Amec travel expense user guide v1 3 (3)

TABLE OF CONTENTS3.………………………………………….……….

Before You Begin

4....…….……….………….The Expense Reporting

Workflow

5..……………………………………..Create an

Expense Report

10.………..……………..Open an Expense Report for

Editing

12…………..........Submit an Expense Report for

Approval

14......................................Disapproved Expense

Reports

17………………….....………………….………Add

Travel Itinerary

19……………………………………………..……..Add

a Home City

21………………………….………..……....Add a

Destination City

22……..………………………………………..Add

Itinerary Details

25..………………….…………………..……Add

Lodging Expense

26………………..…..Record Out of Town Travel

Expenses – Lodging Per Diem

30.………..…….………Meals & Incidentals Expense

(M&IE)

31.…………....………….Record Provided/Furnished

Meal(s)

33...……..Record M&IE – Reimbursed at Per Diem

Rates

35……......................................……….…Per Diem

Overages

36…………………......……..Record Lodging

Expense and/or M&IE – in Excess of the Per Diem

Rate

41…………..………………………………………..Mile

age Expense

42….....………………Record Mileage Expense for

Business Use of Personally Owned Vehicles

45……………..……………………………………….Ot

her Expenses

46………..…………………………………Record

Other Expenses

50...........................................................………Helpfu

l Tips2

BEFORE YOU BEGIN Identify your job number and confirm that you have the appropriate expense

charge codes needed.

Confirm that all dates and numbers from scanned receipts match your

expense report.

Scan and upload all receipts from your expenses onto your computer.

Use a .pdf format only.

Confirm that your receipts are not upside down or illegible.

You can also use .pdf scanner app, such as Genius Scan – PDF

Scanner, to scan receipts to your smart phone.

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TIP: Do this before you travel. Without

these you cannot complete an expense

report.

You must record expenses on

expense reports against

appropriate charge codes &

submit your expense report for

approval.

If your expense report is

disapproved by your supervisor,

our federal contract regulations

require you to correct the errors

found and then resubmit your

expense report for approval.

THE EXPENSE REPORTING WORKFLOW

YOU

Expense Report

SUPERVISOR

Expense Approval

Expense Documentation Verification

Export to PROCAS Accounting

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An expense report can include both employee paid and

company paid expenses and a combination of direct and

indirect expenses.

You must create a new expense report for each time you

travel. Each expense report will be given its own identifying

number.

Title your expense report as:

TaskOrder# DDMMM Destination

e.g., “TO46 02Sep San Diego”5

On your PROCAS home page, click on the Expenses Menu.

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CREATE AN EXPENSE REPORT

In the Expenses Menu, Click Go next to Create a New Expense Report.

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Type the name of the report in the Expense Report Name

(Required) box.

Type a description in the Expense Report Purpose/Remarks

box.

NOTE: You are required to add a description of the

purpose of all travel expenses.

If approved, type the amount of

advance received in the Advance Amount box,

otherwise leave blank.

Click Save & Edit

Expense Report.

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This is your newly created Expense Report.

From here you can add/edit itinerary, per diem, and expenses, or print the report and receipts.

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You do not need to complete your expense reports during a

single session.

You can open expense reports that have not been

submitted, have been disapproved, or have been retrieved

can be edited.

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From the Expenses Menu, select the appropriate expense report from the Edit an Open Expense Report dropdown list.

Click Go next to the Edit an Open Expense Report menu

option.

This will open the selected Open Expense Report so you can edit

it.

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OPEN AN EXPENSE REPORT

Clicking Submit on the Submit Expense Report screen is

the digital equivalent of your signature on a paper

expense report, so it must be done by you.

When you submit your expense report, your supervisor

will receive an automatic email notification.

You should print or save your completed report prior to

submitting. After your submitted expense report receives

final approval, you no longer have PROCAS access to it.

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From the completedexpense report, click Submit for

Approval.

NOTE: The “The Entry Dates Do Not Match the Itinerary Dates” message will be displayed if per diem expense is

submitted outside of the itinerary date

range.

