travel mgnt sap guide

7/23/2019 Travel Mgnt Sap Guide

http://slidepdf.com/reader/full/travel-mgnt-sap-guide 1/83

Financial and Information Technology TrainingTravel and Expense Reimbursement Workshop (WebGui)

1

Travel and Expense Reimbursement Workshop (WebGui)

• Overview 4• Objectives 5• Agenda 6

• esson 1! Travel "oles and #asic $A% &avigation• Travel "oles '• (hen to )se the Travel *anager +

• (eb,-I vers)s (in,-I Interface 1.• (elcome $creen 11• (eb,-I Interface 1/• 0stablish $ettings 14

• esson /! alc)late %er 2iem• Infocenter 15• $earch for o)ntry 16• reate %ersonal ist /.• alc)late %er 2iem //

• esson 3! hange %ersonnel &)mber • ia Travel *anager $earch /3• ia *T""Travel(or7i Transaction /8

Table of Contents




/

Table of Contents


• esson 4! reate a Travel "e9)est 31

• ,eneral Tri: 2ata 3/• Additional 2estinations 34• Advance 35• ost 2istrib)tion 36• omments ;0stimated Tri: 0<:enses= 38

• Travel Arrangements 3+• Overview 4/• $ave vers)s $)bmit 43• Follow>): 2oc)mentation 44




3

Table of Contents


• esson 5! reate an 0<:ense "e:ort 45• Tri: $chema ;2omestic? International? or &on>Travel "elated= 46• ,eneral Tri: 2ata 5.• ost 2istrib)tion 51• *ileage 5/• %er 2iem *eals 53• 0<:ense "ecei:ts 54

• Airfare 55• odging 5'• odging @ 0<cess of *a< 6.• "ecei:t (iard ;brea7o)t e<:enses on odging= 6/• Im:ort or:B American 0<:ress #ill 68• Foreign )rrency "ecei:t 6'

• Attaching $canned "ecei:ts 8.• $ave vers)s $)bmit 0<:ense "e:ort 84

• esson 6! hec7 2oc)ment $tat)s 85• 2oc)ment $tat)s @ 2efinitions 86• 2etermine if Fa<ed "ecei:ts have been Attached 88• hec7 (or7flow for "e9)ired A::rovals 8'• iewChange Travel "e9)estC0<:ense "e:ort '/• 2elete Travel "e9)estC0<:ense "e:ort '3




4

Overview

Overview:

• -nderstand the different travel roles

• earn how to create travel doc)ments

• earn how to chec7 the stat)s of yo)r travel doc)ments

• &avigate the following websites for information!

• ontrollerDs Office• htt:!CCwwwBcontrollerBjh)Bed)

• Acco)nts %ayable• htt:!CCsscBjh)Bed)

• Eo:7insOne• htt:!CCwwwBjh)Bed)Cho:7insone

• Identify all )sef)l travel job aids




5

Obe!tives




6

"#enda




8

"#enda




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$esson %: Travel Roles and &asi! '" avi#ation (Travel Roles)

Travel Reimbursement Re*uestor • an s)bmit reimb)rsement for yo)rself

Travel Re*uest "ssistant• an s)bmit reimb)rsement for other staff

• If yo) do not have the Travel "eimb)rsement "e9)estor role @ yo) will always be

:rom:ted to enter a :ersonnel n)mber • If yo) have both roles @ this will defa)lt to yo)B *a7e s)re yo) change the

:ersonnel n)mber when entering a reimb)rsement for another staff member • If yo) have I$" access @ yo) will be limited to the search only names within yo)r

organiation access @ )se transaction *T""Travel(or7i

Travel +inan!e "pprover • This :erson a::roves the cost object charged and the amo)nt

Travel "dministrative "pprover • This :erson a::roves the tri:

The Finance and the Administrative a::rover can be the same :erson or different :eo:leB




+

When to ,se Travel -ana#er

Travel Reimbursement• To reimb)rse an individ)alDs o)t of :oc7et e<:enses

• Travel related• &on>travel related :)rchases• All non>ta< re:ortable :ayments to individ)als

Ex!eptions for Emplo.ees• T)ition reimb)rsement

• $)bmit to enter for Training and 0d)cation? 0d)cational Assistance %rogramhtt:!CCtrainingBjh)Bed)ChtmlC0d)cationalAssistanceCT)ition"emissionBas:

• "elocationC*oving 0<:enses• $ee Ta< Office (ebsite

htt:!CCwwwBcontrollerBjh)Bed)Cde:tsCta<Cinde<Bhtml• Acco)nts %ayable Information

• *oving 0<:enses "elocation

When ot to ,se Travel -ana#er

• ons)ltants• All :ayments ;fees e<:enses= sho)ld be :aid against a :)rchase order

• ,)est ect)rersC$:ea7ers and $t)dy %artici:ants• Fees > :aid via an Online %ayment "e9)est• Travel e<:enses > :aid via a Travel "eimb)rsement

• $ee Acco)nts %ayable $hared $ervices (ebsite to obtain :ersonnel n)mber!

htt:!CCsscBjh)Bed)Cacco)nts:ayableCformsBhtml• GE Travel *ini *aster reation "e9)est

$esson %: Travel Roles and &asi! '" avi#ation




1.

