler (leave space between each) b. Destination City c. Trip Start Date (MMDDYY) d. Example: C Tune Nashville 071315 Note: For a Blanket TA, use the State(s) instead of the City and Start date of 0701** (current year). 2. *Purpose: Select the appropriate purpose for the trip. a. Blanket TA used to cover multiple trips throughout the year within the States of Arkansas, Missouri, and Tennessee b. Off Campus - site visits, off campus events or meetings, proposal of gifts/donation c. Official Function speaking engagements, receptions for special events, athletic tournaments d. Professional Development attending and/or presenting at seminars, workshops, conferences, or training. e. Recruiting employee, student, athletic recruitment a. Student Group Travel employees who sponsor a student group (all student trips must import completed Student Liability Waiver Forms) f. Team Travel athletic or other student team travel 3. Description: Enter details regarding the purpose of the trip such as the name of the Event, Conference, Site, etc. 4. *Report Type: TRAVEL (Do NOT select NONTRAVEL) 5. *Report Date: Current date will default in. Please do NOT update this date. 6. *Affiliation: Select EMPLOYEE or STUDENT (only if student is not employed) 7. Relocation check box: Please do NOT check. This is not utilized. 9
The Funding Default will populate from the funding listed on the Traveler s Profile. 8. To edit the Funding Default information for the TA, select the pencil icon and the Funding Default edit window will open. 9. To add a FOAP, enter the Percent, the Chart as J, the Fund, Organization, and Program. Click the Add button. 10. To update the current funding default s percentage, select the record, and change the Percent amount. Click the Add button. 11. To delete a FOAP, click on the X button. The total percentage for the funding line(s) must equal 100 percent. NOTE: To select the Fund and Organization from a list click on the ellipsis icon beside the fields. The list that appears will only show you Funds and Organization you have access to. Holding the mouse over a Fund or Organization in the Funding list will show you the name of the Fund or Organization. 12. Click Save to return to the Create New Report window. 13. Click Save and Continue. 10
Itinerary From and To FROM: 1. Click on the calendar icon to enter the Trip Start Date and select the Departure Time of the trip. 2. Blanket TA - Enter one entry for July 1 June 30 and enter Jonesboro as the City in both From and To. 3. Enter the Zip Code to default in the City and State the traveler will be departing from. 4. Enter 157 in the Nation field for United States or click on the ellipsis icon to select a different Nation code. NOTE: Although the State/Province and Nation fields are not marked required, you must enter this information. TO: 1. Click on the calendar icon to enter the End Date and select the return Time of the trip. 2. Enter the Zip Code to default in the City and State the traveler will be departing from. 3. Enter 157 in the Nation field for United States or click on the ellipsis icon to select a different Nation code. 4. Click Add. If the traveler s destination city/state does not have a specific per diem rate, the Per Diem Destination Match Warning popup box will appear. Select Ok. 5. Save and Continue. 6. Confirm Per Diem window Click Yes if Meal expenses will be included. 11
7. The dates for the meals will display based on the Itinerary Start and End Dates. Click Save and Continue or click the X button if meals will be not included. 8. The first and last day s meal amounts are automatically calculated at 75% of the daily per diem. 9. If meals will be provided at no cost to the traveler, select the X at the right of the screen to delete that day s meal expenses. Confirm the days of actual meal reimbursement, and select Save and Continue. 10. The TA number is generated and displays at the top of the screen. Make note of this number on any back-up documents/receipts. 11. Tape each receipt on a piece of letter size paper for upload purposes. Changes can be made on the General Information or Itinerary at this time by clicking on the options in the left pane and selecting the edit icon. 12
Estimated Expenses Reimbursable and Non-Reimbursable The Estimated Expenses screen has 2 tabs - Reimbursable and Non-reimbursable. Reimbursable expenses are out of pocket expenses that will be encumbered and may be reimbursed when the traveler returns. Examples include Airfare, Charter, Lodging, Meals, and Mileage; Miscellaneous expenses such as shuttle or parking fees; and Registration Fees when paid by personal credit card or by check. Non-reimbursable expenses are expenses that are pre-paid using by an online requisition, P- Card, T-Card, Ghost Card such as Airfare, Registration, or Vehicle Rental. (Name of Payer is required if expenses are paid by a third party, board or personally). These expenses are not encumbered. This tab can also be used to track expenses that may not be covered by the traveler s department. 13