Click Submit.

Your electronic signature will be recorded as the owner of the expense

report. The status displayed at the bottom of the report will reflect this. 13

SUBMIT AN EXPENSE REPORT

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If your expense report has been disapproved by

your supervisor, you will receive a notification email

from PROCAS.

Disapproved Comments from your supervisor will

be made on the right hand side of your retrieved

expense report.

It is your responsibility to edit your expense

report per your supervisor’s comments and

resubmit for approval.

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RETRIEVE A DISAPPROVED EXPENSE REPORT

In the Expenses Menu, select the appropriate expense report from the Edit a Disapproved Expense Report dropdown

list.

Click Go next to the Edit a Disapproved Expense Report menu.

TIP: You can also click the Expense Report hyperlink

next to the “Disapproved”

status in the upper right-hand corner.

On the Disapproved Expense Report, use the Disapproved Comments made by your

supervisor to amend and resubmit your expense report.

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OPEN A DISAPPROVED EXPENSE REPORT

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An itinerary must be completed to begin your

expense report.

Based on the itinerary, the system will

automatically determine the maximum amount

available for lodging and M&IE for each day of

travel.

The itinerary for each trip must start and end

in a home city.

HOW TO BUILD YOUR EXPENSE

REPORT

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ADD TRAVEL ITINERARY

From the expense report, click Add/Edit Itinerary.

Type your home city, in the Per Diem City Lookup box.

Type the city only, not the city and state.

Click Search.

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ADD A HOME CITY

Click Use next to the appropriate home city.

If the actual location is available do not select Standard CONUS Rate

Select Yes from the Home City list.

Click Add This Location.

TIP: Do not add the same city more than once. The purpose of this step is to create a pool of cities from which to choose departure and arrival locations

for your trip.

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ADD A HOME CITY

Type a destination city

in the Per Diem City

Lookup box. Type the city only, not the

city and state.

Click Search.

Click Use next to the appropriate destination

city. If the actual location is available do not select Standard CONUS Rate

Select No in the Home City list.

Click Add This Location.

Repeat steps to add additional destination cities

as necessary.

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ADD A DESTINATION CITY

Click Add/Edit Itinerary.

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ADD ITINERARY DETAILS

NOTE: This section of the itinerary defines the separate legs of your trip, so you need

to make entries for both when you start your trip and when you return from your

trip.

Only include the cities in which you stop to stay the night or have a direct expense in.

Select the departure city, date and time for the first leg of the trip from the Departure,Date and Time lists.

Select the destinationcity, date and time for the first leg of the trip from the Destination, Date and Time lists.

Click Add This Itinerary Item.

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ADD ITINERARY DETAILSNOTE: Your itinerary dates and times must be in chronological order. The system will not allow

you to arrive and depart simultaneously.

NOTE: The final leg of your trip must end

at a home city. Otherwise, you will

not be able to submit your

expense report. If you do not know the return date for your

trip, you should estimate the date and time and edit

later. 24

Select the departure

city, date and time for the second leg of the trip from the

Departure, Date, and Time lists.

Select the destination city, date and time for the

second leg of the trip from the Destination, Date and

Time lists.

Click Add This Itinerary Item.

Repeat Steps for additional travel legs.

Click Save & View

Expense Report.

ADD ITINERARY DETAILS

In order to access the allowable rates for

lodging on your expense report, you must first

add an itinerary for your trip.

After adding your daily lodging details, any per

diem overages will be displayed in red at the

top of your report. Any overages must be

resolved prior to submitting your report or your

report will be disapproved.

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RECORD OUT OF TOWN TRAVEL EXPENSES –LODGING PER DIEM

From the Expense Report, Click Add Expense.

Type the name of the

vendor for the purchase in the Vendor

box.

Select the payment

method from the Payment

Type list.

Type the receipt date in the

Receipt Date box.

Select Yes from the Receipt Attached list.

