Transcript Employee Self Service for Employees

Integrated
Enterprise
System
Employee Self
Service – Create a
Travel Expense
Request tutorial
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Enterprise
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Trigger
Trigger
Employee has returned from a business trip
and now needs to submit a travel
reimbursement request.
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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.
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Enterprise
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Create a Travel Expense Request
Open the navigation menu,
select “Travel Management”
and then “Travel and
Expenses”.
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Enterprise
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Create a Travel Expense Request
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”.
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Enterprise
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Create a Travel Expense Request
Select the “My Travel
Requests” tab to view a listing
of existing trips.
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Enterprise
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Create a Travel Expense Request
Find the trip and select
“Create expense report”
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Create a Travel Expense Request
Use the drop down to select
“Business trip” and then
select the “Next Step”
button.
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Integrated
Enterprise
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Create a Travel Expense Request
Notice all of the information
contained in the travel
request/plan is pre-populated
into the expense report.
Review the pre-populated
information and make changes
as needed.
Required fields are marked
with a red asterisk *
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Enterprise
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Create a Travel Expense Request
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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Create a Travel Expense Request
If your trip contains multiple destinations,
select “Additional Destinations” to open a
screen to enter these destinations.
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Enterprise
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Create a Travel Expense Request
When completed, select
“Accept” to continue.
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Enter the date, location and
region for each of the
additional destinations.
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Create a Travel Expense Request
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.
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Enterprise
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Create a Travel Expense Request
Enter the new account coding.
If you have more than one
account code, select “New
Entry”.
When completed, select
“Accept” to continue.
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Create a Travel Expense Request
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
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Create a Travel Expense Request
Enter the date, number of
miles, starting and ending
locations and select the type of
vehicle.
When completed, select
“Accept” to continue.
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Enterprise
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Create a Travel Expense Request
When you are ready to enter your
expense, select “Next Step”
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Enterprise
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Create a Travel Expense Request
Any items from the travel
request/plan will be prepopulated. If “Estimated
Expenses” is listed, you will
need to delete the item.
Do NOT delete any entry that
pre-populates from the travel
plan.
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Enterprise
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Create a Travel Expense Request
To delete Estimated Expenses,
select the item and then select
the “Delete” button.
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Enterprise
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Create a Travel Expense Request
Now you are ready to enter
your expenses. Use the drop
down menu to select the
expense type to enter.
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Create a Travel Expense Request
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.
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Enterprise
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Create a Travel Expense Request
When you are ready to select
another expense, select “New
Entry”
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Integrated
Enterprise
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Create a Travel Expense Request
If you need to change the
coding for a particular
expense, select “Change Cost
Assignment”
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Integrated
Enterprise
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Create a Travel Expense Request
Enter the new account coding.
If you have more than one
account code, select “New
Entry”.
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Enterprise
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Create a Travel Expense Request
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.
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Create a Travel Expense Request
When you are done entering
expense types, select “Next
Step” to continue.
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Create a Travel Expense Request
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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Create a Travel Expense Request
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.
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Enterprise
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Create a Travel Expense Request
For this example, the traveler
is submitting to their
supervisor for approval. So
select “Save and Send”
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Create a Travel Expense Request
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
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Create a Travel Expense Request
To print, follow the instructions at the
top of the form.
The Travel Expense Statement
will be displayed.
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Create a Travel Expense Request
Depending upon your computer
settings, you may need to use
the two scroll bars to navigate
through the statement.
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Create a Travel Expense Request
If after reviewing the
reimbursement request, you do
NOT have any additional ESS
tasks, you can log out of ESS by
selecting Log Off.
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”.
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Create a Travel Expense Request
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.
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Create a Travel Expense Request
Need to correct an expense report after it has
been paid?
Call the BCPO Travel Help Desk for assistance.
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Additional Resources
Need help?
Contact the Travel Help Desk:
• 1-800-824-0626 outside the Harrisburg area
• 717-346-3401 within the Harrisburg area
•[email protected]
•http://www.oit.state.pa.us/bcpo/cwp/view.asp?a
=3&q=172966
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