eTravel Authorization / Reimbursement Overview
Description: eTravel Authorization Reimbursement Overview SOLAR Financials solarfincsun.edu x 6685 July 8, 2014 Benefits Electronic Documents Approvals Online Document Status Eliminate Paper Process Manual Delivery Electronic Attachments
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slide1. eTravel Authorization / Reimbursement Overview SOLAR Financials
solarfin@csun.edu
x 6685 July 8, 2014<br>
slide2. Benefits Electronic Documents & Approvals
Online Document Status
Eliminate Paper Process & Manual Delivery
Electronic Attachments
Electronic Deposit of Reimbursement
Encumber Travel Authorization Estimates
Reduce Reimbursement Time<br>
slide3. Getting Started Production
Access eTravel Reimbursement from the portal
Login to the portal
Navigate to the CSUN eTravel pagelet
Click on Employee eTravel Center
Contact the IT Help Desk for help on personalizing portal pages<br>
slide4. Travel Authorizations Creating a Travel Authorization
From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected.
Note: If a delegate has been assigned the ability to create a travel authorization on behalf of another traveler, choose the appropriate employee under Select Employee.<br>
slide5. Travel Authorizations Creating a Travel Authorization
Fill out the General Information section
Description: Short explanation of your planned travel
City, State – Name of Event/Training
Business Purpose: Select best option
Default Location: Currently not available
Date From and Date To: Planned travel dates
- Note: The date must be equal to or after the current date
Comment: Provide any additional information not in Description
Attachments: Attach appropriate documentation
- Note: Attachments can be made at the Header or Expense Line<br>
slide6. Travel Authorizations Creating a Travel Authorization
Fill out the General Information section
Expense Type: Used to indicate the type of expense, Detail required varies based on selection
Date: Anticipated date of expense
Amount: Anticipated amount of expense
Attachments: Relevant documents required for approval or 3rd Party Payment need to be attached at the header or line
Payment Type: Traveler Paid or CSUN Paid
Billing Type: Based on destination
Note: Billing Type will apply to all expense lines
Create A Cash Advance: Do not use, this is currently not supported<br>
slide7. Travel Authorizations Creating a Travel Authorization
Fill out the Details section<br>
slide8. Travel Authorizations Creating a Travel Authorization
Other functionalities – refer to http://www.csun.edu/travel/etravel
Add New Expense
Add Multiple Expenses
Copy Expense
Delete Expense
Check for Errors
Update Totals
Save for Later
Submit<br>
slide9. Travel Authorizations Travel Authorization Quick Start
A new Travel Authorization can quickly be generated based on an existing travel authorization by using the Quick Start dropdown menu.
From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected.
Click on the Quick Start dropdown menu and select An Existing Authorization. Find and select the Travel Authorization that was previously created.<br>
slide10. Travel Authorizations The traveler or delegate can modify a Travel Authorization when it is in Pending status.
A Travel Authorization can be modified if it has not been completely approved.
Modify a Travel Authorization
From the Travel and Expense Center, select Modify under the Travel Authorization section.
Note: If there is more than one travel authorization in pending status, choose the appropriate travel authorization to modify.<br>
slide11. E-Refund Enter the Portal
Click on staff tab
Under Human Resources / Employee
Go to Update eRefund Bank Info
e-Refund Instructions:
http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf
Note: You only have to complete this process once to be signed up for eRefunds.<br>
slide12. Travel Documents Check Status of a Travel Authorization, Cash Advance, or Expense Report
Navigation
Main Menu > Travel and Expenses > document type > View<br>
slide13. Travel Documents Check Status of a Travel Authorization, Cash Advance, or Expense Report<br>
slide14. eTravel Workflow Routing Note: International Travel Request takes extra steps to complete. Please allow 1-3 weeks for processing after submitting your documentation to Insurance & Risk Management .<br>
slide15. Travel Documents Travel Status Types
Pending – Saved for Later, it’s still in the traveler’s queue
Submission in Process – Submitted but not approved
Sent Back For Revision – Returned to Traveler for edits
Resubmitted – Resubmitted for approval
Approvals in Process – Once approved by initial approver
Approved – Approved by all
Closed – Travel Authorization has been associated with an Expense Report and paid or cancelled
Cancelled – Traveler cancelled the travel request<br>
slide16. Travel Documents Travel Documents Sent Back for Revision
When an approver wants edits made to a Travel Authorization it will be sent back for revision.
Main Menu > Travel and Expenses > Travel Authorization > Modify
If the Travel Authorization selected needs revision, “Sent Back For Revision” will be on the top left corner of the view
Click on the top right comments in red to view approver’s request for revision<br>
slide17. Travel Documents Travel Authorizations Sent Back for Revision
Review Approver’s Comments
Navigate to Modify Travel Authorization and make corrections as necessary.<br>
slide18. Deleting Requests The traveler or delegate can delete:
A Travel Authorization when it is in Pending status.
A Cash Advance when it is in Pending status.
To delete a submitted request, notify the approver to send it back for deletion.
