Transcript VEM Expense Reporting Guide - Vanguard Emergency Management

VEM Expense Reporting
Guide
Click on the Login
button to access the
expense system
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All printed copies of this document are uncontrolled unless otherwise designated.
Your email address
Your password
Enter your login information
(Be sure you enter the email
address you registered with)
Click Sign in
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Click Expenses
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Choose Submit Expense
Reports to begin a new
expense report or edit an
existing report that has not
yet been submitted.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
* Only one type of expense report can be submitted at a time; ie Training,
Background/Fingerprinting, Deployment, etc. You will need to create a
new expense report for each type, making sure that the dates DO NOT
overlap.
Click Next to
continue
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
You CANNOT create an
expense report for future
expenses.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Enter your first day of travel.
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1. Select Yes for travel day.
2. Enter date
4. Enter any meals that
were provided.
3. Enter zip code of your
arrival destination.
5. Click Submit
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
The line item you entered will be displayed.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Add remaining non-travel per diem days.
3. Enter the zip code where you are staying. *(If you move to
an area with a different GSA rate during deployment you will
have to enter them separately).
2. Enter date(s)
1. Select No
for travel day.
4. Enter meals that were provided.
5. Click Submit after the
non-travel per diem
days have been
entered for that zip
code.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
The new line item you entered will be displayed.
Click Next to advance to the
Expenses tab once you have
entered all per diem days.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
A list of acceptable expenses can be
viewed by clicking this link when you
are entering expenses.
2. Click Add Expense
1. Select expense type.
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All printed copies of this document are uncontrolled unless otherwise designated.
*Mileage expenses do NOT apply for rental cars.
1. Enter date of travel.
2. Enter total mileage for the day.
3. Enter zip code you started from.
4. Enter zip code you traveled to.
5. Enter purpose for mileage.
6. Click Add Expense
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Repeat process to enter your
remaining expenses.
The line item you entered will be displayed.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Enter hotel/lodging information.
Parking fees to be listed separately.
Check GSA rates online: www.gsa.gov
1. Enter check-in date.
2. Enter check-out date.
3. Enter total number of nights stayed.
4. Enter nightly rate. (If greater than GSA rate, enter
GSA rate. Amounts greater than GSA rate are not
reimbursable.)
5. Enter total tax for stay. You may include hotel fees if
included on receipt i.e. stadium, arena, resort, etc.
6. Enter zip code of hotel location.
7. Click Browse to attach receipt. (You MUST attach a
copy of the receipt or you will not be able to move
forward with expense submission.)
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
1. Select the image file of the scanned receipt.
2. Click Open to attach file to expense report.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
The line item you entered will be displayed.
Click Next to continue after
you have added all expenses.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
NOTE: Although a completed inspection log is not required for
expense submission, it is strongly recommended that each
inspector keep one for their records.
This is the Inspections tab.
REMEMBER you cannot edit this expense
report once it has been submitted.
If you are submitting
expenses for
anything other than
disaster deployment
enter “0”.
If submitting expenses for disaster deployment enter the
number of inspections COMPLETED and UPLOADED
during the specific dates entered for this report. This
includes done/complete and withdrawn inspections.
Always use the Previous
and Next buttons to
navigate between tabs.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Expense Report Summary
ALWAYS review thoroughly prior to submitting
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All printed copies of this document are uncontrolled unless otherwise designated.
Add comments here pertaining to this expense report that
accounting may need to know in order to process your payment.
After thoroughly reviewing your expenses,
enter your password then click Submit
Expense Report
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Your expense report has been submitted.
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Web Resources
• Vanguard Forms and Documents:
www.vanguardem.com/inspectorApplication.html
• Per diem and GSA rates: www.gsa.gov
• National Travel: www.nationaltravel.com
This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.
Contacts
•
•
•
•
Vanguard Email: [email protected]
Vanguard Phone: 1-855-482-6447 Option 3
National Travel email: [email protected]
National Travel Phone: 1-800-557-0842
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This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only.
All printed copies of this document are uncontrolled unless otherwise designated.