Type a description in the Company Credit/Debit Card Description box, if

applicable. The card description should be MC and the last 4 digits of the

card.

If your report is missing a receipt

it will be disapproved.

Add Remarks.

Click Save & Add/Edit

Details.

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Add your scanned receipt here.

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Select Lodging Per Diem from the Type list on the left side of the screen.

Click Search.

Choose the appropriate code

and click Use.

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Type the date of the first day of lodging in the Expense Date box.

Type the lodging pre-tax amount for the day in the

Pre Tax Amount box.

Type the total lodging fees and taxes amount for the day in the Tax

Amt. box.

Type a description of the purchase in

the Descript box. If a pre-authorized

overage has occurred, an

overage justification must be recorded in the description field for the date that the overage occurred.

Repeat steps for

any additional days of lodging.

TIP: Use the Copybutton to quickly

add sequential

days of lodging expense detail.

Click Save & View

Expense

Report.


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The federal govt. prescribes daily M&IE rate allowances in

cities within the Contiguous United States, Alaska, Hawaii,

U.S. Territories and all other countries.

You must first create an itinerary before recording

your M&IE.

If you are recording your M&IE using your actual

expenses, any per diem overages will be displayed in red

at the top of your report. Any overages must be resolved

prior to submitting your report or your report will be

disapproved.

While traveling, you may receive “furnished” meals

that are provided at no additional cost to you

and/or your company, e.g., as part of a convention.

If you were provided meals during your trip, you should record the daily

details of which meals were furnished in order to record the

appropriate amount of M&IE per diem reimbursements. 31

RECORD PROVIDED/FURNISHED MEAL(S)

From the Expense Report, Click

Add/Edit Furnished Meals.

TIP: You can also click the View Per

Diem hyperlink to display the Add/Edit Furnished

Meals screen.

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Select the check box(es) for the

meal(s) that were provided.

TIP: You can also click Save to

view the change(s) in per diem rates before returning to the expense report.

Click Save & View Expense

Report.

RECORD PROVIDED/FURNISHED MEAL(S)

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RECORD M&IE – REIMBURSED AT PER DIEM RATES

Click the Add M&IE Per Diemhyperlink in the upper right-hand

corner of the screen.

Select the appropriate

expense type from the Select Type list.

Click Search

.

Click Use next to the

appropriate charge code.

For direct expenses use

the correct task number.

Type the applicable date range for the appropriate charge code in the Date

From and End Date boxes. The dates can be left blank if the selected

charge code is appropriate for all of the

days included in the itinerary.

Click Add.

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NOTE: Only include days that apply to this expense report, e.g., if the duration of the trip in the itinerary extends past the period covered by the expense report, the End Date should reflect the last day of the

expense report period.

RECORD M&IE – REIMBURSED AT PER DIEM RATES

When your actual costs for lodging expenses and M&IE

are in excess of the federal government per diem

allowances, overage amounts will be displayed at the top

of your expense report. Any overages must be resolved

prior to submitting your report or your report will be

disapproved.

To resolve an overage you must separate the expense

amount into “allowable” and “unallowable” amounts.

These amounts must then be listed under the same

expense receipt.

You will need to list the “allowable” amount using the

normal charge code with the “unallowable” amount using

the “unallowable” charge code under the same expense.

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Make note of the Pre-Tax Overage and Tax Overage amounts and dates,

which have been displayed in red in the Overages section of the expense

report.

To resolve your overages,

click the task name or account description hyperlink

for the day the overage occurred.

RECORD LODGING EXPENSE AND/OR M&IE –IN EXCESS OF THE PER DIEM RATE

For the ALLOWABLE charge code:

Change the Pre Tax Amount to the allowable amount:

Subtract the receipt amount by the overage amount you noted in your report,

e.g.,

200.00-61.00=139.00.

TIP: You can also look in the overages section on your report to find the

Allowable Amount.

Change the Tax Amt. to the allowable tax amount:

Subtract the receipt tax amount by the overage tax amount you noted in your

report, e.g.,

19.98-6.09=13.89.

