state of kansas travel authorizations statewide management, accounting and reporting tool entering a...
TRANSCRIPT
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
Entering a Travel Authorization Navigation: Travel and Expense Center > Travel Authorization > Create
Choose Add a New Value, enter Employee ID, click Add
05/17/2012 1Travel Authorization
State of Kansas
Travel AuthorizationsStatewide Management, Accounting and Reporting Tool
Travel Authorization Entry
Complete General Information tab
• Description• Business Purpose• Default Location• Date from• Date to
Description, business purpose, date from and date to are mandatory fields.
05/17/2012 2Travel Authorization
State of Kansas
Travel AuthorizationsStatewide Management, Accounting and Reporting Tool
Details – Select Date & Expense Types
Details tab you will enter each expense that requires travel authorization, such as airfare or hotel. Each expenses should be entered on a separate line item.
Select Payment Type and Billing Type
Click + to add additional rows
When you select an expense there is a details hyperlink that appears. The user may need to enter additional information.
05/17/2012 3Travel Authorization
State of Kansas
Travel AuthorizationsStatewide Management, Accounting and Reporting Tool
Additional information on the travel detail may be
• *Merchant:– Preferred or,– Non-Preferred
• *Description:
05/17/2012 4Travel Authorization
State of Kansas
Travel AuthorizationsStatewide Management, Accounting and Reporting Tool
Accounting Defaults link allows you to change or add accounting information.
After completing the Accounting information click OK.
05/17/2012 5Travel Authorization
State of Kansas
Travel AuthorizationsStatewide Management, Accounting and Reporting Tool
After completing the Accounting Detail
Click “Return to Travel Authorization Details”
05/17/2012 6Travel Authorization
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
05/17/2012 7Travel Authorization
After all fields are filled, click the Check for Errors button. Any fields in error will be highlighted in red and there will be an error flag on the expenses line. Click on the flag to view the detail page and correct the error.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
6/29/2010 8Travel Authorization
Any fields in error will be highlighted in red and there will be an error flag on the expenses line. Click on the flag to view the detail page and correct the error.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
6/29/2010 9Travel Authorization
Error on the lodging line shows a Merchant must be entered and the description of the conference. Correct all these fields and Click Return to Travel Authorization Entry.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
When you click the Submit button, the Submit Confirmation page displays to indicate the travel authorization has successfully saved, and indicates if missing or invalid information exists. You can not make changes after you submit.
05/17/2012 10Travel Authorization
The red flag disappears when all the errors are corrected and the report is ready to be submitted for approval. Click on Submit.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
The Authorization ID will populate on the Travel Authorization.
05/17/2012 11Travel Authorization
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
Entering an Expense ReportNavigation: Travel and Expense Center > Expense Report > Create
Choose Add a New Value, enter Employee ID, click Add
05/17/2012 12Travel Authorization
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
5/17/2012 13Travel Authorization
Click on the drop down box beside Quick Start and select “A Travel Authorization” and Click on “Go”.
A screen will appear with all the Travel Authorizations for
this employee. Select the one that pertains to the Expense Report you are creating.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
05/17/2012 14Travel Authorization
Information from the selected Travel Authorization will automatically
populate the expense report.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
5/17/2012 15Travel Authorization
The air travel was actually $363 and paid with a Pcard and the Lodging was $141 and was paid with a Pcard. We would change those amounts and select the Pcard Payment Type and change the Billing Type to NonBillable.
State of Kansas
Travel Authorizations Statewide Management, Accounting and Reporting Tool
5/17/2012 16Travel Authorization
The Total Employee Expenses are now $704 and the total Due Employee is $200 as there are Prepaid Expenses of $504.
Click Submit.