Reimbursable Expenses Blanket and Zero Cost Travel Authorizations: 1. On the Reimbursable tab, select Misc in the Type field. 2. Leave the Receipt Amount as 0. 3. Select N/A in the Paid by field. 4. Description: Enter the following based on the expense type. a. For Lodging, enter Hotel maximum exceeded if daily allowance exceeded or Only Lodging Available, Conference Site, High Cost Area, or Other Special Authorization. b. For Mileage, enter the insurance company and policy number. How to enter mileage information: Grid Mileage of miles at, Mileage Log of miles at, Rand McNally of miles at, or Trip Optimizer Attached. i. Enter exempt from car rental if traveler is one of the following: 1. Student who travels on behalf of the University; 2. Researcher who uses specialized personal vehicles; 3. Student recruiters; 4. Faculty/staff who travel out of town to teach; or 5. Faculty/staff who travel to off campus sites regularly. c. Enter other details as necessary. 5. Funding: To change the funding at the expense level, click on the Funding link to open the Expense Funding edit window. 6. Click Save. 7. Click View or Submit Report. 8. Review each page by clicking on the buttons in the left-hand pane or using the numeric links at the bottom. (1) General Info, (2) Reimbursable Expenses, (3) Funding Summary (check NSF), and (4) Non-Reimbursable Expenses. 14
All other Travel Authorizations: 1. On the Reimbursable tab, select the appropriate expense in the Type field. 2. Enter the expense amount in the Receipt Amount field. 3. Select N/A in the Paid by field. 4. Click Save. 5. Repeat for the Non-reimbursable tab. 6. Select the appropriate card in the Paid by field. Enter the last 4 digits of the card number in the Description field. 7. Select Save. 8. Click View or Submit Report. Detailed Steps for Entering Expenses Lodging 1. Verify the start date. 2. Select Expense Type = Lodging. 3. If the expense is recurring, use the Copy Recurring Expenses button. If not, skip to Step 5. 4. Select the appropriate Recurrence Pattern and the Range of Recurrence. 5. Click the Copy button. Select Lodging for the expense type. 6. Enter the estimated daily amount. 7. Select N\A in the Paid By field. 8. If the hotel charge will exceed the standard allowed amount, enter the reason in the Description field. For example, conference site, only lodging available or high cost area. 9. Click Save. Meals 1. Verify the start date. 2. Select Expense Type = Meals. 3. If the expense is recurring, use the Copy Recurring Expenses button. If not, skip to Step 5. 4. Select the appropriate Recurrence Pattern and the Range of Recurrence. 5. Click the Copy button. Select Meals for the expense type. 6. Enter the estimated daily amount. 7. Select N\A in the Paid By field. 8. Click Save. Check the Daily Meals and Lodging link on the Travel Office website to confirm whether the amount will exceed the standard per diem rate. Miscellaneous 1. Verify the start date. 2. Select Expense type = Miscellaneous. 3. Enter the amount. 4. Enter any details pertaining to the miscellaneous expense claimed in the Description field. Examples include parking, taxi, shuttle, etc. 5. Click Save. 15
6. Repeat this process for each expense type. Once saved, each entry will be listed at the bottom of the screen. Entering Comments Comments should be used to list additional department approvals or classes that will be covered while the Traveler is on the trip. Faculty should indicate if classes will be missed and if so, who will substitute. 1. Click on Comments on the left-hand side of the screen to enter additional information for the traveler and/or approvers. 2. Click on the pencil icon. 3. Enter the comments. 4. Select Save. 5. Click View or Submit Report. Attaching Travel Documents 1. Scan/upload any back-up documents to WebXtender (imaging system) prior to submitting the document. Navigate to the Training web page: http://www.astate.edu/a/bannersupport/training/ and click on the Travel and Expense WebXtender link to access the document attachment instructions. 2. To submit the document to the traveler, click on Submit. Please contact cpi-imaging@astate.edu if you have any questions. 16
Submitting the Authorization (and Advance) 1. Click the Traveler Review button. 2. The Information window will display the confirmation that the document has been forwarded. 17
Traveler: Requesting an Advance Advances are only available to full-time employees. The total of the advance specified must be at least $100. All advances should be accounted for within 21 days of your trip end date. After 21 days, the advance will become overdue and may hinder the traveler s ability to submit and receive additional advances. Each traveler is only allowed 10 outstanding advances. An Advance can be requested after an Authorization has been approved. 2. Click on the Request Advance button at the bottom of the screen. 3. Select the Advance Rule Name from the drop-down field: a. 50% Meals/Misc-Domestic calculate the total amount of meals and miscellaneous expenses and multiply by 50%. b. 75% of Total-International c. 90% of Total-Student Trip (All student trips must import completed Student Liability Waiver Forms.) 4. Click on Continue. 18
