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Create a Travel Expense Report Tutorial ESS ECC 6.03 Vers 3.0 110111
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Employee Self
Service
Create aTravel Expense
Report tutorialEffective with 1/1/12 policy updates
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Tips and Tricks
Tips and TricksTime format is based upon a 24 hour clock(militaryformat).
Do not use your browser buttons to navigate whilein the travel report, use the ESS navigation buttons.
You may need to use the scroll bars to navigate inorder to access all options.
To save time, have your receipts scanned prior tocompleting your expense report.
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Create a Travel Expense Report
Open the navigation menu,select Travel Managementand then Travel Planning and
Expenses.
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You can also use the linkCreate Expense Report tocreate an expense report.
If the trip contains a TravelRequest or a Travel Plan, youcan use the link My Trips andExpenses to access the trip
and create an expense report.
This tutorial will go throughan example on how to createan expense report using the
link Create Expense Report
Create a Travel Expense Report
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If you are creating an expensereport for an existing travel
request/plan, select the trip,then select Next Step
If you are not creating anexpense report from an
existing travel request/plan,select Next Step and this
will create a new trip.
Create a Travel Expense Report
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Create a Travel Expense Report
Notice all of the informationcontained in the travelrequest/plan is pre-populated
into the expense report.Review the pre-populated
information and make changesas needed.
Required fields are markedwith a red asterisk *
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Create a Travel Expense Report
If your trip is to a high cost area, use theTrip Region to select the high cost region.
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Create a Travel Expense Report
Use the search feature to find the correctregion code. Search by state by using the 2digit postal code for the state followed by
*. For example, PA* for Pennsylvania.
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Create a Travel Expense Report
If your trip contains multiple destinations,select Enter Additional Destinations to
open a screen to enter these destinations.
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When completed, selectAccept to continue.
Enter the date, location andregion (if high cost) for each
of the additional destinations.
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Create a Travel Expense Report
When needed, use the Comment box toprovide supporting justification for the
expenses you are claiming. If you need to change the coding on yourentire trip, select Change CostAssignment. If you have questions on thecorrect account coding to be used, pleasesee your supervisor or contact your fiscal
office.
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Enter the new account coding.
If you have more than oneaccount code, select New
Entry.
When completed, selectAccept to continue.
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To enter vehicle mileage,
select Enter Mileage Detailsto enter the number of milesdriven by day using either a
state vehicle or your personalvehicle.
All mileage must be brokendown by segment. Lump sum
entries are not permitted.
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Create a Travel Expense Report
Enter the date, number ofmiles, starting and ending
locations and select the typeof vehicle. To enter more
segments, select Accept andNew Entry.
Start" and End"locationsmust be recorded
and must be specific enoughfor a reviewer and/orauditorto substantiate the reported
mileage.
Vehicle Types
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Create a Travel Expense Report
When you are ready to enter yourexpense, select Next Step
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Any items from thetravel request/plan will
be pre-populated. IfEstimated Expenses islisted, you will need to
delete the item.
Do NOT delete anyentries that pre-
populate from the travelplan.
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Select New Entry to begin.
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Now you are ready to enteryour expenses. Use the drop
down menu to select the
expense type to enter.
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Once you have selected the
expense type, enter theamount, date and any other
required field. When needed,use the Comment box to
provide supportingjustification for the expense
you are claiming.
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If you need to change the
coding for a particularexpense, select Change CostAssignment
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After entering all of theaccount code changes, select
AcceptEnter the account code. Ifyou have more than one
account code, select Acceptand New Entry.
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If you are entering the sameexpense type multiple times,select Copy. This will make
a copy of what you justentered, then change the date
and amount claimed asneeded.
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When you are ready to select
another expense, selectAccept and New Entry
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When you are done enteringexpense types, select Next
Step to continue.
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The Summary page will bedisplayed. This will
summarize the total expensesbeing claimed, the amountbeing paid by COPA, any
advances and what is beingpaid to the employee.
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You will then have two options.
My Expense Report is INCOMPLETE This willsave the expense report but will not submit itto your supervisor for approval.
My Expense Report is FINISHED This will savethe expense report and will submit it to yoursupervisor for approval.
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For this example, the traveler
is submitting to theirsupervisor for approval. Afterselecting the Final Action
select Next Step
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After the trip is saved, thetrip number will be displayed.
You can view the statementby selecting Display Expense
Form
Note: This statement will bedisplayed in a new window.
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The Travel Expense Statement
will be displayed.
To print, right click on the statementand then select print from the menu.
Create a Travel Expense Report
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After reviewing the travelexpense statement, close the
window by selecting the X in
the top right hand corner of thewindow.
Create a Travel Expense Report
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Create a Travel Expense Report
You are now ready to attach scannedcopies of your receipts using the
attachment functionality.
Select Browse to find the file(s)containing your receipts.
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A box will appear for you to select the file
from your computer or network drive.Once you find the file, select the file andthen select OPEN
Create a Travel Expense Report
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Create a Travel Expense Report
SelectAttach
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Create a Travel Expense Report
A confirmation message will appear.
NOTE: There will be a few minutes delay beforeyou will be able to view the attachment.
The file you selected is nowlisted as an Attachment.
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If you do have additional ESS tasks, use theHistory option. If you have additional Travel
tasks, select Travel Planning andExpenses, if other ESS tasks, such as leave
request, select ESS Home.
If you do NOT have anyadditional ESS tasks, you can logout of ESS by selecting Log Off.
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Need to correct an expense report after it hasbeen paid?
Call the BCPO Travel Expense Help Desk forassistance.
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Additional Resources
Need help?
Contact the Travel Expense Help Desk:
1-800-824-0626 outside the Harrisburg area 717-346-3401 within the Harrisburg area