$esson %: Travel Roles and &asi! '" avi#ation

WebG,/ versus WinG,/ /nterfa!e

0veryone with the Travel sec)rity role can access the T"I% @ Travel *anagertransaction via the (eb,-I interfaceB This method does not re9)ire the $A%client software to be loaded on the em:loyeeDs wor7stationB

$ome em:loyees will have access to the "C3 0nter:rise tab? that allows them toaccess the T"I% @ Travel *anager transaction via the "C3 (in,-I interfaceB

The f)nctionality of the Travel *anager transaction is the same in both the (eband (in ,-I interfacesB $ome of the icons to access a f)nction may varyB Thisg)ide doc)ments the (eb,-I interfaceB

If yo) do have the "C3 0nter:rise tab? )se the "C3 (in,-I interfaceB Theres:onse time is slightly betterB




11

After logging into $A%? yo) will see the (elcome screenB Im:ortant information will be :ostedhere? :lease reviewB *ost c)rrent information is :osted at the to:B

Ho) may have one or many tabs de:ending ):on the sec)rity roles yo) haveB The tabs accessthe $A% transactions via the (eb,-I interfaceB

If yo) have the "C3 0nter:rise tab yo) can access Travel via the WinG,/0

$esson %: Travel Roles and &asi! '" avi#ation (Wel!ome '!reen)




1/

$esson %: Travel Roles and &asi! '" avi#ation (WebG,/ /nterfa!e)

WebG,/

If yo) do not have the "C3 0nter:rise tab? )se!

• Travel "e9)est Assistant tabor • Travel "eimb)rsement "e9)estor tab




13

If yo) do not see the (elcome to the Travel *anager screen? clic7 on TR/ 1 Travel

-ana#er B

/mportant @ in the (eb,-I? never )se the bac7 b)tton of yo)r web browser? only )se thenavigation b)ttons within the $A% Travel *anager a::lication windowB

,'E

2O OT ,'E

$esson %: Travel Roles and &asi! '" avi#ation (WebG,/ /nterfa!e)




14

Establish 'ettin#s!-se this to dis:lay $)bse9)ent Activities? whereyo) can createCchange re9)est or e<:ense re:ortfor o:en tri:s? directly from the Travel *anager$creen

• lic7 the $ettings icon• lic7 on 2ispla. Graphi!s• lic7 on 2ispla. "ll 'ubse*uent "!tivities• lic7 the ontin)e icon

$esson %: Travel Roles and &asi! '" avi#ation (Establish 'ettin#s)




15

$esson 3: Cal!ulate er 2iem (/nfo!enter)

• lic7 the info!enter icon

• The Traveler Tab will defa)ltBThis will dis:lay!

• the defa)lt cost center • the originator email

address for notifications

• The Ex!h Rates tab sho)ld notbe )sedB This data is notc)rrentB

• lic7 on 2s4+Rs tab? tocalc)late :er diemB %er diem

is!• "ecommended for all

international tri:advances

• "e9)ired for any tri:s?where the f)nding so)rcere9)ires :er diem




16

$esson 3: Cal!ulate er 2iem ('ear!h for Countr.)

To obtain the correct %er 2iem?enter the Tri: o)ntry and"egionB lic7 inside the Tri:o)ntry field and clic7 the

browse icon to searchB

The ne<t :ages will show howto!

• search for theco)ntryCregion

• create a :ersonal list ofmost )sed val)es




18


'ear!h for Countr.

The list dis:layed incl)desonly the first 5.. entriesB

lic7 icon too:en the search screenB




1'


'ear!h for Countr.

The search is casesensitive and the val)eneeds to be e<actly as inthe databaseB 0nter a:ortion of the co)ntry and)se a wildcard JD toe<:and the searchB

Ho) can remove 5.. sothe res)lts will not belimited to only 5.. entriesB

lic7iconB




1+


Ho) can sort any col)mn by clic7ingon the col)mn headingB

The small arrows indicates thecol)mn that is sortedB




/.