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Now add the UNALLOWABLEcharge code:

Select the unallowable description of the same expense type that was selected originally from the Type list on the left side of the screen, e.g., Lodging Per

Diem - Unallowable.

Click Search.

Click Use next to the UNALLOWABLE charge code, e.g., Unallowable Lodging

Per Diem. 38


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Type the date for the overage in the Expense

Date box.

Type the pre-tax overage amount you noted in your report, e.g., 61.00, in the

Pre Tax Amount box.

Type the tax overage amount you noted in your report, e.g., 6.09, in the

Tax Amt. box.

Type a description of the overage in the Descript box. This is required.

Repeat steps for

any additional per diem overages.

TIP: Use the Copybutton to quickly

add sequential

days of overage

expenses.

Click Save & View

Expense

Report.


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The Overages section in your Expense Report should have disappeared. Your expense is now listed with allowable and unallowable charge codes under one expense. Confirm that the Total

Amount listed matches your expense receipt.

You can record your mileage reimbursement when you

use your privately-owned vehicle for business travel.

This only includes roundtrips from your normal

workplace to your business destination and does

NOT include roundtrips from home to your regular

workplace.

Your mileage reimbursement amount will be calculated

automatically once you have recorded the total miles for

your trip.

The system will automatically calculate the number of

miles if odometer readings are recorded.41

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RECORD MILEAGE EXPENSE FOR BUSINESS USE OF PERSONALLY OWNED VEHICLES

From the Expense Report, click Add/Edit

Mileage.

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Select a vehicle type from the Type list, e.g., Mileage – Automobile.

Click Search.

Click Use next to the appropriate charge code.


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Type the date for the mileage in the Mileage Date box.

Type the number of miles in the Miles box, or type the

starting and ending odometer readings

in the Start Odometer and End Odometer boxes.

Type the purpose of the mileage in the

Descript box.

Repeat steps for additional

trips.

TIP: Use the Copy button

to quickly add For multiple

trips that were taken on the same day or consecutive days, weeks or months.

Click Save & View

Expense

Report.

NOTE: When

using the Miles

box , refer to

Google maps or

Map Quest to

calculate your

travel miles.

These include your other direct business

expenses that incur during your travel, i.e.,

supplies, postage, etc.

You must use the Add Expense button to create

a new purchase/receipt for each vendor receipt,

e.g., you may have a receipt for the purchase of

office supplies for each visit to the office supply

store.

Remember AMEC will not reimburse for personal

expenses incurred during travel. 45

From the Expense Report, click Add

Expense.

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RECORD OTHER EXPENSES

Type the name of the

vendor for the purchase in the Vendor

box.

Select the payment

method from the Payment

Type list.

Type the receipt date in the

Receipt Date box.

Select Yes from the Receipt Attached list.

Type the a description in the Company Credit/Debit

Card Description box, if applicable. The card

description must be MC and the last 4 digits of the card.

Type an explanation in the Missing

Receipt Explanation box

report, if applicable. Add

Remarks.

Click Save & Add/Edit

Details.

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Add your scanned receipt here.

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Select an expense type from the Type list on the left side of the screen,

e.g., Postage, Delivery, Shipping.

Click Search.

Click Use next to the appropriate charge code.


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Type the date the expense incurred in the Expense

Date box.

Type the pre-tax amount of the purchase in the Pre Tax

Amount box.

Type the taxes amount of the purchase in the Tax

Amt. box.

Type a description of the purchase

in the Descriptbox.

Repeat steps for

any additional expenses

on the same

purchase.

TIP: Use the Copybutton to

quickly add identical

purchases over

multiple days.

Click Save & View

Expense

Report.

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HELPFUL TIPS

Please ship your hard copy expense receipts within 1 week after travel to:

Finance

9210 Sky Park Ct,

San Diego, CA 92123

Once your report is approved, any monies owed to you will be reimbursed

by a hard copy check sent to your home address.