Travel and Expense System

1. Travel and Expense System BYU Purchasing & Travel Last UpdatedJanuary 13, 2009

2. Main MenuJoe reviews the menu and selects New Travel Request.

3. New Travel RequestJoe enters his trip information and destination, and his request for a cash advance. He clicks Attach Documents to attach a copy of the conference brochure for reference. He notices that Harold Green, the Department Chair and his preferred approver, is selected to receive the email notification to approve his request. Joe submits the form and exits.

4. Approval Request Email Harold Green receives the following email from Simply Travel. He can either approve the plan directly from the email, or login to see all his approval requests. Harold decides to login to view the request. If the travel plan is not approved, it will appear on the Incomplete/Returned Documents page for Joe to change or delete.

5. Travel Request Approval Harold selects Department Approvals from the Main Menu.

6. Approval Menu Harold reviews his list of approval requests and selects each one to approve.

7. Approve Travel Request Harold reviews Joe’s request. He is able to update any fields, or if he wants more information, he can enter his questions in the Comment box and return the document to Joe. Harold approves Joe’s trip.

8. Approval Email Joe receives an email through Simply Travel to let him know that Harold has approved his travel request.

9. Travel Expense Reimbursement Joe has returned from Italy and had a great time at his conference. He wants to reconcile his travel card charges and complete his reimbursement. After a successful login to Simply Travel, he selects NewTravel Expense Reimbursement.

10. Select a Travel Plan Joe has more than one open travel plan, so he views them here and selects the correct one.

11. Travel Card Reconciliation Joe reviews his card charges and selects the purchases that apply to his trip to Italy. When he is finished, Joe clicks Submit to continue his travel expense reimbursement.

12. Travel Expense Reimbursement Joe reviews his charge card totals in the expense categories. He clicks Adjust Per Diem to clarify his Per Diem Meals items and Add Other Meals in the separate pop-up windows (shown next). He attaches notes, and notices that his cash advance is entered and totals are displayed at the bottom. After all totals are correct, Joe clicks Submit to request approval from Harold Green.

13. Per Diem Meals Joe refines his Per Diem meals here. The total number of days traveled is displayed, and he adjusts the number of meals per day if necessary. The Totals reflect the number of meals selected.

14. Other Items Joe itemizes his Other Items here. Any number of lines may be added.

15. Other Meal Items Joe enters his Other Meal items and closes this window. After all totals are correct, Joe clicks Submit to request approval from Harold Green, and exits Simply Travel.

16. Non-Travel Expense Reimbursement Joe has several receipts for which he wants to receive reimbursement. He logs in to Simply Travel and selects New Non-Travel Expense Reimbursement.

17. Non-Travel Expense Reimbursement Joe attaches any open credit card charges and enters his personal reimbursement items, selects categories and account codes, and attaches receipts. He sends an email for approval to his favorite department chair, Harold Green. Harold logs in and reviews the transaction in the same manner as he did for Joe’s travel requests.

18. Non-BYU Employee Expense Joe invites an associate to speak in a department forum. Afterwards, Joe wants to reimburse his friend’s travel expenses. After login,Joe selects NewNon-Employee Expense Reimbursement from the Menu. He completes the form below and requests approval via email from Harold Green.

19. Other Features Joe and Harold can login to Simply Travel at any time to update their profiles, view department travel and reimbursement history, and review the travel calendar and reporting tools.

20. User Profiles Joe and Harold can update their profiles, and Joe can select and rank his approvers. Department proxy users are also viewed and managed here. (The Fast Track approval process is assumed for this demonstration. Department controllers and financial administrators are notified by email when approvers are changed.)

21. Travel System History Joe and Harold can search their transaction history from available criteria, including closed records from any date. Each campus department can view its own transactions; system administrators can view all records.

22. Travel Calendar Joe or Harold can view Ancient Scripture personnel traveling in a selected month/year or country. Tool tips over the flag images display the country name and actual travel dates. Country options also include “Domestic” or “Foreign” travel. All historical and current records are available. System administrators can view all travel records.

23. Reporting Tools Patty Moneysense, the Ancient Scripture controller, is quite excited to use the data reporting tools. With this information, she can manage her financial responsibilities quite well!

24. The End System administrators and the Travel Help Desk can login as any User to view their transactions. Other reporting and admin functions will be added as needed. Proxies can set up their department user profiles to facilitate department transactions being entered. Thank you, Joe Traveler and the BYU Purchasing Division