$esson 3: Cal!ulate er 2iem (Create ersonal $ist)

Create a ersonal $ist

Ho) can create a :ersonallist of locations where yo)fre9)ently travelB

A :ersonal list can becreated for any search listfieldB

• lic7 to highlight theco)ntryCregionB

• lic7 the Insert in %ersonalist iconB

• "e:eat the search andinsert in :ersonal list for allco)ntries neededB This listcan be modified at anytimeB




/1

$esson 3: Cal!ulate er 2iem (Create ersonal $ist)

Create a ersonal $ist

Once the :ersonal list iscreated? it will defa)ltevery time the field isbrowsedB

• > 2is:lay All al)esicon? to ret)rn to all val)esand access the searchscreenB

• > 2elete From%ersonal ist icon? )sed todelete item from :ersonallist after highlighting the

co)ntryB• > %ersonal al)e ist

icon? toggle bac7 to:ersonal list? from allval)es listB




//

$esson 3: Cal!ulate er 2iem

After selecting the Tri: o)ntryC"egion!

lic7 Enter on the 7eyboard to generate %er2iemB

• This is based on a monthly load ofinformation from the $tate 2e:artment

The Travel and #)siness 0<:ense %olicies and%roced)res states that advances for foreigntravel will be given to the -niversity traveler;fac)lty? staff and st)dents active on :ayroll= at'.K of the :er diemB

"efer to the Acco)nts %ayable $hared$ervices (ebsite? for the 56, Travel and

&usiness Expense oli!ies and ro!edures g)ide!

htt:!CCsscBjh)Bed)Cacco)nts:ayableC:oliciesBhtml




/3

$esson 7: Chan#e ersonnel umber (via Travel -ana#er)

Chan#e ersonnel umber

• This doc)ment will defa)lt with yo)r name at the to: and state *yO:en Tri:sB

• If entering a re9)est for another traveler? clic7 the change :ersonneln)mber icon




/4


• If yo) 7now the %ersonnel&)mber yo) can enter

• if not clic7 the browseicon to search byem:loyee name

• lic7 the dro: down arrowand select





/5


• $earch by em:loyee name? enter the $ast name and the J ;wildcard=? enter the+irst name and the J ;wildcard=• lic7 the enter icon• 2o)ble clic7 the a::ro:riate name from the list to select itB

• If two :eo:le have the same name? review the 'treet and 6ouse umber ;wor7 address=? Or#ani8ational ,nit Text ;de:artment name= and osition

Text to identify the right :ersonB• lic7 enter icon to change to the selected :ersonnel n)mberB

• "efer to :ages /.>/1 to createa :ersonal list of em:loyeen)mbersB





/6

Create a Travel Re*uest

Once yo) have changed the :ersonneln)mber!

• Ho)r name will no longer a::ear at theto:B

• It will state O:en Tri:s From employee

name ;%ersonnel &)mber LLLLLL=• *a7e s)re yo) are in the correct

em:loyee before beginning atravel doc)mentB





/8

$esson 7: Chan#e ersonnel umber (via 9-TRRTravelWork$i)


(via transa!tion 9-TRRTR";E$WOR<$/)

• If yo)r sec)rity :revents yo) from accessing the em:loyee by the

men) o:tion? )se thistransactionB

• lic7 the icon to o:en the command window• 0nter in the command window

• 4 9-TRRTR";E$WOR<$/• %ress the Enter 7ey




/'



• $earch by em:loyee name

• enter the ast name and the J ;wildcard=• enter the First name and the J ;wildcard=

• lic7 the e<ec)te icon





/+



• 2o)ble clic7 the a::ro:riate name from the list to select itB• If two :eo:le have the same name? review the 'treet ;wor7 address= to

identify the right :ersonB





3.



Once yo) have changed the :ersonneln)mber!

• Ho)r name will no longer a::ear at the to:B Itwill change to the name of the em:loyeeselectedB

• It will still state *y O:en Tri:sD ;indicating theo:en tri:s of the em:loyee name listed on thetitle bar=B

• *a7e s)re yo) are in the correctem:loyee before beginning a traveldoc)mentB





31

$esson =: Create a Travel Re*uest

Create a Travel Re*uest

This doc)ment is )sed to!

"e9)est a travel advance

• lic7 on Create a Travel Re*uest




3/

$esson =: Create a Travel Re*uest (General Trip 2ata)

• 0nter the 'tart of Trip• The start Time is im:ortant to enter

when :er diem is being )sed? time isdis:layed in military format

• 0nter the End of Trip? date the travelerret)rns? and Time if :er diem is being

)sed• 0nter the %st 2estination @ this is afree te<t field

• $elect the Countr. from the list? clic7the list icon

• $elect the "!tivit. @ the reason for thetri: from the list? clic7 the list icon

• 0nter a detailed Reason for the tri: @

this is a free te<t field




33

$esson =: Create a Travel Re*uest (General Trip 2ata)

'ele!tin# the Time

• $elect the ho)rs as military? where .. Mmidnight? 1/ M noon? 13 M 1!.. :mN

• Or clic7 the cloc7 icon to enter theho)rs as am or :m @ this willa)tomatically convert to military timeonce ret)rned to the travel re9)est




34


"dditional 2estinations

• lic7 the e<:and icon? to com:lete the additional information foreach sectionB

• First the "ddnl 2estinations sectionB This needs to be onlycom:leted if an overnight stay is involvedB If it is j)st a flightlayover @ do not incl)de hereB

• lic7 the com:ress icon? to colla:se the section




35

$esson =: Create a Travel Re*uest ("dvan!e)

