Description: This manual describes the process for a TCAT user to submit a travel claim through Jaggaer for approval.

Transcription

1 SUBMIT TRAVEL CLAIM Description: This manual describes the process for a TCAT user to submit a travel claim through Jaggaer for approval. A Traveler/Shopper is a person who is submitting the travel claim. A Requestor is the person who submits the request for approval in Jaggaer. An Organizational Approver is an individual who reviews the travel claim for accuracy and approval. The Executive Approver is the individual designated as the required final sign off for approving travel claims at the institution. Dependent on your TCAT, one individual may fulfill multiple roles. Table of Contents Step 1. TCAT Traveler/Shopper Prepares Travel Claim... 2 A. Gather documentation... 2 B. Complete the TBR Claim for Traveling Expenses worksheet... 2 C. Create a shopping cart... 3 D. Complete the TBR travel claim... 4 E. Assign the cart to a Requestor... 5 Step 2. TCAT Requestor Reviews Travel Claim and Submits Requisition... 8 A. Receive notification of travel authorization... 8 B. Open the cart that contains the TBR Travel Claim... 8 C. Review Travel Claim Form and back up documentation D. Fill in accounting codes E. Adjust invoice settings F. Submit requisition Step 3. TCAT Organizational Approver Reviews Requisition A. Receive notification of approval needed B. Go to the list of requisitions to review C. Open requisitions to approve D. Review the requisition E. Approve, forward or return Step 4. TCAT Executive Approver Reviews Requisition A. Receive notification of approval needed B. Go to the list of requisitions to review C. Open requisitions to approve D. Review the requisition E. Approve, forward or return Service Center Training Submit Travel Claim Process Manual Page 1 of 19

2 Step 1. TCAT Traveler/Shopper Prepares Travel Claim The Traveler/Shopper gathers all relevant documents for the travel claim and completes the TBR Claim for Traveling Expenses worksheet. A. Gather documentation 1. Gather all the necessary back up documentation to submit a travel claim. These include: a. Receipts for items paid by traveler b. TBR Claim for Traveling Expenses Worksheet c. Travel Authorization Form d. Verification of miles driven such as a millage log, MapQuest, or the Rand McNally mileage calculator, if miles are claimed e. Itemized list of expenses to reimburse, broken down day-by-day B. Complete the TBR Claim for Traveling Expenses worksheet 1. Open the TBR Claim for Traveling Expenses Worksheet on the TBR Website 2. Enter the Traveler/Claimant s Name at the top left side of the worksheet 3. Enter the Traveler/Claimant s Banner ID Number 4. Enter the date the Traveler left, dates of trip, and date of return in the Date field 5. Enter the place the Traveler left from in the Place Left field Note: If leaving from home makes the trip longer, then the traveler must use the office location to leave from. 6. Enter the time the Traveler left in the Time Left field 7. Enter the place the Traveler arrived in the Place Arrived field 8. Enter the time the Traveler arrived in the Time Arrived field 9. Enter the number of miles the Traveler drove per day, for each day in the Miles field 10. The Mileage Amount will self-populate once the number of miles the Traveler drove for the day is entered 11. Enter the cost paid by the Traveler for the flight in the Airline field 12. Enter the amount paid for local transportation in the Taxi field 13. Review the following links to determine acceptable travel claim amounts for lodging, meals, and incidentals: a. In-State Lodging, Meals & Incidentals Rates b. Out-of-State Lodging, Meals & Incidentals Rates c. Out-of-Country Lodging, Meals & Incidentals Rates 14. Enter the lodging costs in the Lodging field 15. Enter the meals and incidental costs in the M&I field 16. Input any other expenses associated with the trip, paid by the Traveler in the Other Expenses field 17. Enter the Traveler s Address 18. Enter the Purpose of the Trip 19. Enter the total Amount Due Traveler 20. Enter the Signature of Traveler Service Center Training Submit Travel Claim Process Manual Page 2 of 19

3 2-20 C. Create a shopping cart 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. Create a shopping cart in Jaggaer by clicking TBR Travel Claim 3 Service Center Training Submit Travel Claim Process Manual Page 3 of 19

