integrated enterprise system 9/01/08ess travel expense request ecc 6.0 vers 1.0 1 employee self...
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9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Employee Self Service – Create a
Travel Expense Request tutorial
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Trigger
Employee has returned from a business trip and now needs to submit a travel reimbursement request.
Trigger
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise 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.
•You may need to use the scroll bars to navigate in order to access all options.
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Create a Travel Expense Request
Open the navigation menu, select “Travel
Management” and then “Travel and Expenses”.
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise 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”.
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Select the “My Travel Requests” tab to view a listing of existing trips.
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Find the trip and select “Create expense report”
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Use the drop down to select “Business trip”
and then select the “Next Step” button.
Create a Travel Expense Request
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IntegratedEnterprise 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 *
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise 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.
Create a Travel Expense Request
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IntegratedEnterprise System
If your trip contains multiple destinations, select “Additional
Destinations” to open a screen to enter these destinations.
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Enter the date, location and region for each of the additional destinations.
When completed, select “Accept” to
continue.
Create a Travel Expense Request
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IntegratedEnterprise 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 office.
Create a Travel Expense Request
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IntegratedEnterprise System
Enter the new account coding. If you have more than one account code, select “New Entry”.
When completed, select “Accept” to continue.
Create a Travel Expense Request
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IntegratedEnterprise 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.
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
Enter the date, number of miles, starting and
ending locations and select the type of vehicle.
When completed, select “Accept” to continue.
Create a Travel Expense Request
9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0
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IntegratedEnterprise System
When you are ready to enter your expense, select “Next
Step”
Create a Travel Expense Request
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IntegratedEnterprise 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.
Create a Travel Expense Request
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IntegratedEnterprise System
To delete Estimated Expenses, select the item
and then select the “Delete” button.
Create a Travel Expense Request
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IntegratedEnterprise System
Now you are ready to enter your expenses. Use
the drop down menu to select the expense type
to enter.
Create a Travel Expense Request
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IntegratedEnterprise System
Once you have selected the expense type, enter
the amount, date and any other required field.
When needed, use the Comment box to provide supporting justification for the expense you are
claiming.
Create a Travel Expense Request
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IntegratedEnterprise System
When you are ready to select another expense,
select “New Entry”
Create a Travel Expense Request
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IntegratedEnterprise System
If you need to change the coding for a particular
expense, select “Change Cost Assignment”
Create a Travel Expense Request
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IntegratedEnterprise System
Enter the new account coding. If you have more than one account code, select “New Entry”.
Create a Travel Expense Request
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IntegratedEnterprise 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
needed.
Create a Travel Expense Request
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IntegratedEnterprise System
When you are done entering expense types,
select “Next Step” to continue.
Create a Travel Expense Request
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IntegratedEnterprise 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.
Create a Travel Expense Request
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IntegratedEnterprise 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.
Create a Travel Expense Request
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IntegratedEnterprise System
For this example, the traveler is submitting to
their supervisor for approval. So select “Save and Send”
Create a Travel Expense Request
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IntegratedEnterprise System
After the trip is saved, the trip number will be
displayed.
You can view the statement by selecting
“Display Reimbursement Request”
Create a Travel Expense Request
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IntegratedEnterprise System
The Travel Expense Statement will be
displayed.
To print, follow the instructions at the top of the form.
Create a Travel Expense Request
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IntegratedEnterprise System
Depending upon your computer settings, you
may need to use the two scroll bars to navigate
through the statement.
Create a Travel Expense Request
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IntegratedEnterprise 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 ESS tasks, such as leave request, select
“ESS Home”.
If after reviewing the reimbursement request,
you do NOT have any additional ESS tasks, you
can log out of ESS by selecting Log Off.
Create a Travel Expense Request
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IntegratedEnterprise System
Submitting Receipts
After submitting a travel reimbursement request, submit all required receipts to the Bureau of Commonwealth Payroll Operations using the pre address receipt envelope: S T D 192-B.
Create a Travel Expense Request
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IntegratedEnterprise System
Need to correct an expense report after it has been paid?
Call the BCPO Travel Help Desk for assistance.
Create a Travel Expense Request
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IntegratedEnterprise System
Additional Resources
Need help?
Contact the Travel Help Desk:
• 1-800-824-0626 outside the Harrisburg area• 717-346-3401 within the Harrisburg area
•Co-travelaudits@state.pa.us
•http://www.oit.state.pa.us/bcpo/cwp/view.asp?a=3&q=172966
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