"dvan!e

• lic7 the e<:and icon? to com:lete the "dvan!e information• 0nter the amount to be advanced to the traveler for the tri:B

• "efer to the Travel and &usiness Expense oli!ies and ro!edures g)ide @2omestic travel is limited to 5. :er day and foreign travel is '.K of the meals incidental e<:enses ;*I0= :er diem rateB

• &ever chec7 the ash bo<B ;The traveler will not receive the advanceB= Travel advanceswill either be direct de:osited ;if the traveler has :ayroll direct de:osit= or the traveler willreceive a chec7B

• &ever change the )rrency or 0<chB "ate fieldsB Advances are only iss)ed in -$dollarsB




36

$esson =: Create a Travel Re*uest (Cost 2istribution)

• The distrib)tion can be s:lit? by :ercentage? overm)lti:le cost objectsB

• lic7 the chec7 iconB This will chec7 for errors and:o:)late the first line with yo)r cost objectB

• lic7 the enter icon to :rocessB

"lternative Cost "ssi#nment

• lic7 the e<:and icon? tocom:lete the "lternative

Cost "ssi#nment• lic7 to

enter the cost distrib)tion forthe tri:

• ;er. important @ alwaysstart on the second line @ thefirst line defa)lts to thede:artmentDs %ayroll 2efa)ltacco)nt ;even tho)gh notdis:layed=B If yo) enter yo)r

distrib)tion on line one? the%ayroll 2efa)lt may overrideyo)r entryB




38

$esson =: Create a Travel Re*uest (Comments)

Comments

• lic7 the e<:and icon? to com:lete the Comments• This is where all the :ossible e<:enses and the estimated amo)nt for each e<:ense is

listedB Then enter the total estimated e<:enses in Estimated CostsB• 0ither ty:e in the list of e<:enses and estimates or load an e<isting 0<cel file? clic7 the load file

iconB The file m)st be saved as a te<t ;Bt<t= file formatB




3'

$esson =: Create a Travel Re*uest (Comments)

Comments

$oadin# an Ex!el +ile or Cop. aste• lic7 the load file icon• 0nter the :ath and filename ;te<t file format=• lic7 OPO"• Eighlight the cells in 0<cel and co:y ;T" =• lic7 in the omments bo< on the travel re9)est and :aste ;T" =




3+

$esson =: Create a Travel Re*uest (Travel "rran#ements)

Re*uest Transportation4"!!ommodation

• This section is not re9)ired? b)t may be )sef)l if yo) have an administrator that ma7es all of thetravel arrangementsB

• 0nter all information for the flight? hotel? car rentalN This information will be dis:layed on theoverview? which can be :rinted and handed to the administrator to ma7e all the arrangementsB




4.


• Fill in information for each section yo) need anadministrator to ma7e the arrangements forBIncl)de all :ertinent information! location? date? andtime informationB Then clic7 theiconB





41


• The chec7s indicate that information is stored for that itemB The information will be dis:layedon the overview doc)mentB





4/

$esson =: Create a Travel Re*uest (Overview)

Overview of the Travel Re*uest

• lic7 the overviewiconB

• This is what the

financialCadministrative a::roverwill see to determine thea::roval of the tri:Cadvancere9)estB

• Ho) can give a co:y of this tothe administrator who ma7es thetravel arrangementsB This willo)tline the detail of theaccommodations re9)iredB

• (hen finished clic7 theicon




43

$esson =: Create a Travel Re*uest ('ave versus 'ubmit)

'ave the Travel Re*uest• lic7 the icon one timeB This will save the doc)ment and assign a tri: n)mberB

'ubmit 2o!ument for "pproval

• lic7 the icon a second timeB• This will :rod)ce a message as7ing if yo) are ready to s)bmit yo)r doc)ment for

a::rovalB lic7 iconB

• If yo) do not receive this message? yo) have only saved the doc)ment and have nots)bmitted it to wor7flow for a::rovalB




44

+ollow>up 2o!umentation

• Once the travel re9)est has been s)bmitted to wor7flow? a message will a::ear indicating anTravel "dvan!e Re!over. +orm is re9)ired before an advance can be iss)edB This form isavailable on the Acco)nts %ayable $hared $ervices website at!htt:!CCsscBjh)Bed)Cacco)nts:ayableCformsBhtml

• lic7 icon to com:lete the travel re9)estB

• lic7 icon to ret)rn to the travel manager screenB





45

$esson ?: Create an Expense Report

• To create a Travel 0<:ense "e:ort when a Travel "e9)est e<ists @ )se the Create Travel Expense

ReportD )nder *y O:en Tri:sB• This will :re>:o:)late the 0<:ense "e:ort with information entered in the "e9)estB

• To create a Travel 0<:ense or #)siness 0<:ense "eimb)rsement "e:ort that does not have ane<isting Travel "e9)est @ )se the Create Travel Expense Report@ With Ref BD at to: left cornerB




46

$esson ?: Create an Expense Report (Trip '!hema)

