State of Kansas Travel Authorizations

1. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Entering a Travel Authorization Navigation: Employee Self Service > Travel and Expense Center > Travel Authorization > Create Choose Add a New Value, enter Employee ID, click Add In the Quick Start field, a user can choose to start from: • A Blank Authorization • A Template • An Existing Authorization The Default Value is a Blank Authorization. Travel Authorization

2. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Travel Authorization Entry Complete General Information tab • Description • Business Purpose • Default Location • Date from • Date to Description, business purpose, date from and date to are mandatory fields. Travel Authorization

3. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Details – Select Date & Expense Types Details tab you will enter each expense that requires travel authorization, such as airfare or hotel. Each expenses should be entered on a separate line item. When you select an expense there is a details hyperlink that appears. The user may need to enter additional information. Click + to add additional rows Select Payment Type and Billing Type Travel Authorization

4. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Accounting Defaults link allows you to change or add accounting information. Two options are available • Speedchart Key entry • The accounting summary information line (see page 5) After completing the Accounting information click OK. Travel Authorization

5. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Travel Authorization

6. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool After all fields are filled, click the Check for Errors button. Any fields in error will be highlighted in red and there will be an error flag on the expenses line. Click on the flag to view the detail page and correct the error. Click on the Return to Travel Authorization Entry link. If there is still an error on the Travel Authorization Entry page a red flag will appear between the Select column and Expense Type column. Fix all errors before proceeding to Submit. When you click the Submit button, the Submit Confirmation page displays to indicate the travel authorization has successfully saved, and indicates if missing or invalid information exists. You can not make changes after you submit. Travel Authorization

7. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool • Click on the Printable View icon on the View Travel Authorization Report page. • If the Travel Authorization has already been submitted, Return to the Travel and Expense Center Print Option menu or View Option menu to print a submitted report. Travel Authorization

8. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool • The Authorization ID will populate on the Travel Authorization, Find an Existing Value tab. Click on the search button. Travel Authorization

9. State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Example of the Travel Authorization Printable view document. • Click the Print icon to print the report as you would for a Word document. Travel Authorization