Deleting a Travel Authorization
From the Travel and Expense Center, select the 3 more… link under the Travel Authorization section followed by the Delete link.
Choose the appropriate request to delete and select the Delete Selected Travel Authorization button.<br>
slide19. Cancelling Requests The traveler or delegate can cancel:
A Travel Authorization once it has been fully approved:
If it has not been copied to an expense report
Does not include “CSUN Paid”.
A Cash Advance or Expense Report cannot be cancelled once approved.
How to Cancel a Travel Authorization
From the Travel and Expense Center, select the 3 more.. link under the Travel Authorization section
Click Cancel
Select the appropriate travel authorization to cancel and select the Cancel Selected Travel Authorization button. Note: Only cancel the Travel Authorization if you are NOT going on the trip!<br>
slide20. Expense Reports<br>
slide21. Expense Reports Creating an Expense Report
Complete the Expense Details page
Business Purpose: Select the appropriate option
Report Description: Short explanation of the trip
Reference: Do not use
Default Location: Currently not available
Authorization ID: Will reference the selected Travel Authorization ID
Actions: Apply any associated cash advance(s) from the drop down list<br>
slide22. Expense Reports Creating an Expense Report
Complete the Expense Details page (cont’d)
My Wallet: Apply any scanned receipts from a smartphone
- Note: Delete lines copied from the Travel Authorization
Attachments: Attach necessary documents for reimbursement
- Note: Attachments can be made at the Header or Expense Line
Update expense lines to reflect the actual dates and expenses incurred on the trip<br>
slide23. Expense Reports Expense Details Page<br>
slide24. Expense Reports Expense Summary Page<br>
slide25. Expense Reports Creating an Expense Report
Use other functionalities – refer to http://www.csun.edu/travel/etravel
Add New Expense
Add Multiple Expenses
Delete Expense
Receipt Split / No Receipt
Summary
Notes<br>
slide26. Expense Reports Creating an Expense Report
Use other functionalities
Save for Later – Select if the request is not ready to be submitted for approval.
Submit Expense Report- To submit the request for approval, check the box to certify the expenses submitted are accurate and comply with the CSU policy and select the certification checkbox, then the submit button.
The submission must be done by the traveler.<br>
slide27. Important Resources Learning eTravel
eTravel Guides: http://www.csun.edu/travel/etravel
eTravel Guidelines: http://www.csun.edu/travel/etravel-guidelines
Training Schedule: http://www.csun.edu/finsys/sf-training-schedule
Foreign and High Risk Travel: http://www.csun.edu/travel/risktravel
Other Resources
e-Refund Instructions:
http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf
Create a Ticket: http://techsupport.csun.edu<br>
solarfin@csun.edu
x 6685 July 8, 2014<br>
slide2. Benefits Electronic Documents & Approvals
Online Document Status
Eliminate Paper Process & Manual Delivery
Electronic Attachments
Electronic Deposit of Reimbursement
Encumber Travel Authorization Estimates
Reduce Reimbursement Time<br>
slide3. Getting Started Production
Access eTravel Reimbursement from the portal
Login to the portal
Navigate to the CSUN eTravel pagelet
Click on Employee eTravel Center
Contact the IT Help Desk for help on personalizing portal pages<br>
slide4. Travel Authorizations Creating a Travel Authorization
From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected.
Note: If a delegate has been assigned the ability to create a travel authorization on behalf of another traveler, choose the appropriate employee under Select Employee.<br>
slide5. Travel Authorizations Creating a Travel Authorization
Fill out the General Information section
Description: Short explanation of your planned travel
City, State – Name of Event/Training
Business Purpose: Select best option
Default Location: Currently not available
Date From and Date To: Planned travel dates
- Note: The date must be equal to or after the current date
Comment: Provide any additional information not in Description
Attachments: Attach appropriate documentation
- Note: Attachments can be made at the Header or Expense Line<br>
slide6. Travel Authorizations Creating a Travel Authorization
Fill out the General Information section
Expense Type: Used to indicate the type of expense, Detail required varies based on selection
Date: Anticipated date of expense
Amount: Anticipated amount of expense
Attachments: Relevant documents required for approval or 3rd Party Payment need to be attached at the header or line
Payment Type: Traveler Paid or CSUN Paid
Billing Type: Based on destination
Note: Billing Type will apply to all expense lines
Create A Cash Advance: Do not use, this is currently not supported<br>
slide7. Travel Authorizations Creating a Travel Authorization
Fill out the Details section<br>
slide8. Travel Authorizations Creating a Travel Authorization
Other functionalities – refer to http://www.csun.edu/travel/etravel
Add New Expense
Add Multiple Expenses
Copy Expense
Delete Expense
Check for Errors
Update Totals
Save for Later
Submit<br>
slide9. Travel Authorizations Travel Authorization Quick Start
A new Travel Authorization can quickly be generated based on an existing travel authorization by using the Quick Start dropdown menu.
From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected.