Choose Trip '!hema

A tri: schema has to be selected for each e<:ense re:ort createdB

• -se 2omesti! Trip for travel within the -nited $tates• -se /nternational Trip for travel o)tside of the -nited $tates• -se on>Travel Related Exp to reimb)rse an em:loyee for o)t of :oc7et b)siness

e<:enses

$am:les of each o:tion are shown over the ne<t 3 :agesB




48

2omesti! Trip• Allows for a date range• annot have more than one travel doc)ment with the same date• 2efa)lts with Tri: o)ntry as -$• This is a reimb)rsement to an individ)al and not ta< re:ortable





4'

/nternational Trip• Allows for a date range• annot have more than one travel doc)ment with the same date• Eave to s:ecify the Tri: o)ntryC"egion• This is a reimb)rsement to an individ)al and not ta< re:ortable





4+

on>Travel Related Expense• Only allows for one date ;not a date range=• annot have more than one travel doc)ment with the same date• If doing local mileage for a month @ can )se 2omestic Tri: and enter a date range• This is a reimb)rsement to an individ)al and not ta< re:ortable





5.

$esson ?: Create an Expense Report (General Trip 2ata)

• (hen creating an 0<:ense"e:ort that has an e<istingTravel "e9)est doc)ment @information in the ,eneral Tri:2ata is :re>:o:)latedBOtherwise? the General Trip

2ata wo)ld need to beenteredB

• Ho) can change anyinformation defa)lted from thetravel re9)est? e<ce:t for theadvan!e amo)ntB

• Ho) can change the"lternative Cost "ssi#nment

for Entire TripA if neededB• The cost object;s= listed

here will be charged withall the e<:enses? )nlessotherwise disb)rsed onthe e<:ense itemB




51

$esson ?: Create an Expense Report (Cost 2istribution)

"lternative Cost "ssi#nment

(hen creating an 0<:ense "e:ort

that does not have an e<istingTravel "e9)est doc)ment!

• lic7 the e<:and icon? tocom:lete the "lternative Cost

"ssi#nment• lic7 to

enter the cost distrib)tion for thetri:

• ;er. important @ always start onthe second line @ the first linedefa)lts to the de:artmentDs%ayroll 2efa)lt acco)ntB If yo)enter yo)r distrib)tion on line one?the %ayroll 2efa)lt may overrideyo)r entryB

•The cost object;s= listed here willbe charged with all the e<:enses?)nless otherwise disb)rsed on thee<:ense item;s=B

• The distrib)tion can be s:lit? by :ercentage? over m)lti:le cost objectsB• lic7 the chec7 iconB This will chec7 for errors and :o:)late the first line with yo)r

cost objectB

• lic7 the enter icon to :rocessB




5/

$esson ?: Create an Expense Report (-ilea#e)

-ilea#e

• 0ither enter the total mileage in*ilesCPm

Or

• 0<:and the *ilesCPm 2istrib)tion

with the e<:and icon and enterdetail of mileageB It will :o:)latethe *ilesCPm a)tomatically

Ho) have the o:tion of changingthe cost distrib)tion :er line item?highlight the line and clic7 thedistrib)tion iconB

(hen finished with the section yo)can colla:se it with the icon




53

$esson ?: Create an Expense Report (er 2iem -eals)

-eals

This is )sed for %er 2iem onlyB Ifthe traveler is being reimb)rsed

)sing act)al recei:ts? do not )sethis sectionB

• lic7 the %er 2iem "eimb)rsementof *eals

• 0<:and the 2ed)ctions section with

the e<:and iconB• If some of the meals sho)ldnot be reimb)rsed to thetraveler? chec7 them hereBFor e<am:le? the conferences)::lied l)nchB




54

$esson ?: Create an Expense Report (Expense Re!eipts)

Expense Re!eipt

• $elect the 0<:B "ecei:t from the dro:down list @ clic7 icon• Ho) need to select the correct 0<:ense "ecei:t category @ this determines the , acco)nt to

be chargedB• (hen yo) see d or 2 b. 56 @ this is an e<:ense that was :re>:aid and will not be incl)dedin the reimb)rsement to the travelerB It still needs to be incl)ded so the e<:ense re:ort can bea com:lete :ict)re of the total cost of the tri:B

• If yo) )sed %er 2iem for *eals yo) cannot )se #rea7fast @ )nch @ 2inner here ;act)alrecei:ts=B It has to be one or the other? b)t not bothB




55

$esson ?: Create an Expense Report ("irfare)

"irfare Re!eipt• If the traveler sho)ld be reimb)rsed the airfare? ma7e s)re yo) do not select the 0<:

"ecei:t that incl)des %dB• hec7 that a aper Re!eipt Exists

• 0nter the e<:ense "mount• "ecei:t dates m)st match the date range of the tri:? e<ce:t for

• Airfare• onference Fees

• eave the date as the first day of the tri:B If :)rchased ahead of time? enter thedate :)rchased in Comments

