You can use your mouse pointer and “ Hover” - ORAU · PDF fileYou can use your...

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You can use your mouse pointer and “Hover” over items and labels to provide you with extra

information

Remember to attach all receipts over $75.00 and check the “Receipt Attached” box for the

expense or line item

Step 1: Enter the Report Name - City and State followed by the trip

Start and End Dates

Step 2: Select Travel Type

from the drop-down menu

For Non-Business/Personal

Days: Check the box and enter the

Number of Non-Business Days

Step 3 Type in the

traveler’s POC (Point of Contact)

Step 4: Enter Trip Start and Trip

End dates

Will not apply to ORISE

participants

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Entering Expenses – Airfare – ORAU Paid (Booked through Concur or ISS)

Step 1: To add the traveler’s airfare from the ISS

travel feed, select the “Items” tab on the

right-hand side of the Dashboard

Step 2: Use the drop-down

menu and select Travel Agency

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A similar screen will appear


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When you hover over an item, a plus and minus sign

will appear

Step 1: Choose the

correct Airfare used for this trip by selecting the

“plus” sign


Note: View “More Details” to see the trip dates, ticket

number and itinerary to ensure the correct

airfare is selected.

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The Purchase Date, Airfare Amount,

Description, Ticket Number, Passenger

Name, Departure Date, Return Date, and

Company Paid will auto-populate.


Use project/task from the Pre-Approval form

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Step 1: Enter Business

Purpose Step 2: Select Airfare Class

Step 3: Only check if ticket is for

companion to assist traveler with special

needs.

Step 4: Select the correct Allocation from the drop-down menu Step 5:

Save



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Step 1: Select the green plus sign next to “Transaction Fee”

Entering Expenses – Transaction Fee – ORAU Paid (Booked through Concur or ISS)

This is a fee charged by our travel agency to

purchase each ticket.

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Step 1: Enter

Business Purpose

Step 2: Enter Airline

Step 3: Select the correct allocation from the drop-down menu

Step 4: Save

Entering Expenses – Transaction Fee – ORAU Paid (Booked through Concur or ISS)


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• Additional expenses including exchange fees, additional airfare costs, and transaction fees may be associated with this trip

• Make sure you include these expenses in your Expense Report

• Failure to include these expenses may result in a delayed reimbursement

Entering Expenses – Additional Airfare – ORAU Paid (Booked through Concur or ISS)

Step 1: Under Air Expense, select

“Airfare”

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Step 1: Enter Purchase Date of

airfare ticket

Step 2: Enter the

Amount of the airfare only

Step 3: Enter the Business Purpose and the

Description

Step 4: Using the drop-down

menus, select the Air Class and Airline

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Note: Transaction fees, baggage, airport parking,

seat fees etc. will be added under additional

airfare expenses

Step 1: Enter Ticket Number

Step 2: Enter Passenger Name

Step 3: Enter Departure

and Return Dates

Step 5: Check box if passenger is

not self

Step 4: Check box

and attach the Airfare Receipt

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Step 7: Save

NOTE: For Allocation, you must choose the correct project and task number from the drop-down menu. You will receive a “Compliance” violation if you type

in the entire number and will not be allowed to submit the PA


Step 6: Choose Allocation (Project and

Task Number) – If you do not now the correct allocation, enter 0000

and select the correct number from the drop-down menu

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• You may have received an Advance Reimbursement to pay for upfront costs such as MI&E, lodging, registration fees, or other expenses. These Advance Reimbursements will need to be added to your expense report

• If your registration fee was paid directly to the conference by Accounts Payable, it will be included with the Advance Reimbursement items

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Click on the Items tab and select the drop-down

arrow beside Travel Agency to switch to the

Advance Reimbursement Tab

Step 1: To select the appropriate

Advance Reimbursement for your trip, view More Details to ensure the

correct information will be chosen

Step 2: Select the green plus sign beside the

Advance Reimbursement to add to your Expense Report

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Entering Expenses – Advance Reimbursement – ORAU Paid

Step 1: Enter Date Advance

Reimbursement was requested

and enter Amount Step 2:

Enter Description and select Reason (from the drop-down menu) for

Advance Reimbursement then check box for Receipt

Attached

Step 4: Save

Step 3: Select the correct Allocation from the drop-down menu


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• It is possible you may have more than one Advance Reimbursements paid by ORAU for this trip

• Make sure to include ALL Advance Reimbursements in your Expense Report

• Failure to include these expenses with receipts may result in a delayed reimbursement

Step 1: Under Ground Expense,

Select “POV Mileage” (Privately Owned Vehicle)

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Step 3: Enter Mileage or choose “Distance

Wizard”

Note: Mileage Amount will populate after line

item or expense is saved

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Step 2: Enter Description

Step 4: Save

Step 1: Enter Date claiming Mileage

Travel to/from airport


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Entering Expenses – Ground Transportation - POV Mileage – Using the Distance Wizard

Step 1: Enter Date claiming mileage

Step 2: Enter Business Purpose and Description

Step 3: Choose Distance

Wizard

Step 4: Save


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The Distance Wizard screen will populate

Follow step on slides 27 and 28 to enter mileage for

round-trips and one-way trips. Enter “Save” after each

entry

Step 1: Enter Start and End Destinations - For

round-trip, click on “Return to Start Location”

Note: Mileage Amount will populate on ER after being saved

Step 2: Save

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Airport codes can be used

Example: TYS (McGhee Tyson Airport)

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Step 1: Enter Start and End

Destinations

Note: Mileage Amount will populate on ER after being saved Step 2:

