This demonstration will help you

understand CalATERS

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Travel Advance and Expense Reimbursement Forms

What is CalATERS?

• On-line entry of Travel Advance or Expense Reimbursement forms

• Automated application of the State’s travel rules and department policies

• Electronic routing of claims to Approvers and Accounting

• Travel Advances automatically calculated and scheduled for recovery

• Expenses Reimbursed through direct deposit or mailed directly to employee

• Electronic signatures

• Automatic calculations

• 24/7 system access.

The California Automated Travel Expense Reimbursement System (CalATERS) provides a comprehensive Internet based solution for California State departments to process their Travel Advance and Expense Reimbursement forms.

CalATERS Work Flow CalATERS Work Flow (left click on Mouse)(left click on Mouse)

EmployeeCompletes Expense

Reimbursement or Travel Advance form and submits

to Approver

Incorrect or disapproved form with e-mail notice

Travel AdvanceCheck

Expense Reimbursement Warrant or Direct Deposit

State Controller’s Office Fiscal

System

ExpenseReimbursement

DepartmentRevolving Fund

TravelAdvance

Approver (s)Reviews form

E-mail notification automatically sent to

Approver

Dept. Accounting

OfficeReviews form

Approved Form

Approved Form

Generate Payment

Print Transmittal Sheet and attach receipts (based

on department policy). Forward to approver.

Upon Submission

Employees access the

CalATERS Application and

complete the Travel Advance

or Expense Reimbursement form.

Employee then submits the form.

When the form is submitted

an email note is sent to the

employees Approver.

Expenses requiring receipts are

sent to Approver for review.

Approvers can return

form to employee

for correction.

Approved forms are

automatically sent to

Accounting for review.Accounting can also

return forms to either

the employee or approver.

Forms approved by

accounting are ready

for payment.

Travel Advances are

paid from the departments

Office Revolving Fund and

distributed to the employee.

Expense Reimbursements are

issued from the State Controller’s

Fiscal System and either mailed or

Direct Deposit.

Access the CalATERS application through the CalATERS Website at

www.calaters.ca.gov

CalATERS WebsiteCalATERS Website

To access the application,

click the CalATERS button.

For employees

new to CalATERS

“Get Started” helps

with New User

Registration.“What’s New” provides users withupdated information about CalATERS.

Instructions for

employees, approvers,

accounting and report

administrators.

Links to travel related information.

CalATERSCalATERS Sign-in ScreenSign-in Screen

Enter User ID

and Password.

Click the

Sign In button.

The employee’s User ID and Password will be assigned after they complete the New User Registration process.

The employee’s User ID and Password will be assigned after they complete the New User Registration process.

CalATERS Work QueueCalATERS Work Queue

After signing in to CalATERS, the employee’s individual Work Queue screen will display. This screen is used to create new forms. It also contains a history of previous

forms submitted that can be viewed and researched.

After signing in to CalATERS, the employee’s individual Work Queue screen will display. This screen is used to create new forms. It also contains a history of previous

forms submitted that can be viewed and researched.

New forms are created by clicking “New” .

Previous forms that have been submitted

When “New” is clicked the pop-up box above will display to allow users to select creation of either a Travel Advance or Expense Reimbursement.

When “New” is clicked the pop-up box above will display to allow users to select creation of either a Travel Advance or Expense Reimbursement.

Completing A Travel Advance Form Completing A Travel Advance Form

Request travel dollars on-line...

Create Travel AdvanceCreate Travel Advance

Select Travel Advance.

To create a Travel Advance Click “New”.

Pop-up box to choose type of form

Then click “Ok”

Create Travel Advance (continued)Create Travel Advance (continued)

Enter Travel Advance name, method of delivery and date needed by information

Enter Travel Advance name, method of delivery and date needed by information

Enter a name for the Travel Advance.

Then click “Ok”

Create Travel Advance (continued)Create Travel Advance (continued)

Select method of delivery

Enter date check is needed by

Then click Travel Advance Tab

Create Travel Advance (continued)Create Travel Advance (continued)

Select Claim Type

Start & End Dates

Purpose of Trip

Destination

Amount Needed

Click Enter

Then Click Completion

Enter information about the trip and the dollar amount neededEnter information about the trip and the dollar amount needed

Create Travel Advance (continued)Create Travel Advance (continued)

Click Travel Advance Submission.