5. Description: Enter details pertaining to miscellaneous items or This is my first Advance if you ve never requested one before. 6. *Request Amount: Enter calculated total. 7. Review the Payment will be made on or after (Date). to ensure you will receive the payment as necessary. 8. Enter a justification for requesting the Advance if necessary by clicking on the Comments edit icon. 9. Click Submit. 10. An information window will display the Advance request document number. Click OK. 11. Submitted with TA: An Information window will display the Authorization and Advance request document numbers. Click OK. NOTE: The Authorization (and Advance, if requested) will route through Workflow Approvals once the Traveler had reviewed and submitted it. The Traveler and Delegate will receive an e-mail notification when the document is approved or returned for correction. 19
Copying a Travel Authorization For Travelers that may repeat trips with the same or similar information, you can copy the previous TA. Only an approved TA may be copied. 1. Select a TA to copy from the Traveler s list in the Authorization Reports section of the Expense Manager tab. 2. Click on the Copy button. 3. Enter a new Report Name and Description. 4. Select a Purpose and Affiliation. 5. Click Save. 6. The copied TA will appear in the Authorization list, double click on it to open and make the necessary updates to the General Information, Itinerary, Expenses, etc. 20
Creating Expense Reports The Travel Reimbursement must be submitted within 21 days of returning from the trip. (This includes weekends.) The authorization must be approved to generate an expense report. Receipts are required for all expenses including itemized receipts for meals. The expenses must be itemized. 1. Select the Traveler from the Delegate tab and click on the Expense Manager tab to begin. 2. Click on the Authorization Reports option in the left pane of the Expense Manager tab. 3. Select (single click) the Authorization to be reimbursed and click Generate Expense Report. 4. For Blanket TAs, change the State to the First City traveled to and the Start Trip Date. Click Save. Refren 5. For other TAs, leave the defaulted information as is in the Generated Expense Report pop-up window and click Save. 21
6. Locate the Expense Report that was created. Typically, it will be at the top of the list and have a Status of In Process. 7. Double-click on the Expense Report. 8. The expense report opens in a summary view format. 9. Click on the appropriate links in the left-hand pane to make changes. The funding source may be changed on the expense report, but the original encumbrance(s) will not be automatically released. 22
For Expense Reports generated from Blanket TAs, 10. Click on the Itinerary tab. 11. Click on the Edit icon. 12. Enter separate records for the Start and Return dates. For multi-city visits, enter the first city visited on the first record and the last city visited on the second record (see page 15 for more detail on updating the Itinerary). 23
Updating Expenses The original data from the TA will be defaulted in for the Expenses list. Group receipts by category and date prior to making entries. Refer to the Travel Operating Procedures for more information. 1. To update the Expense totals per day, use the Copy function. 2. Select the Expense from the list to edit the information. 3. Click on the Copy icon next to the Date field. 4. Select the appropriate date range and click on Copy. (Skip this step if the copy function was used on the TA). 5. Change the Receipt Amount to reflect what was spent on the first day for the Expense Type selected. 6. Optional: Change the Description if necessary. 7. Optional: Click the Funding link to change the FOAP if the Expense will be reimbursed out of a different FOAP than what it was encumbered on. See page 19 for instructions 8. Click on Save. 24
9. The amounts are automatically added for each date you selected. 10. Click on the Delete icon next to the original expense to remove it from the Expense Report. 11. Update each copied Expense to be the actual amount spent for each date. 12. Select the next Expense and repeat the same steps for each date. 13. Expense that weren t encumbered can be added by selecting the appropriate Date, Expense Type, and entering the Receipt Amount (and Description if necessary). Verify the FOAP is accurate by clicking on the Funding link. Click on Save to add the new Expense to the list. 14. Mileage Expense: Enter the total mileage expense per day when using the mileage map or Rand McNally to determine the mileage. The Rand McNally web page should be scanned and imported. For travelers who utilize a mileage log for multi-city visits, enter the total cost of the mileage and import the mileage log listing the miles traveled per day. 15. You can click on the field titles to sort. For example, to sort by Type, click on the field title. 25
