Expense Module (Reimbursement): 1. Click on the Request tab when logged into your profile. All approved TA s/request will have Expense (to the far right) available. Click on Expense and that will create your Voucher. 2. The only time you will change the Policy is when it is strictly In-State mileage, Reimbursement that doesn t require a TA (I.E. Registration <$50, parking for a business related event, etc.) or if there is a Paper TA approved and the reimbursement is going through the system. *All red fields are required to be answered.* Contacts: Page 1 of 7
3. Only answer yes to this question if Meals are provided and/or lodging is to be reimbursed. In-state mileage/team Travel/Recruiting/Group Travel answers No. 4. When creating the Expense Report, only change the highlighted field if traveler should be reimbursed at the conference rate for lodging. *This is very important and needs to be completed correctly in order for the correct reimbursement.* Contacts: Page 2 of 7
5. Make sure to enter all the information for the first day of travel (all fields that are Red must be answered) a. After completing the information, hit save then a New Itinerary Stop screen will appear for the return part of the trip. b. Only fill in the four boxes (Date & Time), click on Save and then click on the Next>> button. Contacts: Page 3 of 7
6. Travel Allowances For Report screen will appear with itinerary information, just click on the Next>> button. 7. Travel Allowances for Report with the Meals Per Diem screen appears. If there is any personal time on the travel, click the box underneath Exclude and it will deduct it. If No meals are to be reimbursed at all check the box next to Exclude All. Any meals that are provided either at the hotel or conference are to be deducted. You can simply check on the box for the meals that are provided (excluding continental breakfast). The system will automatically calculate for you. Then click on Create Expenses button. Contacts: Page 4 of 7
8. The Meals Per Diem will carry over to the Expense items screen. As long as you have selected each expense items in the Request module and allocated them there, it will carry over as you select each expense item in the Expense module. 9. Now you can select any additional expense to add to the reimbursement report. For each item you add to the report, a receipt will need to be attached. You can attach them as you go along, or you can attach them when you are ready to submit the report. The system will prompt you to attach missing receipts for the expense items. Contacts: Page 5 of 7
10. Once you have added the expense items to be reimbursed, you can hit the Submit Report button and the system will prompt you to attach missing receipts. The yellow icon means a receipt is required. 11. This screen appears once you hit Submit Report and this is where you will be able to attach the required receipts. Contacts: Page 6 of 7
12. The next screen to appear is where you will select each expense item individually and attach the required receipts for them. Please make sure to attach the correct receipt in order to prevent delay of reimbursement. 1 st check the box of the expense item; 2 nd click on Browse the computer will take you to your files (scan all receipts individually and save to your desktop to find them easiest), double click on the appropriate receipt; 3 rd click the Upload button; repeat these steps for receipts required on multiple expense items; 4 th click Accept & Submit button and the report will move out of your queue (given that you have satisfied, if any, each audit rule). The screen on the right is what should appear when the report has been correctly submitted. Contacts: Page 7 of 7