4 D. Complete the TBR travel claim TBR Service Center 1. Enter Employee ID number a. If this number is unknown, enter the traveler's name on the "Enter Supplier" section and double click on the name to see the Banner ID# 2. Click the checkbox if you are the Organizational Approver or TCAT President 3. Enter the traveler s name in the Supplier field 4. Enter the Amount due Claimant 5. Enter the First and Last Date of Travel 6. Enter Reason for Travel 7. Enter City or Cities Traveled to 8. Click Add Attachments under Internal Attachments and attach the receipts, Request for Travel Authorization Form that traveler should have on file from when the Travel Authorization was entered, and TBR Claim for Traveling Expenses Worksheet 9. Enter the name of the Person to Contact for Questions Regarding this Travel 1-9 Service Center Training Submit Travel Claim Process Manual Page 4 of 19

5 E. Assign the cart to a Requestor TBR Service Center 1. Go to the Available Actions drop-down menu at the top of the TBR Travel Claim Form and select Add and Go to Cart 2. Click Go This will take you to a list of your Shopping Carts 4. Select the travel claim you just completed the TBR Travel Claim Form for by checking the box to the far right of your Travel Claim 4 5. Select Proceed to Checkout to attach receipts, Request for Travel Authorization Form, and TBR Claim for Traveling Expenses Worksheet a. On the Summary Tab, scroll down to Internal Notes and Attachments b. Click Add Attachments 5b c. Click Select Files to retrieve and add attachments d. Click Save Changes 5d 6. Click Return to Shopping Cart on underneath the main navigation ribbon Service Center Training Submit Travel Claim Process Manual Page 5 of 19

6 7. At the top right of the screen, click Assign Cart 8. In the Assign Cart box that will pop up, select either Select from Profile Values or Search for an Assignee 7 a. If Select from Profile Values is selected, a pull-down menu will show the possible assignees i. If only one assignee is available, select Assign ii. If multiple assignees are available 1. Click Select to pick a Requestor 2. Click Assign to assign your cart to that Requestor b. If Search for an Assignee is selected, a User Search screen pops up Service Center Training Submit Travel Claim Process Manual Page 6 of 19

7 i. Enter search criteria based on last name, first name, user name, , or department ii. Click Search ii. Note: The search results appear iii. Click Select next to the desired person to assign your cart c. Click Assign to assign the cart iii. c Service Center Training Submit Travel Claim Process Manual Page 7 of 19

8 Step 2. TCAT Requestor Reviews Travel Claim and Submits Requisition The TCAT Requestor reviews the requisition, adds accounting codes, and submits for TCAT Organizational Approver review. A. Receive notification of travel authorization 1. The Requestor receives an from Jaggaer notifying the requestor that they have been assigned a cart B. Open the cart that contains the TBR Travel Claim 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password Service Center Training Submit Travel Claim Process Manual Page 8 of 19

9 3. Requestor will open the cart containing the TBR Travel Claim in one of two ways: a. Option 1: i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the Home/Showcase page ii. Click View My Cart i. ii. b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top left side of the Home page ii. Click My Carts and Orders iii. Click View Carts i. ii. iii. Note: The Cart Management screen appears 4. Click the Shopping Cart Name to open 4 Service Center Training Submit Travel Claim Process Manual Page 9 of 19

10 Note: The Shopping Cart screen appears C. Review Travel Claim Form and back up documentation 1. Select the TBR Travel Claim towards the bottom of the requisition 1 Note: The TBR Travel Claim appears 2. Review the Travel Claim Form to ensure the required fields included 3. Scroll down to the Internal Attachments section to review the receipts, Request for Travel Authorization Form, and TBR Claim for Traveling Expenses Worksheet 3 4. Review to make sure the travel claim is in compliance with TBR General Travel Policy 4:03:03:00 5. Review to make sure travel is in compliance with TBR Business Meals Policy 4:07:00:00 6. Click Close once the review is complete 6 Service Center Training Submit Travel Claim Process Manual Page 10 of 19