Click on the Quick Start dropdown menu and select An Existing Authorization. Find and select the Travel Authorization that was previously created.<br>
slide10. Travel Authorizations The traveler or delegate can modify a Travel Authorization when it is in Pending status.
A Travel Authorization can be modified if it has not been completely approved.
Modify a Travel Authorization
From the Travel and Expense Center, select Modify under the Travel Authorization section.
Note: If there is more than one travel authorization in pending status, choose the appropriate travel authorization to modify.<br>
slide11. E-Refund Enter the Portal
Click on staff tab
Under Human Resources / Employee
Go to Update eRefund Bank Info
e-Refund Instructions:
http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf
Note: You only have to complete this process once to be signed up for eRefunds.<br>
slide12. Travel Documents Check Status of a Travel Authorization, Cash Advance, or Expense Report
Navigation
Main Menu > Travel and Expenses > document type > View<br>
slide13. Travel Documents Check Status of a Travel Authorization, Cash Advance, or Expense Report<br>
slide14. eTravel Workflow Routing Note: International Travel Request takes extra steps to complete. Please allow 1-3 weeks for processing after submitting your documentation to Insurance & Risk Management .<br>
slide15. Travel Documents Travel Status Types
Pending – Saved for Later, it’s still in the traveler’s queue
Submission in Process – Submitted but not approved
Sent Back For Revision – Returned to Traveler for edits
Resubmitted – Resubmitted for approval
Approvals in Process – Once approved by initial approver
Approved – Approved by all
Closed – Travel Authorization has been associated with an Expense Report and paid or cancelled
Cancelled – Traveler cancelled the travel request<br>
slide16. Travel Documents Travel Documents Sent Back for Revision
When an approver wants edits made to a Travel Authorization it will be sent back for revision.
Main Menu > Travel and Expenses > Travel Authorization > Modify
If the Travel Authorization selected needs revision, “Sent Back For Revision” will be on the top left corner of the view
Click on the top right comments in red to view approver’s request for revision<br>
slide17. Travel Documents Travel Authorizations Sent Back for Revision
Review Approver’s Comments
Navigate to Modify Travel Authorization and make corrections as necessary.<br>
slide18. Deleting Requests The traveler or delegate can delete:
A Travel Authorization when it is in Pending status.
A Cash Advance when it is in Pending status.
To delete a submitted request, notify the approver to send it back for deletion.
Deleting a Travel Authorization
From the Travel and Expense Center, select the 3 more… link under the Travel Authorization section followed by the Delete link.
Choose the appropriate request to delete and select the Delete Selected Travel Authorization button.<br>
slide19. Cancelling Requests The traveler or delegate can cancel:
A Travel Authorization once it has been fully approved:
If it has not been copied to an expense report
Does not include “CSUN Paid”.
A Cash Advance or Expense Report cannot be cancelled once approved.
How to Cancel a Travel Authorization
From the Travel and Expense Center, select the 3 more.. link under the Travel Authorization section
Click Cancel
Select the appropriate travel authorization to cancel and select the Cancel Selected Travel Authorization button. Note: Only cancel the Travel Authorization if you are NOT going on the trip!<br>
slide20. Expense Reports<br>
slide21. Expense Reports Creating an Expense Report
Complete the Expense Details page
Business Purpose: Select the appropriate option
Report Description: Short explanation of the trip
Reference: Do not use
Default Location: Currently not available
Authorization ID: Will reference the selected Travel Authorization ID
Actions: Apply any associated cash advance(s) from the drop down list<br>
slide22. Expense Reports Creating an Expense Report
Complete the Expense Details page (cont’d)
My Wallet: Apply any scanned receipts from a smartphone
- Note: Delete lines copied from the Travel Authorization
Attachments: Attach necessary documents for reimbursement
- Note: Attachments can be made at the Header or Expense Line
Update expense lines to reflect the actual dates and expenses incurred on the trip<br>
slide23. Expense Reports Expense Details Page<br>
slide24. Expense Reports Expense Summary Page<br>
slide25. Expense Reports Creating an Expense Report
Use other functionalities – refer to http://www.csun.edu/travel/etravel
Add New Expense
Add Multiple Expenses
Delete Expense
Receipt Split / No Receipt
Summary
Notes<br>
slide26. Expense Reports Creating an Expense Report
Use other functionalities
Save for Later – Select if the request is not ready to be submitted for approval.
Submit Expense Report- To submit the request for approval, check the box to certify the expenses submitted are accurate and comply with the CSU policy and select the certification checkbox, then the submit button.
The submission must be done by the traveler.<br>
slide27. Important Resources Learning eTravel
eTravel Guides: http://www.csun.edu/travel/etravel
eTravel Guidelines: http://www.csun.edu/travel/etravel-guidelines
Training Schedule: http://www.csun.edu/finsys/sf-training-schedule
Foreign and High Risk Travel: http://www.csun.edu/travel/risktravel
Other Resources
e-Refund Instructions:
http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf
Create a Ticket: http://techsupport.csun.edu<br>