• 0nter the airline tic7et n)mber in the 2o!ument oB field

• Ho) will need to search for the Airline %rovider code @ disc)ssed ne<t :age




56


'ear!h for "irline rovider

• lic7 the search icon in the %rovider field• 0nter :art of the airline name enclosed in

asteris7s ;e<am:le! Jso)thwestJ=

• If yo) do not receive the :ro:er val)eor any val)e? retry yo)r search with abroader val)eB To reo:en the searchbo<? clic7 the arrow on

• 2o)ble clic7 the airline from the res)lts toselectB

• This is a good area to create a %ersonal istof fre9)ently )sed airlines ;refer to :age /.=B

If domestic and international airlineswere )sed @ select the domesticcarrier for the longest leg of the tri:BThis data will be )sed by %)rchasingto negotiate f)t)re :ricing contractswith the com:aniesB

If yo) cannot find the airline carrier inthe list? )se 999 Other Airline andenter airline name in CommentsB




58


For each recei:t yo) have the o:tion ofchanging the cost distrib)tionB

Once all the information is entered clic7 iconB This will :ost the

recei:t and bring ): an o:en recei:twith the ne<t recei:t n)mberB




5'

$esson ?: Create an Expense Report ($od#in#)

$od#in# Re!eipt

• If the traveler sho)ld be reimb)rsed the lodging ma7e s)re yo) do not select the 0<: "ecei:tthat incl)de %dB

• hec7 that a aper Re!eipt Exists0

• 0nter the e<:ense "mount0• The umber field will contain the n)mber of nights stayedB

• (hen a tri: involves m)lti:le destinations? verify the date range and n)mber of nights arecorrect for the recei:t being enteredB 0ach hotel recei:t needs to be a se:arate e<:enseitemB

• 0nter the Eotel location in the $o!ation field @ this is a free te<t fieldB• *a7e s)re the Countr. and Re#ion are correctB If a "egion is not entered the lowest :er diem

for the co)ntry will be a::liedB

• Ho) will need to search for the Eotel rovider code @ disc)ssed ne<t :age

Fi i l d I f i T h l T i i




5+

$esson ?: Create an Expense Report ($od#in#)

'ear!h for 6otel rovider

• lic7 the search icon in the %rovider field• 0nter :art of the Eotel chain name enclosed

in asteris7s ;e<am:le! JhyattJ=• If yo) do not receive the :ro:er val)e

or any val)e? retry yo)r search with abroader val)eB To reo:en the searchbo<? clic7 the arrow on

• 2o)ble clic7 the hotel from the res)lts toselect

• This is a good area to create a %ersonal istof fre9)ently )sed hotels ;refer to :age /.=

This data will be )sed by %)rchasing tonegotiate f)t)re :ricing contracts with thecom:aniesB

If yo) cannot find the hotel chain in the list?)se Other Eotel and enter the hotelname in ommentsB

Fi i l d I f ti T h l T i i




6.

$esson ?: Create an Expense Report ($od#in# Ex!ess of -ax)

$od#in# in Ex!ess of -ax 1 +or /nternational Travel

If yo) receive the message the e<:ensemay need to be itemied!

If the f)nding so)rce re9)ires :er diem and any amo)nt in e<cess of the :er diem may not becharged to the f)nding agency!

• enter the ma<im)m allowed on the $od#in# category• enter the remaining amo)nt on @ $od#in# 1 /ntBl Ex!ess of -ax? if the de:artment

allows this to be reimb)rsed

• ma7e s)re the e<cess amo)nt is not charged to a s:onsored cost object

If the f)nding so)rce does not re9)ire :er diem!

• 0nter the entire amo)nt on @ $od#in# 1 /ntBl Ex!ess of -ax

*a7e s)re 2 is selected if the lodging was :re:aidB





61

$od#in# in Ex!ess of -ax 1 +or 2omesti! Travel

If yo) receive the message the e<:ense mayneed to be itemied!

If the f)nding so)rce re9)ires :er diem and any amo)nt in e<cess of the :er diem may not becharged to the f)nding agency!

• enter the ta<es on @ $od#in# 1 Taxes for ,' $od#in# ;the :er diem does not ta7e intoacco)nt ta<es=

• enter the ma<im)m allowed on $od#in# category

• enter the remaining amo)nt on @ $od#in# 1 ,' in Ex!ess of -ax? if the de:artment allowsthis to be reimb)rsed

• ma7e s)re the e<cess amo)nt is not charge to a s:onsored cost object

If the f)nding so)rce does not re9)ire :er diem!