16. When all expenses have been added, updated, or deleted, click on the View or Submit Report button. 17. Review each page by clicking on the buttons in the left-hand pane or using the numeric links at the bottom. (1) General Info, (2) Reimbursable Expenses, (3) Funding Summary (check NSF), and (4) Non-Reimbursable Expenses. When an orange triangle displays in the NSF column, there is not sufficient funds in the funding source. Before the TR is submitted, a Budget Transfer should be submitted and approved or the funding source needs to be changed for each expense. Before submitting the reimbursement, any back-up documents or receipts should be scanned and uploaded in WebXtender. 26
Submitting the Expense Report 1. Click the Traveler Review button. The Traveler will receive notification to login to Travel and expense and submit their Expense Report. 2. Select Yes to Confirm the Final expense if there will not be additional Expense Reports submitted against the Authorization. By selecting yes, a journal voucher will be generated to close the Authorization (encumbrance) in Banner Finance. 3. Select No to Confirm the Final expense if there will be additional Expense Reports submitted against the Authorization. By selecting no the Authorization remains open in Banner Finance allowing additional Expense Reports to be submitted. 4. Once this step is completed, the Information Window will display the expense report document number. Click OK. NOTE: The Expense Report will now route through Workflow Approvals. The Traveler and Delegate will receive an e-mail notification when the document is approved or returned for correction. 27
Creating Supplemental Expense Reports Follow the Expense Report steps starting on page 21 with these additional steps: o *Report Name: Add the letter A to the end (for each additional Expense Report update the letter alphabetically; example T Clark Dallas 110112A). o Delete any expenses that should not be included. Answer the Confirm Final question o Answer Yes if the Authorization should be closed after the current Expense Report is processed. Additional Expense Reports can still be processed against the Authorization, but they will not liquidate against the encumbrance in Banner Finance (FGIENCD) because the encumbrance will be closed. o Answer No if there will be additional Expense Reports processed that should reduce the encumbrance amount in Banner Finance (FGIENCD). 28
Paying Outstanding Advances The Traveler is responsible for paying the difference or returning the money to the Cashier s Window when the amount of the Expense Report(s) does not cover the Advance, when there is money remaining from an Advance, or the trip was canceled and the Advance needs to be returned. 1. Make a note of the Authorization number (TA#) or print a copy of the Authorization. 2. Provide the document number and the funding 110000-163500 to the cashier. 3. The cashier will deposit funds into the appropriate accounting sequence and will provide a receipt. 4. Attach the receipt as part of the Expense Report backup. The Travel Office can process the Recovery in Travel and Expense. The Travel Office will disapprove the Expense Report and return it if the receipt is not provided in the backup. 29
Glossary Approver: An employee who approves or disapproves travel documents. Approver Proxy: An employee who serves as a back-up approver. A Banner Security Request form must be submitted to cpi-security@astate.edu for access. Delegate: An employee who can submit travel authorizations and expenses for the Traveler. A delegate cannot request advances. A Banner Security Request form must be submitted to cpisecurity@astate.edu for access. Delegate Tab: Users designated as delegates will have access to this tab. The delegate will be able to select the appropriate traveler prior to submitting a travel document. Expense Manager Tab: Travelers and delegates will utilize this tab to submit authorizations, advances and expense reports. There are three options to select from this tab: Funding Default: The funding default is utilized for each document submitted and can be changed for each trip in total or for each expense. Multiple funding defaults can be established as long as the percentage totals 100%. It is recommended to enter all possible funding sources and use 0% for those that will not be used frequently. The Funding Default only includes the fund, organization, and program code(s). The account code is defaulted on the travel documents based on the expense type selected. Profile Tab: Travelers and delegates can view the mailing address, direct deposit status, e-mail address, first approver, workflow login ID, and funding default(s). Traveler: An employee or student who travels on official business for the University. 30
FAQs Can a travel document be deleted in TEM? Yes, but only before the document is submitted for review or approval. Once the document has been submitted for approval or traveler review it cannot be deleted in TEM, even if the document is returned for correction. Contact your travel representative when this situation occurs. What documents are required to be uploaded for back-up documentation? Invoices for pre-paid expenses such as registration and airfare Itemized Receipts Memos of explanation Rand McNally Proof of Mileage Mileage Log (Odometer readings) Student Liability Waiver Forms Trip Optimizer spreadsheet Vehicle Rental Request 31