Transcript Travel Training - Tarleton State University

eTravel Training
eTravel/Concur
Ashley Starnes- Account Specialist I- Travel
Our Relation to State Guidelines
TSU
System
State
Travel for Tarleton State University
follows the guidelines of the State of
Texas and that of the Texan A&M
University System.
What to think about before traveling:
 Lodging Rates
 Meal Allowances

http://www.gsa.gov/portal/content/104877?utm_source=OCM&utm_medium=printradio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts
Mileage rate ($0.56 per mile)
 Contracted Vendors
 Allowable Incidentals


http://www.window.state.tx.us/procurement/prog/stmp/
First Things First – SSO Menu
eTravel/Concur
•Access eTravel by logging into the
Single Sign On (SSO) screen
•You will need your UIN &
password
•Click eTravel/Concur to access
the program
Main Page of Concur
“My Concur” is the homepage
You will find your
“Active Work” and
your “Approval”
queue on this page
Create a Travel Request
Replaced Authorization Requests
Needed for all foreign travel, airfare booked in Concur and
any state funded travel
 Click on the Request tab
New Request
Create a Travel Request
•Fill
in the required fields (red lined) and hit save.
(The next tab is where you will choose categories to estimate your
expenses.)
Click “Save” when completed.
Select System Member 04 for
Tarleton
Create a Travel Request
(Estimate Expenses on TR)
2. Choose a category:
Lodging, Meals,
Transportation, Other
1. Click New Expense
Create a Travel Request
(Estimate Expenses on TR)
3. Enter an Amount
4.You can change
the account here.
Create a Travel Request
(Setting Additional Approvers on TR)
Click Submit
OR
Notify Employee
New to TR- if you would
like to add additional
approvals such as primary
manager, you can do this
here
Travelers MUST
submit their
OWN reports!
Create a Travel Request
(Where did it go?)
•Travel
Requests are now routed like expense
reports and the approval will be made by the
account signer.
•Once approved, it will remain in your Active
Work queue until you have completed your trip
and submit an Expense Report for
reimbursement.
Create a Travel Request
(Active Work Queue)
Found on the “My Concur” tab
Please note that approved AR’s will be
found under the Authorization Request
tab until trip has occurred and/or end
of FY13. Theses are the AR’s that were
approved before the conversion to TR,
no need to close.
Create/Approve a Travel Request
http://www.youtube.com/watch?v=aHfDnJcxX94
http://www.youtube.com/watch?v=uO3lHFKBKJ0
http://www.youtube.com/watch?v=HSoYRdtjiq8
http://www.youtube.com/watch?v=5obs5b-Pg04
Important!
You MUST complete an TR prior to
booking airfare in concur, using state
funds or traveling to a foreign country.
Book Travel
(Using Concur to book travel)
•The
concur booking tool works much like
Travelocity, Expedia and Orbitz
•Enter your trip itinerary to book airfare, reserve
hotel and reserve rental vehicles.
•All
rental vehicles used in state and departing from headquarters should still be
booked through Joyce Daniels in our transportation department. (ext. 9261 or
[email protected] )
Book Travel
(Using Concur to book travel)
•Departure
and Arrival
airport locations
•Do
you want a rental car?
•Find
a Hotel?
Book Travel
(Choosing Airfare)
The first search will
bring up airfare choices.
The green “reserve”
box shows that it is in
compliance.
Remember, green
means go ☺
Airfare is priced first
at non-refundable
rates. For refundable
rates click the “show
details” link.
Book Travel
(Choosing Airfare)
If you choose a yellow
“reserve” box then you
will be asked to justify
choosing a flight outside
of compliance
Book Travel
(Choosing Airfare)
This box will pop up if
you choose to reserve
a yellow flight. You will
choose a reason for
booking the noncompliant flight and add
a note if applicable.
Book Travel
(Choosing Car Rental)
Choosing your car
rental is very similar
to booking your
airfare. The green
reserve box shows
that you’ve chosen
a compliant vehicle.
Book Travel
(Booking a Hotel)
When choosing a
hotel, input the
location and the next
screen will show you
the maximum
allowances for your
destination. Click
next to choose your
hotel.
Book Travel
(Booking a Hotel)
Notice the
maximum allowed
at the top of your
list again.
Green diamonds
are in compliance.
Finalizing Reservations
(How to pay)
•Follow
the prompts once choosing your travel
details.
•ALL airfare booked through the system will be
automatically routed to the University CBA card
and billed to the University.
•You will need to use your credit card
information to reserve hotel rooms and rental
cars.
Expense Reports
(Where to begin)
1.
2.
3.
4.
Go to your “Concur” tab on your main page
Scroll down to your “Active Work” queue
Find the trip you want reimbursed under your “Authorization Requests”
and/or “Travel Requests”
Click the icon on the far right under “Expense Report?”
Expense Reports
(What is required)
•Complete
the header – verify and enter the
correct account number. (The required fields are
marked with red.)
•Continue
to the next page.
•Make sure you’ve scanned and uploaded all your
receipts to your computer. (meal receipts are not
required unless you traveled with a university paid travel card
and ALL receipts are required)
Expense Reports
(What is required)
•Create
a new expense for every field you are claiming.
(list meals separately by day)
•You may combine totals for taxis, parking, baggage fees,
etc. instead of listing each receipt separately.
•Use the mileage calculator for miles driven or upload
your point to point as a receipt and attach it to your
mileage claim.
•Hotel claims should be itemized by lodging rate and by
hotel tax for each day.( this can be done with the “nightly
lodging expense” tab)
Expense Reports (Required)
If you have booked airfare and had it prepaid by the University, you
should see these card charges on your “My Concur” page. Click the
airfare and agent fee and “import” them to your expense report when
you are ready to submit it for reimbursement. Don’t worry, concur
recognizes it as company paid and will not reimburse the employee
for the airfare. However; this is a necessary step in order to “repay”
the clearing account that paid for your airfare.
Don’t forget the fee!
Expense Reports
(Example)
Hover over any of the icons
to see what each means. The
green circle with a check
mark means that a receipt is
attached.
Expense Reports
(Submission)
•Once
you’ve gotten all your claims added and the
required receipts attached, you are ready to click the
submit button. You’ll find it at the top right of your
expense report.
•If you are creating one for another traveler then
you will see the “notify employee” button.
•It
will then route to the appropriate account owners
for approval before arriving in Business Services for
processing.
For Approvers
To approve a trip for an
employee, locate your
“Approval Queue”
(from the “My Concur” tab) and select
the trip you wish to approve
by clicking on the blue link.
For Approvers
Trip Details – Approval Button
This is the same whether it is
an Authorization Request or an
Expense Report.
Where can I find Comments?
Under “Details” – “Comments”
Q&A
(exceptions)
•What
about conference hotels? Continue booking
them as you have in the past – outside the system.
Concur does not have access to conference rates.
•Do I have to use the system to book my travel? No,
you can book on your own as you have in the past.
Receipts are still required as have been before.
•Who do I call for assistance with eTravel/Concur?
Call Business Services, Not Human Resources even
though you access it through the SSO screen.
Who Can submit reports?
The
Traveler’s
submission
is their
electronic
signature.
What goes on my report?
YOUR expenses only! (make sure receipts are in
your name)
NOT OTHER PEOPLE’S EXPENSES
Do not pay for another employee’s travel expenses. If you do, it will be
between you and the other traveler to personally work out what is owed
back to you.
Support
(contacts)
Ashley Starnes– Travel Specialist
[email protected] or extension 9434
eTravel/Concur - Tarleton State University