• 0nter the entire amo)nt on @ $od#in# 1 ,' in Ex!ess of -ax

*a7e s)re 2 is selected if the lodging was :re:aidB

$esson ?: Create an Expense Report ($od#in# Ex!ess of -ax)





6/

$esson ?: Create an Expense Report (Re!eipt Wi8ard)

Re!eipt Wi8ard

This will allow yo) to ded)ct :ersonale<:enses from the hotel bill and s:lit therecei:t if items s)ch as fa<es areincl)ded on the billB

lic7 the icon

lic7 the icon





63

2edu!t rivate Expenses

• lic7 2edu!t rivate Expenses

from Total "mount• 0nter the rivate Expense Amo)nt• lic7 icon• lic7 icon


Financial and Information Technology Training




64

'plit Re!eipt

-se this to :ost the e<:enses tothe :ro:er , acco)ntB The hotelbill may have incl)ded fa< charges

that need to be bro7en o)tB

• 0nter the e<:ense "mount• $elect the Expense T.pe from the

list• 0nter the &us0 urpose @ this is a

free te<t field

• lic7 icon• lic7 icon• lic7 icon






65

Ho) can leave the remaining amo)nt as a l)m: s)m @ select 2o &ot 2ivide "ecei:t

lic7 icon

A message will dis:lay indicating the amo)nt that will remain on the original odging recei:t

lic7 icon






66

• A s)mmary of the itemied e<:enses willdis:lay

• If incorrect clic7 icon to redo

• If correct clic7 icon to :ost thes:lit recei:ts






68

/mport Expenses from "meri!an Express &ill

If the traveler )sed the GE- or:orate American 0<:ress card for e<:enses? thee<:enses can im:orted!

• lic7 insert credit card doc)ment iconB• If no data e<ists? this icon will not be activeB

• If data e<ists yo) will receive a list!• Eighlight each line item corres:onding with the e<:ense re:ortB lic7 co:yD

to im:ort into the e<:ense re:ortB• Eighlight and delete all old or :ersonal e<:enses from the b)fferB

$esson ?: Create an Expense Report (/mport "-E)





6'

$esson ?: Create an Expense Report (+orei#n Curren!. Re!eipt)

Enter a Re!eipt in +orei#n Curren!.

• $elect the a::ro:riate Exp Re!eipt category• 0nter the foreign c)rrency amount• $elect the !urren!. t.pe from the dro: down list• In this e<am:le? umber is the n)mber of ,)ests for the

entertainment activity• 0nter the Reason for the event @ this is a free te<t field• 0nter the $o!ation for the event @ this is a free te<t field

• lic7 icon





6+

(hen yo) transfer the recei:t it will defa)lt with the o)tdated e<change rateB This m)st becorrectedB

• lic7 the recei:t line item to edit• 0nter the correct 0<change "ate• lic7 icon• A warning message will a::ear the rate is incorrect

j)st clic7 again• The :ayment amo)nt will be shown in -$2B

$esson ?: Create an Expense Report (+orei#n Curren!. Re!eipt)





8.

$esson ?: Create an Expense Report ("tta!hin# '!anned Re!eipts)

"tta!hin# '!anned Expense Re!eipts

This is o:tional? b)t recommendedB 2e:artments can scan and attach their own e<:enserecei:tsB This can s:eed ): the a)dit :rocess in Acco)nts %ayable and allow the a::rovers tosee the recei:ts onlineB

If the de:artment does not have the scanning e9)i:ment the recei:ts can still be fa<ed

to Acco)nts %ayable $hared $ervicesB -se the Travel and #)siness 0<:ense"eimb)rsement over $heet? write the tri: n)mber on each :age? write the recei:tn)mbers on doc)mentation according to the order entered in the e<:ense re:ortB

• The re9)ired scanned doc)ment format is %2F with an image resol)tion of 3.. d:i ;dots :erinch=B

• 0ach scanned :age can incl)de m)lti:le recei:tsB

• One %2F file m)st Incl)de all recei:ts for the e<:ense re:ortB





81

• The doc)ment m)st be $aved to obtaina tri: n)mber and the $ervices forObject IconB

• lic7 the right side of the icon

• lic7 Create• lic7 'tore business do!ument






8/

• 2o)ble clic7 Travel Expense do!ument>2+ format• ocate yo)r scanned %2F file and do)ble clic7• lic7 the contin)e icon






83


To verify the doc)mentation is attached!

• lic7 'ervi!es for Obe!t icon• lic7 "tta!hment list ;if this o:tion is not active? the doc)ment is

not attached=• 2o)ble clic7 the %2F file

• This will o:en a %2F viewer and dis:lay the scanneddoc)mentationB





84

$esson ?: Create an Expense Report ('ave versus 'ubmit)

'ave the Expense Report

• lic7 the icon one timeB This will save the doc)ment and assign a tri: n)mberB

'ubmit 2o!ument for "pproval

• lic7 the icon a second timeB• This will :rod)ce a message as7ing if yo) are ready to s)bmit yo)r doc)ment for

a::rovalB lic7 iconB

• If yo) do not receive this message? yo) have only saved the doc)ment and have nots)bmitted it to wor7flowB





85

$esson D: Che!k 2o!ument 'tatus

• lic7 $ist of "ll TripsD• lic7 the e<:and icon on O:en Tri:s andCor %aid Tri:s• lic7 the e<:and icon for the doc)ment to view




gy gTravel and Expense Reimbursement Workshop (WebGui)

