PA STATE SYSTEM OF HIGHER EDUCATION Shared Administrative System TM Travel Management Create Travel Expense Report

Transcription

1 All Travel Expense Reprts will be entered by either the Traveler r Travel Assistant via the prtal. Lg int the prtal File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 1 f 18 Revised: 05/2014

2 Frm the ESS tab, click n either f the 2 prvided Travel Management links. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 2 f 18 Revised: 05/2014

3 Click n ne f the Available Applicatins t get started. We ll start frm the My Trips and Expenses verview screen. *The My Emplyees link will nly be available if the emplyee is a Travel Assistant. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 3 f 18 Revised: 05/2014

4 This screen prvides yu with an verview f trips previusly entered and allws yu t start a new Travel Request r Expense Reprt. Here, we ll create a new Travel Expense Reprt. The system will prpse Travel Requests that are available fr Expense Reprt creatin. If yu wish t create an Expense Reprt fr a Request, click n the trip, select a schema, and then click n start. If yu wish t create an Expense Reprt withut an underlying Request, just select a schema and then click n Start. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 4 f 18 Revised: 05/2014

5 In this example, we are ging t create an Expense Reprt withut an underlying Request fr a trip within the U.S. I ve chsen the schema Dmestic Trip and then clicked n Start. Create Expense Reprt main screen. This screen is very similar t the Travel Request screen with the exceptin f a few items. Radmap Required fields are marked with an asterisk (*). File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 5 f 18 Revised: 05/2014

6 General Data Enter the Start Date/Time and End Date/Time fr the entire reimbursement perid. If the trip invlves multiple destinatins, thse will be entered in anther sectin. Dates can be entered manually r selected by pening the Calendar f Trips and clicking n the beginning and end date. Time is entered in military frmat. Psting Date This is the psting date fr Funds Management and will default t the trip end date. Destinatin Enter the main destinatin r first destinatin if the trip invlves multiple destinatins. Trip Cuntry Select frm the drp dwn list. USA will be the default. Trip Regin Enter manually if yu knw the regin cde r use the search feature. Destinatin Free text File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 6 f 18 Revised: 05/2014

7 Additinal Destinatins Click n Enter Additinal Destinatins t enter apprpriate infrmatin Nte: All required fields must be ppulated n the main screen befre yu can enter additinal destinatins! Additinal Destinatin data initially defaults frm the Main Destinatin. Yu must change the Date, Time, Destinatin and Reasn fields. Yu may als need t change the Activity and Trip Regin as well. Click n Accept t recrd yur new entries. If everything lks crrect, click n Accept again t return t the main screen. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 7 f 18 Revised: 05/2014

8 Additinal Infrmatin Activity Purpse f travel. Make a selectin frm the drp dwn list. The General Ledger (GL) accunt is determined based n the Activity selected here. Reasn Free text Cmment Free text File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 8 f 18 Revised: 05/2014

9 Advances Cannt be requested thrugh the Expense Reprt. Cst Assignment The cst assignment will default frm yur HR Master Data. If yu wish t verride the default, click n Change Cst Assignment Yu may change the fields identified belw. Accunting Object selectins include Cst Center, (Internal) Order, and WBS Many ptins are available t search fr a cst bject including searching fr previusly used bjects r creating a Persnal Value List. Once yu ve entered the apprpriate cst assignment inf, click n Accept t return t the main screen. Nte: If the distributin des nt ttal 100%, the prtin nt distributed will be charged accrding yur HR master data. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 9 f 18 Revised: 05/2014

10 Per Diems fr Meals and Accmmdatins PA STATE SYSTEM OF HIGHER EDUCATION Per Diem Reimbursement fr Meals If yu wish t claim per diem, check the bx. The additinal fields shwn belw will nw be displayed. If any meals were prvided and are nt t be reimbursed, click n Enter Deductins fr Meals and the fllwing will be displayed. Check the apprpriate bx fr any prvided meal. Then click n Accept t return t the main screen. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 10 f 18 Revised: 05/2014

11 Mileage Click n Enter Mileage Details t enter data Enter mileage by date Ttal distance driven will be autmatically calculated Yu may change the cst assignment fr any/each mileage entry by clicking n When all details have been entered, click Accept t return t the main screen File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 11 f 18 Revised: 05/2014

12 The next step is t Enter Receipts. Click n either f the buttns belw t g t the Receipts screen. Click New Entry t start adding receipts File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 12 f 18 Revised: 05/2014

13 Select an Expense Type frm the drp dwn list. PA STATE SYSTEM OF HIGHER EDUCATION Fields that are displayed subsequently are based n the Expense Type chsen here. Expense Types labeled X: are t be used fr any receipt t be paid directly t a 3 rd party vendr rather than the emplyee/traveler. The Expense Type labeled Z: AP Adjustment is t be used by the university Accunts Payable ffice nly. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 13 f 18 Revised: 05/2014

14 Belw is an example fr Htel PA STATE SYSTEM OF HIGHER EDUCATION Once data has been entered as required, click n either Accept r Accept and New Entry (if yu have additinal receipts t enter). Yu may change the cst assignment fr any/each individual receipts by clicking n The Cst Assignment fr Receipts can be brken dwn by either Abslute dllars r Percentage File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 14 f 18 Revised: 05/2014

15 Once all receipts have been entered, click n Review r Review and Send n the radmap. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 15 f 18 Revised: 05/2014

16 If all lks gd n the belw screen, yu can either Save a Draft f the Expense Reprt r Save and Send it fr Apprval. Click n the apprpriate radi buttn and then the Save buttn at the bttm f the screen (this buttn will change based n the radi buttn yu select). If yu wish t display r print the request, click n the buttn Display Request Frm. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 16 f 18 Revised: 05/2014

17 The belw screen will then appear acknwledging that the Expense Reprt was saved and prvide the tracking number. Yu have the ptin t display r print the expense frm again at this pint. Please nte the wrkflw apprval lg des nt appear n the frm until the Expense Reprt is Saved. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 17 f 18 Revised: 05/2014

18 This trip will nw be listed n the My Trips and Expenses verview screen. Frm here, yu can Display/Print the Expense Reprt frm at any time. The wrkflw apprval lg n the frm will shw yu where yur trip is in the apprval prcess. Yu can als Change r Cpy the Expense Reprt, Add Attachments, and Display the Histry frm these screens. File:I:\Finance\Travel Management\Training\TM - _v2.dcx Page 18 f 18 Revised: 05/2014