_____________________________________________________________________________________
Travel and Expense Module
Creating a User Profile
Creating a Travel Authorization Report
Creating a Travel Expense Report
Creating a User Profile
1. Go to http://www.uco.edu/administration/uco-travel/index.asp
2. Use your username and password that you use to access your work computer
Verify your information
Assign delegate
Main Tabs:
Delegate, Expense Manager, Profile Profile Tab: Two options are available; Profile view and Assign Delegate. Click here to Logout. Click here to access the help database.
Address: This should reflect the address that payroll
has on file.
Email: Your UCO email address. Approver: Default to Travel Office
Workflow Login ID (approvers only): UCO username Funding Default: Payroll/department Organization #
1. Click the Add Delegate icon on the bottom right of your screen 2. Type in the last name of the
person to be the delegate. 3. Select the correct person from
Creating a Travel Authorization Report – Only for Out of State/International
Travel
Delegate
Click the delegate tab to select the traveler. NOTE the person has to add you as a delegate first before you can have the option to select them as traveler.
Expense Manager
To start a Travel Authorization: General Information
1. Click on the Expense Manager 1. Fill out all fields. 2. Click Authorization Reports Report Name:
3. Click new last name, State code, return date
Purpose:
Description should be full name of conference or meeting (NO ACRONYMS). Report Type: Select from list Report Date: Current accounting period.
Itinerary
Anytime you need to modify, click on the item that needs to be modified and click on the pencil icon.
If itinerary information changes dates, your per diem information will also change. Click ‘Yes’ to continue and new per diem information will appear.
Once itinerary is saved, this box will appear. Click ‘Yes’ or ‘No’. If yes, do not uncheck any meals on the Travel Authorization Report (adjust meals provided in the Travel Expense Report). Per Diem has been auto calculated based on destination selection as well as meals provided selection.
Expenses: Reimbursable and Non Reimbursable Click save for each estimated expense!
Add Itinerary Information
Remember: For domestic travel always use Search
Location to retrieve
the correct location.
Click Add
Click Save and Continue Once itinerary information is complete it will show up under the From box. Make sure ALL
information is accurate. To edit, click on information to highlight and it will pull back up in the Add Itinerary section.
Creating an Expense Report
Note: Do not create TA for In-State travel
If a Travel Authorization (TA) is created prior to the trip, you would want to follow these steps to create the Expense Report:1. Click on Expense Manager
2. Click on Authorization Reports (only for out of State/International travel) 3. Click the TA once (highlighted)
4. Click generate Expense Report in the bottom right corner
5. Review each page and update any change in expenses by clicking on the expense line and inserting correct amount and click save
6. Attach all the travel documents as PDF file (the attachments will not be copied from the TA)
7. NOTE: The TR must always contain an attached Statement of Oath 8. NOTE: Tips can only be reimbursed up to 15%
9. NOTE: John Kilpatrick Turnpike toll expenses are not included for reimbursement, because it is considered as a convenient route and not necessary.
If you need to create a new Expense Report (Travel Reimbursement) without a previously submitted authorization:
1. Click on Expense Manager 2. Click on Expense Reports 3. Click on New
4. Follow the same steps at the travel authorization.
10. Attachments:
Make sure to attach airfare receipts (quotes from TA), conference agendas, registration receipt, lodging information and receipt, and all other related travel documents.
11. Comments:
Anything out of the ordinary that the Travel office needs to know (For example: conference will last three days – business portion, but I will stay on personal vacation for additional 4 days). 12. Related Documents:
Travel Authorization Reports (TA) and Expense Reports (TR) will be displayed as linked together in this section.
13. Status History:
Every approval step the selected travel authorization has been through. Please make sure to look at this to determine if correct routing has taken place. Approval Workflow will display (from bottom to top) where the report is in the approval process
NOTE: As a delegate, you will submit For Traveler Review.
Workflow Process
The purpose of the Travel Module is a paperless travel system for travel requests and reimbursements that includes an electronic approval process and time stamped tracking to capture efficiencies and cost savings.
Travel and Expense Banner Workflow: A Banner product that moves work through predefined processes.
1. You will receive an email (click on the hyperlink in the email) – Log In 2. Choose the correct report to view
3. Any selection other than approve requires a comment.
4. You have the options to approve, deny, return for correction, add comments or add another approver on the fly.
5. NOTE: Workflow and the T&E Module are only available off campus to those with
VPN Security setup.
6. Workfkow list will follow the Banner Hierachy and should be read from bottom to
top
.
"Systems are the essential building blocks of every successful business."