86

$esson D: Che!k 2o!ument 'tatus (2efinitions)

2o!ument 'tatus 1 2efinitions

• Re*uest or Trip Completd4To &e 'ettd• 2ata has been entered and savedB• 2oc)ment may or may not have been s)bmitted to wor7flow• *ay have one or more a::rovals @ b)t not allB an loo7 at wor7flow to see who

has a::roved and the :ending a::roversB• Re*uest or Trip on 6old4To be 'ettd

• All de:artmental a::rovals have been com:letedB Acco)nts %ayable has thedoc)ment for a)dit > will be attaching all recei:ts to the doc)mentB

• Re*uest or Trip "pproved4Transferred to +/• The a)dit is com:leteB (ill see a :aid dateB This is the date the :ayment is

:rocessed not the date the :ayment will be de:ositedB 2irect de:osit goesthro)gh the G% *organ ban7? the A)tomated learing Eo)se? the em:loyeeban7? then :osted to the em:loyee acco)ntB





88

Re*uest or Trip on 6old4To be 'ettd

• $ometimes the fa<ed recei:ts are )nreadable when received in Acco)nts %ayableB Acco)nts%ayable has no way to contact the de:artment to re9)est another co:yB

• Ho) can chec7 the e<:ense re:ort to see if doc)mentation has been attached by Acco)nts %ayableB

• From the ist of All tri:s :age @ do)ble clic7 the e<:ense re:ort to dis:lay• lic7 the 'ervi!es for Obe!t icon? then "tta!hment list ;to view attachment=

• If the Attachment list o:tion is not active? the doc)mentation is not attachedB• If there is no doc)mentation? and it has been on hold for more than ten b)siness days

contact Acco)nts %ayableB Ho) may need to refa< recei:tsB• When faxin# re!eipts:

• -se the Travel and #)siness 0<:ense "eimb)rsement over $heet on the Acco)nts%ayable $hared $ervices web siteB

• (rite the tri: n)mber on each :age and recei:t n)mber ;as entered in the e<:ensere:ort= on each recei:tB

$esson D: Che!k 2o!ument 'tatus (;erif. Re!eipts "tta!hed)





8'

$esson D: Che!k 2o!ument 'tatus (Review Workflow)

2ispla. the Workflow 'tatus

From the ist of All tri:s :age @ do)ble clic7 thee<:ense re:ort to dis:lay

• lic7 the 'ervi!es for Obe!t icon

• $elect Workflow• $elect Workflow overview





8+

This e<am:le shows an e<:ense re:ort thatwas modified m)lti:le timesB Ho) need to loo7at the wor7flow for the last reation dateCtimestam:B

• lic7 the scroll down arrow icon? to locatethe last entry

• 2o)ble clic7 to highlight the last wor7flowentry

• The data in the bottom window will then reflectthat Time stam:D






'.

If there are five em:loyees with the Travel A::roverrole for yo)r cost object @ the doc)ment will a::ear inall five inbo<es? and all five em:loyees have toa::rove itB

"pproved 2o!ument

• The $tat)s dis:lays"pprovedB0

• The Agent dis:laysapprover nameB0

• After an A::roved line item @yo) will see a $o#i!all.

2eletedD? beca)se oncea::roved it is deleted o)t ofthe a::rovers inbo<B

• The final line? the $tat)sdis:lays -ail sentD indicates

all a::rovals are done andan email was sent to theinitiator indicating doc)menta::rovedB






'1

2o!ument Waitin# for "pprovals

• The $tat)s dis:lays Read.D• The Agent dis:lays

/nformationD• lic7 the /nformation lin7 to

dis:lay the name of thea::rover

If there are five em:loyees with the Travel A::roverrole for yo)r cost object @ the doc)ment will a::ear inall five inbo<es? and all five em:loyees have toa::rove itB






'/

To Chan#e or 2ispla. an Expense Report

• lic7 to highlight ;select= the e<:ense re:ort• lic7!

• to view re:ort

• to change the re:ort

Ho) can add recei:ts to :aid e<:ense re:orts and$A% will only reimb)rse the new recei:tsB 2o notmodify any recei:ts on the c)rrent :aid re:ort ;or$A% will try to recover the money from theem:loyee= @ only add new recei:tsB

$esson D: Che!k 2o!ument 'tatus (;iew4Chan#e Report)




Travel and Expense Reimbursement Workshop (WebGui)$esson D: Che!k 2o!ument 'tatus (2elete Report)

To 2elete a Travel Re*uest4Expense Report

This can only be done to items in the O:en Tri:s folderB

• lic7 to highlight ;select= the re:ort ;the to: level of the Travel "e9)estCTravel0<:enses=

• lic7 to delete both the Travel "e9)est andCor Travel 0<:enses re:orts• lic7 to confirm the delete• The tri: will disa::ear from the folderB

travel mgnt sap guide

Documents