11 7. Click Proceed to Checkout 7 D. Fill in accounting codes 1. Click the Requisition tab to enter accounting codes 1 2. Scroll to the Accounting Codes section 3. Select the Edit button 3 Service Center Training Submit Travel Claim Process Manual Page 11 of 19

12 4. Fill in the accounting codes a. For Fund Codes, click Select from Profile Values and then use the drop-down menu to select a fund b. For Organization Codes, click Select from Profile Values and then either input the desired org code or click Search to search for the desired org code c. For Account Codes, click Select from Profile Values and then either input the desired account code or click Search to search for the desired account code d. For Program Codes click Select from Profile Values and then use drop-down menu to select desired program code 5. Leave Activity and Location blank 6. Click Save to finish with Accounting Codes 4d 4a 5 4b 4c 6 E. Adjust invoice settings 1. Select Final Review, towards the top of the screen 1 2. Click Edit in the top right side of the General information section 2 Service Center Training Submit Travel Claim Process Manual Page 12 of 19

13 3. Check the Invoice Already Exists checkbox 4. Click Save 3 4 F. Submit requisition 1. Click Submit Requisition at the top right of the screen for the requisition to be submitted into the requisition approval workflow 1 Service Center Training Submit Travel Claim Process Manual Page 13 of 19

14 Step 3. TCAT Organizational Approver Reviews Requisition The TCAT Organizational Approver accesses the requisition and either approves, forwards, or returns it after review. If approved, the Executive Approver will be notified for their review. A. Receive notification of approval needed 1. The Organizational Approver will receive an from Jaggaer notifying the approver that they have a requisition to review and approve B. Go to the list of requisitions to review 1. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password Service Center Training Submit Travel Claim Process Manual Page 14 of 19

15 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open requisitions to approve 1. Click the Requisition Number that needs approval 1 Service Center Training Submit Travel Claim Process Manual Page 15 of 19

16 Note: The full requisition detail appears on the screen. D. Review the requisition The Organizational Approver reviews the requisition and back up documentation. 1. Requisition Review: a. With the full requisition up, review the general information, shipping information, billing information, accounting codes, and any attachments 2. Travel Claim Form Review: a. Click the TBR Travel Claim link under Product Description in the Supplier / Line Item Details section b. Review every entry in the Travel Claim Form 3. Attachments Review: a. Click on Attachments to review the Travel Claim Worksheet, the Travel Authorization Worksheet, and copies of receipts E. Approve, forward or return 1. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward, or Return 1 Service Center Training Submit Travel Claim Process Manual Page 16 of 19

17 Step 4. TCAT Executive Approver Reviews Requisition The TCAT Executive Approver accesses the requisition and either approves, forwards, or returns it after review. A. Receive notification of approval needed 1. The Executive Approver will receive an from Jaggaer notifying them that they have a requisition to review and approve B. Go to the list of requisitions to review 1. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password Service Center Training Submit Travel Claim Process Manual Page 17 of 19

18 3. From the Jaggaer Home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open requisitions to approve 1. Click the Requisition Number that needs approval 1 Service Center Training Submit Travel Claim Process Manual Page 18 of 19

19 Note: The full requisition detail appears on the screen. D. Review the requisition The Executive Approver reviews the requisition and backup documentation: 1. Requisition Review: With the full requisition up, review the general information, shipping information, billing information, accounting codes, and any attachments 2. Travel Claim Form Review: a. Click the TBR Travel Claim link under Product Description in the Supplier / Line Item Details section b. Review every entry in the Travel Claim Form 3. Attachments Review: a. Click on attachments to review the Travel Claim Worksheet, the Travel Authorization Worksheet, and copies of receipts E. Approve, forward or return 1. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward, or Return 1 Note: Once the Executive Approver has approved the travel claim, the approval workflow will send the information to the Service Center for final review and approval. The TCAT Requestor will receive a Jaggaer notification when the requisition has been completed. Service Center Training Submit Travel Claim Process Manual Page 19 of 19