Create a Travel Authorization for Local, One Expense Travel

Transcription

1 This Job Aid walks you through how to create a Travel Authorization for a local (within San Diego County) business-related event, when there is only one expense involved (just a registration fee to attend). IMPORTANT NOTE: An Expense Report must be created and submitted after returning from this travel. The Expense Report must be electronically connected with this Travel Authorization. Please see the Job Aid about how to create a $0 Copy-In Expense Report. 1. Login to PeopleSoft Financials the usual way, and navigate to the Travel & Expense Center. Click Employee Self- Service Click Travel and Expense Center 2. On the right side, under Travel Authorizations, click to start a new one. Click Create December 2016 Page 1

2 3. Make sure the Add a New Value tab is in the front (click on it), and make sure the Employee ID number for the traveler is showing. If the Empl ID field is blank, you must log out and contact the Human Resources office to ask them to give you access to this part of the software. Make sure the traveler s Employee ID number is here (type it if necessary), then click the Add button. 4. Enter details about the travel in the appropriate fields: A. Business Purpose: Choose Professional Growth (or another choice, if necessary). B. Description: Enter a name or title of the event you re attending. C. Default Location: Enter San Diego. D. Date From, Date To: Enter the date you are traveling to attend the event; and the date you are returning from the event. If it is a one-day local event, put the same date for both. E. Expense Type: Choose correct type of expense: Conference/Reg fee SD County F. Date: Enter date you are traveling to event. G. Description: Enter brief description of this one expense. H. Location: Enter city where you re traveling to (it ll probably already be entered for you). I. Merchant: Enter (non-preferred) name of who is hosting the event. This is who will be paid the registration fee. F H I A B E C G D December 2016 Page 2

3 5. On the right side of the page, enter the following information: J. Comment: Enter description/justification of travel. K. Payment Type: Choose correct type of payment. If it s for a conference or registration fee, choose Prepaid Other. L. Amount: Enter total dollar amount to pay for this one expense. No dollar signs or commas. J K L 6. If you never set up your default Chartfields (budget) for travel, you ll have to click the Accounting Defaults tiny gray arrow link (lower left) to expand the Chartfields, and enter the correct Chartfield string (budget code numbers) to pay for the travel. If you did set up your default budget Chartfields for travel, skip this step. December 2016 Page 3

4 7. Click the Save for Later link in the upper right corner to save your Travel Authorization. CHECK FOR ERRORS NOTE: You no longer have to click a Check for Errors button. The system will automatically check the form for errors when you save it. If it finds errors, it will red-flag them, expecting you to fix them before you save and submit the form. If no red flags appear, keep going. December 2016 Page 4

5 8. Click the Summary and Submit link to the right of Save for Later and Home. 9. Click the OK to confirm. You are then shown the completed, submitted T.A., with a Status of: Submission in Process. IMPORTANT! Monitor the progress of your Travel Authorization. After it has been completely approved, print out a hardcopy, attach your completed reservation and/or registration form to attend the event, staple them all together, and send it immediately to our Accounts Payable Department. December 2016 Page 5