Save

Airport codes can be used

Example: TYS (McGhee Tyson Airport)

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Note: Screen is complete after using the Distance Wizard

Step 1: Save


Step 1: Under Ground

Expense, Choose “Rental

Vehicle” Receiving a “Green Checkmark” means

the expense/line item has been

entered correctly

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Step 1: Enter Rental

Date

Step 3: Enter Description and business justification for renting a vehicle

Step 4: Choose Car Class and Rental Agency from the

drop-down menu

Note: Remember to check Receipt Attached box and

attach the car rental receipt

Step 5: Save

Step 2: Enter total

Amount


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• Continue to add additional Ground Expenses following the previous steps

• Remember to save each expense/line item

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Step 1: Under Lodging Expense, select

“Lodging”

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Do Not Add Non-Business/Personal Dates in the Lodging Expense

Add Business Dates Only

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Step 1: Enter Lodging Invoice Date

Step 3: Enter City of Lodging and choose Location from the

drop-down list

Step 2: Enter Lodging Start

and End Dates

Note: Entering Lodging continues on next slide

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Step 4: Enter Number of

Nights

Note: “Amount” will populate after filling out

Steps 4 and 5

Step 5: Enter Daily Rate only (no taxes or

fees) from lodging receipt

Note: Entering Lodging continues on next slide

Step 6: Enter Allocation (Project and Task) - If you do not know the correct allocation, enter

0000 and choose the correct number from the

drop-down menu


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Entering Expenses – Lodging - Steps: 7, 8 and 9

Step 8: Check “Receipt Attached” if

submitting a receipt for reimbursement Step 9:

Save

Step 7: Enter Hotel and

Description

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Step 1: Under Lodging Expense, select “Taxes and Fees”

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Step 1: Enter Lodging Invoice Date


Description

Step 3: Enter the Number of

Nights and the Total Daily Tax Rate

Step 4: Save


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Step 1: Under Lodging

Expense, select “Hotel Parking”

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Step 1: Enter Lodging

Invoice Date and total Hotel Parking

Amount


Description

Step 3: Choose a Parking Type

from the drop-down menu

Step 4: Check the Receipt

Attached box, if attaching a receipt

Step 5: Save


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• Enter additional Lodging Expenses by following the previous steps

• Remember to save each expense/line item

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Step 1: Under Meals Expense,

select “Meals – PerDiem”

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Do Not Add Non-Business/Personal Dates in the Meals – Per Diem Expense (MIE)

Add Business Dates Only

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Step 1: Enter Travel Dates

Step 2: Enter City of Lodging and choose Location from the drop-down

list

Step 4: Select “CLICK HERE NEXT”

Step 3: Enter

Description Use project/task from the Pre-Approval form

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Step 1: Highlight each day

Step 2: Under “Select Meals Provided,” make the

appropriate deduction(s). The first day and last day of travel will be reported at 75%. Mark these days as “Travel Days”

Note: The correct calculation(s) will populate under

“Amount”

Step 3: Save

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Step 1: Change the Dates for each

Location

Step 2: Enter City of Lodging for each Location and make the correct selection from

the drop-down list

Step 4: “CLICK HERE NEXT”

Step 3: Enter

Description


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Step 1: Highlight each day and make the appropriate

deduction(s)

Continue to follow the same steps until ALL destinations and deductions have been

entered - then select “Save”

Step 2: Save

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Step 1: Under Reg Fee Expense, select

“Reg Fee”

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Step 1: Enter Conference Date and Registration Fee

Amount

Step 2: Enter Merchant and Description

Step 4: Enter Event

Date

Step 5: Check Receipt Attached

Step 6: Save

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Step 1: Under Other Expense,

select “ATM Fees”

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Step 1: Enter ATM Withdrawal Date and Amount

Step 2: Enter

Merchant and Description

Step 3: Save


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Step 1: Select

“Receipts”

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Step 2: Select “Upload Images”

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Step 3: Select saved file

and click on “Open”

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Receipts have now been uploaded to the Expense

Report

Note: The maximum size for a single upload is 10MB – If the file is larger, it can be split and

uploaded separately. The total size for all uploaded

images must be 100MB or less

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To add Notes to the Expense Report, select “Notes” next to Expense Detail

and Receipts

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Step 1: Type information in space

provided

Step 2: Select “Add

Note”

Your note has now been added to the Expense Report

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Step 1: Under My Recently Submitted Expenses, select an Expense Report that is still “pending” to

recall

Recalling an Expense Report will allow you to make

changes/corrections before the Expense Report starts the

approval process

Note: After selecting “Recall,” your report will be sent back to My Unsubmitted Expenses grid –

there you can make the necessary adjustments

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Make sure all your expenses/line items have a

green check mark

Note: If you receive a red triangle with an

exclamation point, the expense/line item needs to be corrected before it

can be submitted

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Step 1: Select

“Submit”

Note: The Submit Confirmation screen

will appear

Step 2: Select “Pre-Approval”

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Step 1: Select the correct Pre-Approval (PA) from the drop-down menu

Step 2: Verify that you have

chosen the correct PA and click on “Select”

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Step 1: Once you have attached your PA, select “Submit” to submit your Expense

Report (ER)

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For Assistance, please contact:

• SAWD Travel (865) 576-6500 [email protected]

Remember – If the trip contains Non-Business/Personal days, a business only airfare simulation and cost comparison

spreadsheet MUST be attached to the ER.

Simulations MUST be obtained on the same day of ticketing

mailto:[email protected]

You can use your mouse pointer and “ Hover” - ORAU · PDF fileYou can use your...

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