Integrated
Enterprise
System
Employee Self
Service – Create a
Travel Expense
Request tutorial
Integrated
Enterprise
System
Trigger
Employee has returned from a business trip
and now needs to submit a travel
reimbursement request.
Integrated
Enterprise
System
Tips and Tricks
Tips and Tricks
•Time formats are entered based upon a 12
hour clock along with AM/PM, ie 3:00 pm.
•Do not use your browser buttons to navigate
while in the travel reimbursement request, use
the ESS navigation buttons.
Integrated
Enterprise
System
Create a Travel Expense Request
Open the navigation menu, select “Travel Management”
and then “Travel and Expenses”.
Integrated
Enterprise
System
Since this expense report will be created from an existing
travel request, select “My Trips and Expenses”.
Note: If a travel request or travel plan does not exist for
the trip, select “Create Expense Report”.
Integrated
Enterprise
System
Select the “My Travel
Requests” tab to view a listing of existing trips.
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Enterprise
System
Find the trip and select “Create expense report”
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Enterprise
System
Use the drop down to select “Business trip” and then
select the “Next Step” button.
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Enterprise
System
Review the pre-populated information and make changes
as needed. Notice all of the information
contained in the travel request/plan is pre-populated
into the expense report.
Required fields are marked with a red asterisk *
Integrated
Enterprise
System
If your trip is to a high cost area, use the drop down menu to select the region. Hint:
when you select the drop down, press the first letter of the state to jump to those
regions. For example, G for Georgia.
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Enterprise
System
If your trip contains multiple destinations, select “Additional Destinations” to open a
screen to enter these destinations.
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Enterprise
System
Enter the date, location and region for each of the additional destinations.
Integrated
Enterprise
System
If you need to change the coding on your entire trip, select “Change Cost
Assignment”. If you have questions on the correct account coding to be used, please
see your supervisor or contact your fiscal
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Enterprise
System
Enter the new account coding. If you have more than one account code, select “New
Entry”.
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Enterprise
System
Select “Mileage Details” to enter the number of miles driven by day using either a state vehicle or your personal
vehicle.
All mileage must be broken down by segment. Lump sum
entries are not permitted.
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Enterprise
System
Enter the date, number of miles, starting and ending locations and select the type of
vehicle.
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Enterprise
Integrated
Enterprise
System
Any items from the travel request/plan will be pre-populated. If “Estimated Expenses” is listed, you will
need to delete the item. Do NOT delete any entry that pre-populates from the travel
plan.
Integrated
Enterprise
System
To delete Estimated Expenses, select the item and then select
the “Delete” button.
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Enterprise
System
Now you are ready to enter your expenses. Use the drop
down menu to select the expense type to enter.
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Enterprise
System
Once you have selected the expense type, enter the amount, date and any other required field. When needed,
use the Comment box to
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Enterprise
System
When you are ready to select another expense, select “New
Integrated
Enterprise
System
If you need to change the coding for a particular expense, select “Change Cost
Integrated
Enterprise
System
Enter the new account coding. If you have more than one account code, select “New
Entry”.
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Enterprise
System
If you are entering same expense type multiple times, select “Copy”. This will make
a copy of what you just entered, then change the date
and amount claimed as
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Enterprise
System
When you are done entering expense types, select “Next
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Enterprise
System
The Summary page will be displayed. This will summarize the total expenses being claim,
the amount being paid by COPA, any advances and what is being paid to the employee.
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Enterprise
System
You will then have two options.
Save – This will save the expense report but will not submit it to your supervisor for approval.
Save and Submit – This will save the expense report and will submit it to your
supervisor for approval.
Integrated
Enterprise
System
For this example, the traveler is submitting to their
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Enterprise
System
After the trip is saved, the trip number will be displayed.
You can view the statement by selecting “Display
Reimbursement Request”
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Enterprise
System
To print, follow the instructions at the top of the form.
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Enterprise
System
Depending upon your computer settings, you may need to use the two scroll bars to navigate
through the statement.
Integrated
Enterprise
System
If after reviewing the reimbursement request, you do have additional ESS tasks, use the History option. If you have additional Travel tasks, select “Travel and Expenses”, if other
If after reviewing the
reimbursement request, you do NOT have any additional ESS tasks, you can log out of ESS by
selecting Log Off.
