eTravel Authorization / Reimbursement Overview

1. eTravel Authorization / Reimbursement Overview SOLAR Financials solarfin@csun.edu x 6685 July 8, 2014

2. Benefits • Electronic Documents & Approvals • Online Document Status • Eliminate Paper Process & Manual Delivery • Electronic Attachments • Electronic Deposit of Reimbursement • Encumber Travel Authorization Estimates • Reduce Reimbursement Time

3. GettingStarted Production • Access eTravel Reimbursement from the portal • Login to the portal • Navigate to the CSUN eTravelpagelet • Click on Employee eTravel Center • Contact the IT Help Desk for help on personalizing portal pages

4. TravelAuthorizations Creating a Travel Authorization From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected. Note: If a delegate has been assigned the ability to create a travel authorization on behalf of another traveler, choose the appropriate employee under Select Employee.

5. TravelAuthorizations Creating a Travel Authorization Fill out the General Information section • Description: Short explanation of your planned travel • City, State – Name of Event/Training • Business Purpose: Select best option • Default Location:Currently not available • Date From and Date To: Planned travel dates - Note: The date must be equal to or after the current date • Comment: Provide any additional information not in Description • Attachments: Attach appropriate documentation - Note: Attachments can be made at the Header or Expense Line

6. TravelAuthorizations Creating a Travel Authorization Fill out the General Information section • Expense Type: Used to indicate the type of expense, Detail required varies based on selection • Date: Anticipated date of expense • Amount: Anticipated amount of expense • Attachments: Relevant documents required for approval or 3rd Party Payment need to be attached at the header or line • Payment Type: Traveler Paid or CSUN Paid • Billing Type: Based on destination • Note: Billing Type will apply to all expense lines • Create A Cash Advance: Do not use, this is currently not supported

7. TravelAuthorizations Creating a Travel Authorization Fill out the Details section

8. TravelAuthorizations Creating a Travel Authorization Other functionalities – refer to http://www.csun.edu/travel/etravel • Add New Expense • Add Multiple Expenses • Copy Expense • Delete Expense • Check for Errors • Update Totals • Save for Later • Submit

9. TravelAuthorizations Travel Authorization Quick Start A new Travel Authorization can quickly be generated based on an existing travel authorization by using the Quick Start dropdown menu. From the Travel and Expense Center, select Create under Travel Authorizations. A blank authorization page will be created for the employee selected. Click on the Quick Start dropdown menu and select An Existing Authorization. Find and select the Travel Authorization that was previously created.

10. TravelAuthorizations • The traveler or delegate can modify a Travel Authorization when it is in Pending status. • A Travel Authorization can be modified if it has not been completely approved. Modify a Travel Authorization From the Travel and Expense Center, select Modify under the Travel Authorization section. Note: If there is more than one travel authorization in pending status, choose the appropriate travel authorization to modify.

11. E-Refund • Enter the Portal • Click on staff tab • Under Human Resources / Employee • Go to Update eRefundBank Info • e-Refund Instructions: http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf Note: You only have to complete this process once to be signed up for eRefunds.

12. TravelDocuments Check Status of a Travel Authorization, Cash Advance, or Expense Report Navigation Main Menu > Travel and Expenses > document type > View

13. TravelDocuments Check Status of a Travel Authorization, Cash Advance, or Expense Report

14. eTravelWorkflow Routing Note: International Travel Request takes extra steps to complete. Please allow 1-3 weeks for processing after submitting your documentation to Insurance & Risk Management .

15. TravelDocuments Travel Status Types Pending– Saved for Later, it’s still in the traveler’s queue Submission in Process – Submitted but not approved Sent Back For Revision – Returned to Traveler for edits Resubmitted – Resubmitted for approval Approvals in Process – Once approved by initial approver Approved – Approved by all Closed– Travel Authorization has been associated with an Expense Report and paid or cancelled Cancelled – Traveler cancelled the travel request

16. TravelDocuments Travel Documents Sent Back for Revision When an approver wants edits made to a Travel Authorization it will be sent back for revision. • Main Menu > Travel and Expenses > Travel Authorization > Modify • If the Travel Authorization selected needs revision, “Sent Back For Revision” will be on the top left corner of the view • Click on the top right comments in red to view approver’s request for revision

17. TravelDocuments Travel Authorizations Sent Back for Revision • Review Approver’s Comments • Navigate to Modify Travel Authorization and make corrections as necessary.

18. DeletingRequests The traveler or delegate can delete: • A Travel Authorization when it is in Pending status. • A Cash Advance when it is in Pending status. • To delete a submitted request, notify the approver to send it back for deletion. Deleting a Travel Authorization From the Travel and Expense Center, select the 3 more…link under the Travel Authorization section followed by the Delete link. Choose the appropriate request to delete and select the Delete Selected Travel Authorization button.

19. CancellingRequests The traveler or delegate can cancel: • A Travel Authorization once it has been fully approved: • If it has not been copied to an expense report • Does not include “CSUN Paid”. • A Cash Advance or Expense Report cannot be cancelled once approved. How to Cancel a Travel Authorization • From the Travel and Expense Center, select the 3 more.. link under the Travel Authorization section • Click Cancel • Select the appropriate travel authorization to cancel and select the Cancel Selected Travel Authorization button. Note: Only cancel the Travel Authorization if you are NOT going on the trip!

20. ExpenseReports

21. ExpenseReports Creating an Expense Report Complete the Expense Details page • Business Purpose: Select the appropriate option • Report Description: Short explanation of the trip • Reference: Do not use • Default Location: Currently not available • Authorization ID: Will reference the selected Travel Authorization ID • Actions: Apply any associated cash advance(s) from the drop down list

22. ExpenseReports Creating an Expense Report Complete the Expense Details page (cont’d) • My Wallet: Apply any scanned receipts from a smartphone - Note: Delete lines copied from the Travel Authorization • Attachments: Attach necessary documents for reimbursement - Note: Attachments can be made at the Header or Expense Line • Update expense lines to reflect the actual dates and expenses incurred on the trip

23. ExpenseReports Expense Details Page

24. ExpenseReports Expense Summary Page

25. ExpenseReports Creating an Expense Report Use other functionalities – refer to http://www.csun.edu/travel/etravel • Add New Expense • Add Multiple Expenses • Delete Expense • Receipt Split / No Receipt • Summary • Notes

26. ExpenseReports Creating an Expense Report Use other functionalities • Save for Later – Select if the request is not ready to be submitted for approval. • Submit Expense Report- To submit the request for approval, check the box to certify the expenses submitted are accurate and comply with the CSU policy and select the certification checkbox, then the submit button. • The submission must be done by the traveler.

27. ImportantResources Learning eTravel • eTravel Guides: http://www.csun.edu/travel/etravel • eTravel Guidelines: http://www.csun.edu/travel/etravel-guidelines • Training Schedule: http://www.csun.edu/finsys/sf-training-schedule • Foreign and High Risk Travel: http://www.csun.edu/travel/risktravel Other Resources • e-Refund Instructions: http://www.csun.edu/sites/default/files/ap-employee-erefund.pdf • Create a Ticket: http://techsupport.csun.edu