Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 1 Employee Self Service – Create a Travel Expense Request tutorial

9/01/08 ESS Travel Expense Request ECC 6.0 vers 1.0

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IntegratedEnterprise System

Employee Self Service – Create a

Travel Expense Request tutorial


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Trigger

Employee has returned from a business trip and now needs to submit a travel reimbursement request.

Trigger


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Tips and Tricks

Tips and Tricks

•Time formats are entered based upon a 12 hour clock along with AM/PM, ie 3:00 pm.

•Do not use your browser buttons to navigate while in the travel reimbursement request, use the ESS navigation buttons.

•You may need to use the scroll bars to navigate in order to access all options.


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Create a Travel Expense Request

Open the navigation menu, select “Travel

Management” and then “Travel and Expenses”.


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Since this expense report will be created from an existing travel request,

select “My Trips and Expenses”.

Note: If a travel request or travel plan does not exist for the trip, select

“Create Expense Report”.



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Select the “My Travel Requests” tab to view a listing of existing trips.



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Find the trip and select “Create expense report”



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Use the drop down to select “Business trip”

and then select the “Next Step” button.



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Review the pre-populated information and make changes as needed.

Notice all of the information contained in the travel request/plan is

pre-populated into the expense report.

Required fields are marked with a red

asterisk *



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If your trip is to a high cost area, use the drop down menu to select the region. Hint: when you select the drop down, press the first letter of the state to jump to those regions.

For example, G for Georgia.



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If your trip contains multiple destinations, select “Additional

Destinations” to open a screen to enter these destinations.



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Enter the date, location and region for each of the additional destinations.

When completed, select “Accept” to

continue.



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If you need to change the coding on your entire trip, select “Change Cost Assignment”. If you have questions on the correct account coding to be used, please see your supervisor or

contact your fiscal office.



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Enter the new account coding. If you have more than one account code, select “New Entry”.

When completed, select “Accept” to continue.



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Select “Mileage Details” to enter the number of

miles driven by day using either a state vehicle or your personal vehicle.

All mileage must be broken down by segment.

Lump sum entries are not permitted.



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Enter the date, number of miles, starting and

ending locations and select the type of vehicle.

When completed, select “Accept” to continue.



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When you are ready to enter your expense, select “Next

Step”



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Any items from the travel request/plan will be pre-populated. If “Estimated Expenses” is listed, you will need to delete the

item.

Do NOT delete any entry that pre-populates from

the travel plan.



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To delete Estimated Expenses, select the item

and then select the “Delete” button.



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Now you are ready to enter your 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

the amount, date and any other required field.

When needed, use the Comment box to provide supporting justification for the expense you are

claiming.



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When you are ready to select another expense,

select “New Entry”



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If you need to change the coding for a particular

expense, select “Change Cost Assignment”



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Enter the new account coding. If you have more than one account code, select “New Entry”.



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If you are entering same expense type multiple times, select “Copy”.

This will make a copy of what you just entered,

then change the date and amount claimed as

needed.



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When you are done entering expense types,

select “Next Step” to continue.



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The Summary page will be displayed. This will

summarize the total expenses being claim, the

amount being paid by COPA, any advances and what is being paid to the

employee.



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You will then have two options.

Save – This will save the expense report but will not submit it to your supervisor for approval.Save and Submit – This will save the expense report and will submit it to your supervisor for approval.



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For this example, the traveler is submitting to

their supervisor for approval. So select “Save and Send”



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After the trip is saved, the trip number will be

displayed.

You can view the statement by selecting

“Display Reimbursement Request”



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The Travel Expense Statement will be

displayed.

To print, follow the instructions at the top of the form.



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Depending upon your computer settings, you

may need to use the two scroll bars to navigate

through the statement.



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If after reviewing the reimbursement request, you do have additional ESS tasks, use the History option. If you have additional Travel tasks, select “Travel and Expenses”, if other ESS tasks, such as leave request, select

“ESS Home”.

If after reviewing the reimbursement request,

you do NOT have any additional ESS tasks, you

can log out of ESS by selecting Log Off.



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Submitting Receipts

After submitting a travel reimbursement request, submit all required receipts to the Bureau of Commonwealth Payroll Operations using the pre address receipt envelope: S T D 192-B.



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Need to correct an expense report after it has been paid?

Call the BCPO Travel Help Desk for assistance.



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Additional Resources

Need help?

Contact the Travel Help Desk:

• 1-800-824-0626 outside the Harrisburg area• 717-346-3401 within the Harrisburg area

•[email protected]

•http://www.oit.state.pa.us/bcpo/cwp/view.asp?a=3&q=172966

Documents

Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 1 Employee Self Service – Create a Travel Expense Request tutorial