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Travel Activities

Creating a Travel Card Expense Report

Overview:

Understanding How to Create a Travel Card Expense Report

In this topic, you will learn the steps to create an Expense Report for Travel Card charges and/or credits.

This process should be completed every Tuesday. The University has a limit of four days to

process the payments to Bank of America (BOA) for T-Card charges/credits. The file from BOA will be received and uploaded in OMNI on Monday for viewing charges on Tuesday morning.

OMNI Security Role Required: FSU_TE_TRAVEL_REP

Procedure

Scenario: In this topic, you will learn the steps to create an Expense Report (ER) for Travel Card (T-Card) charges and/or credits.

Key Information: Employee Name Employee ID

Travel Authorization Information

Trip Information

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Step Action

1. Click the Financials 9.1 link.

2. Click the Main Menu button.

3. Hover over Employee Self-Service and click the Travel and Expense Center link.

4. Click the Expense Report Create link.

Step Action

5. The default Empl ID on this page is your own. Be sure to select the correct ID for

the traveler.

Click the Look up Empl ID button to search for an employee.

6. Only the employees for whom you are authorized as a Travel Rep will appear in the

search results.

If the desired employee is not listed, follow the instructions in the "Becoming a Travel Rep" tutorial to add yourself as a Rep for that employee.

7. Click the Add button.

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Step Action

8. Click the Quick Start list.

9. Click the Entries from My Wallet list item.

10. Click the GO button.

11. Confirm the Expense Type for each item before selecting one or more of the My Wallet transactions.

Expense Types MUST be changed in My Wallet prior to the creation of an Expense

Report for these charges. Expense Types cannot be changed on an Expense

Report.

For more information see the "Changing My Wallet Expense Types" tutorial.

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Step Action

12. Select the appropriate transaction(s). DO NOT select a charge that needs to be

disputed.

13. Click the Done button.

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Step Action

14. The Description for a T-Card Expense Report should read as "Travel Card

Charges".

15. Click the Business Purpose list.

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Step Action

16. Click the Travel P-Card Charges Exp Rpt list item.

NOTE: It is essential that this Business Purpose is seleted in order for the ER to

route to the correct processors.

17. Click the Look up Default Location button.

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Step Action

18. Click the Search by list.

19. Click the Description list item.

20. Enter the city of the traveler's headquarters or primary residence.

21. Click the Look Up button.

22. Select the appropriate location from the list.

NOTE: If city is not available check the spelling and submit a HELP ticket for it to

be added.

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Step Action

23. Click in the Comment field to enter additional information helpful in matching and

processing these transactions.

If a departmental type card was used, list employees and expenses that were paid

using the card and corresponding T-Auth numbers.

For T-Card credits, enter an explanation for the credit and additional information

that will be helpful in matching the credit to the original charge (e.g. ER #, T-Auth

#).

Step Action

24. Click the Display Comment in Modal Window button to enter any additional information helpful in matching and processing these transactions

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Step Action

25. Click the OK button.

26. Enter the T-Auth number in the Reference field if the ER is for one or more charges

from one T-Auth.

If the transactions relate to multiple T-Auths, enter "My Wallet" in the Reference

field (as the corresponding information should have been entered in the Comments

field).

27. A Travel Authorization should never include expenses that were paid with a T-Card.

Information regarding the employee(s) and expenses paid with a T-Card related to

this specific trip should be included in the Comments field on the T-Auth.

28. Click the Detail link for the first transaction.

29. All fields containing an asterisk are required. Be sure each of these fields contain

information.

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Step Action

30. Click the Location button.

31. Click the Search by list to select Description.

32. Enter the city in which the car rental charge was incurred (as opposed to the

Traveler's primary residence that was input on the face of the Expense Report).

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Step Action

33. Click the Look Up button.

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Step Action

34. Click the Display Description in Modal Window button to enter a Description.

35. Enter a Description for the charge. If the item was charged on a departmental-type

card be sure to include the T-Auth #, dates, and who/what the expense was for.

36. Click the OK button.

37. Click the Accounting Detail link.

38. If all transactions on the ER are being charged to the same chartfields (Dept, Fund,

etc.) the Accounting Details can be entered on the main Expense Report page for all

lines.

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Step Action

39. Enter or modify the chartfield information as necessary.

40. Enter the appropriate Fund code.

41. If you are using a Sponsored Research (C&G) Project enter the following

information in this order:

PC Bus Unit - "FSU01" Project - Your project number

Activity - "1"

NOTE: All information MUST be entered in the order described above to avoid

errors.

42. Click the OK button.

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Step Action

43. If all measures have been taken to obtain a receipt for a transaction and there is still

no receipt available before the end of the four day time period, click the No

Receipt option.

44. Enter an explanation for the missing receipt. Remember that this option should only

be used as a last resort.

45. Click the Check Expense For Errors button.

46. The error message(s) and highlighted field(s) explain the error(s) to be corrected.

47. Click the Check Expense For Errors button.

48. If no errors appear, click the Return to Expense Report link.

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Step Action

49. Click the Detail link for the credit on line 2.

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Step Action

50. Enter the correct Number of Nights.

51. Enter a description for the credit in the Description field.

52. Click the Accounting Detail link.

NOTE: Because the two transactions on this Expense Report need to be charged to

two different budgets, it is necessary to input Accounting Detail separately for the

credit.

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Step Action

53. Click the OK button.

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Step Action

54. Click the Check Expense For Errors button.

55. If no errors appear, click the Return to Expense Report link.

56. A T-Card Expense Report may not equal zero.

Make sure that if you are entering charges and credits on the same ER (as in this example), that the Due Vendor total is not zero.

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Step Action

57. Click the Save for Later button to save work and continue working at a later time. This action will not submit the ER.

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Step Action

58. For any credit lines included in the Expense Report, you will be required to provide information to identify the ER on which the original related charge appeared.

59. Click the OK button.

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Step Action

60. Once the ER is complete, click the Submit button to begin the approval process.

Step Action

61. Carefully read the certification statement and then click the OK button.

62. Receipts for the ER should be sent to RightFax on an Expense Receipts Header

Page.

See the "Sending Receipts to RightFax" tutorial for additional information.

63. Click the Home link.

64. Congratulations! You have completed the topic.

End of Procedure.