Displays Amount Requested and Delivery Option.No update necessary.

Displays Amount Requested and Delivery Option.No update necessary.

Create Travel Advance (continued)Create Travel Advance (continued)

Your first level approver.

EmployeeCertificationStatement.

Key Password and click Submit.

Paper copy can be printed but is not necessary.Paper copy can be printed but is not necessary.

Create Travel Advance (continued)Create Travel Advance (continued)

Sample Travel AdvanceSummary Sheet availableon-line for printing.

Sample of e-mailnote to Approver.

When the Travel Advance is submitted the system returns the employee to their

Work Queue screen and an e-mail note is automatically sent to the Approver.

When the Travel Advance is submitted the system returns the employee to their

Work Queue screen and an e-mail note is automatically sent to the Approver.

The Employee Work QueueThe Employee Work Queue

From the Work Queue historical forms can be reviewed anda new form can be created in addition to other activities.

From the Work Queue historical forms can be reviewed anda new form can be created in addition to other activities.

Completing an Expense Reimbursement FormCompleting an Expense Reimbursement Form

Expense Reimbursement is now on-line!CalATERS can be used instead of the state’s Standard 262 Travel Expense Paper Claim.

Create Expense ReimbursementCreate Expense Reimbursement

To createan ExpenseReimbursementClick “New”.

Select ExpenseReimbursement.

Pop-up box to choose type of form

Then click “Ok”

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Then select the Trip/Expense Categories Tab

Key a name for theExpense Reimbursement.

Verify ProfileInformation.

Select a Claim Type.

Click “Ok”

Select thetype of trip.

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Trip is Added.Up to four trips perclaim can be added.

Travel fields display based on trip type.Click Add.

Key tripinformation.

Screen is used

to enter trip

type(s) and

information about

the trip (dates,

times, etc.).

Screen is used

to enter trip

type(s) and

information about

the trip (dates,

times, etc.).

Then click Expenses tab to enter expenses

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Click for expenselisting.

This screen is used to enter expenses for each trip on the claim. Dates, amounts, and other various information may be required based on the type of expense.

This screen is used to enter expenses for each trip on the claim. Dates, amounts, and other various information may be required based on the type of expense.

Completeassociatedexpense fields. Click Update.

View of completed expensegrid for “LA” trip after all expenses have been added.

Click Completion tab after entry of all expenses.

Tab for LA tripdisplays.

Select expense

Breakfast is added

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Click next tab, Review Items.

Receipted expenses are displayed.

Information only, no updates required.

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Expenses with exceptions to rules and review items display.

Click Travel Advance Recovery.

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Automatic schedulingand collection ofTravel Advances.

Click For Accounting, then Summary.

All outstandingadvances arelisted and availablefor recovery.

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Equals Employee Reimbursement.

Click Submission.

Total expenses

minus Direct Charge

minus Travel Advance

Create Expense Reimbursement (continued)Create Expense Reimbursement (continued)

Your first level approver.

CertificationStatement.

Key Password and click Submit.

Select Receipt Address.

Then click “Ok”

Expense Reimbursement TransmittalExpense Reimbursement Transmittal

Select Transmittal Page.Print andattachreceipts.

Forwardto Approver.

Click “Ok”

Expense ReimbursementExpense ReimbursementApprover NotificationApprover Notification

After the employee prints the transmittal form the Work Queue reappears.

This e-mail note is automatically sent to the approver.

FromFrom the Employee’s Work Queuethe Employee’s Work Queue

Form progress can be viewed by clicking “Status”.

Displays progress of the form.

The “Status” icon will display the progress on the form selected from the

employees Work Queue. Employees can track the progress of any form.

The “Status” icon will display the progress on the form selected from the

employees Work Queue. Employees can track the progress of any form.

You’re now ready to create Travel Advance and Expense Reimbursement Forms!

Refer to “Get Started” for information on completing New User Registration.

On the CalATERS web site you will find additional instructions for:

Creating Travel Advance and Expense Reimbursements

Approving Travel Advance and Expense Reimbursements

Changing Passwords

Assigning Submitters and Preparers,

and more...

To exit this demonstration

Please click on File and Close to return to the CalATERS website or right click on the mouse and select End Show.