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CSU – Travel System Training Table of Contents

CSU – Travel System Training Table of Contents. Module 1 - Download and Save the CSU Travel Form……………………………………… Slide 3 Module 2 - Adobe Acrobat® .…………………………………………………………………… Slide 8 Module 3 - Saving Preparer Data Files….……………………………………………………. Slide 12

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CSU – Travel System Training Table of Contents

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  1. CSU – Travel System TrainingTable of Contents • Module 1 - Download and Save the CSU Travel Form……………………………………… Slide 3 • Module 2 - Adobe Acrobat® .…………………………………………………………………… Slide 8 • Module 3 - Saving Preparer Data Files….……………………………………………………. Slide 12 • Module 4 - Saving Traveler Data Files….……………………………………………………. Slide 15 • Module 5 - Create a Pre-Trip Document • Step 1 (Preparer Information) ……………………………………………………………. Slide 18 • Step 2 (Traveler Information) …………………………………………………………….. Slide 20 • Step 3 (Trip Itinerary) …………………………………………………………………….. Slide 22 • Step 4 (Ticketed Transportation) …………………………………................................ Slide 23 • Step 5 (Meals Per Diem) ...………………………………………………………………. Slide 24 • Step 6 (Additional Trip Expenses) ..…………………………………………………….. Slide 27 • Step 7 (Travel Advance) ..……………………………………………………………….. Slide 30 • Step 8 (Travel Voucher) ..……………………………………………………………….. Slide 31 • Module 6 - Approval Requirements for Travel Documents …………….………………….. Slide 34 • Module 7 - Create a Post-Trip Document…………………………………………………….. Slide 36 • Module 8 - Create an Amendment Document….……………………………….................... Slide 43 • Module 9 - Who Do I Call?...…………………………………………………………............... Slide 50 Last Updated Sept 19, 2007

  2. Travel Application Overview 3 Pre-trip documents (State Card Preferred) + + + + Additional Advance Meals Itinerary Tickets Post-trip documents + 15% Tolerance Approval Approval Travel Desk Voucher Travel Agent Receipts Reconcile Advance Pre-trip documents Last Updated Sept 19, 2007

  3. Travel Application Background 3 Pre-trip documents • Transient forms used to update the Travel Voucher • Contains application logic (per diem calculations, mileage, totals, subcode translations…) • Once updated to the Travel Voucher these forms are blanked. + + + + Additional Advance Meals Itinerary Tickets • Updatable forms which can be saved and reused. • Requires a full version of Adobe. Voucher Last Updated Sept 19, 2007

  4. Module 1 - Download and Save the CSU Travel Form • Go to the Business & Financial Services website at the following address busfin.colostate.edu • Find the Travel link on the left hand navigation bar and click on it • Under Applications and Forms: Note that there are three versions of the Travel Form – one is for use with either Adobe Acrobat 5.0 or 6.0. The others for use with Adobe Acrobat 7.0 or 8.0. Last Updated Sept 19, 2007

  5. Module 1 - Download and Save the CSU Travel Form • Right click on Travel Form • Select “Save Target As” Last Updated Sept 19, 2007

  6. Module 1 - Download and Save the CSU Travel Form • We recommend that you save the Travel Form to a drive that gets backed up on a regular basis. If you don’t know what drive to use ask your department’s network administrator or PC Support • Click on the yellow folder with the star in the upper right hand corner to create a new folder Last Updated Sept 19, 2007

  7. Module 1 - Download and Save the CSU Travel Form • Type in the name “Travel” for your new folder • This folder is where you will save all of your travel documents and files • Double click on the Travel folder to open it Last Updated Sept 19, 2007

  8. Module 1 - Download and Save the CSU Travel Form • Keep the Object name the same as what is downloaded: CSU-TS-Ver-4.0X.pdf • Make sure the Save as type is: Adobe PDF Files (*.pdf) • Click on Save • Close out of the browser windows that are open on your screen Last Updated Sept 19, 2007

  9. Module 2 - Adobe Acrobat® • The Colorado State University Travel Form is a dynamic Adobe Acrobat® form. It can be opened and completed using either Acrobat Reader® (5.0 or later - which is available for free!) or with the full version of Adobe Acrobat® (5.0 or later). • The benefit of having the full version of Adobe Acrobat® is the ability to save preparer and traveler data files which eliminates the need to re-key this data each time you create a document. • Another benefit of having the full version of Adobe Acrobat® is the ability to save travel documents. • Acrobat Reader® does not have the capability to save data. For infrequent travelers or travel preparers, Acrobat Reader® will be adequate. Last Updated Sept 19, 2007

  10. Module 2 - Adobe Acrobat® • If you don’t know which version you are using open up the application and click Help on the menu bar then select About Adobe Acrobat® or About Acrobat Reader® • On the screen you will see which version you are using. • Adobe Acrobat® 5.0 (full version) • Acrobat Reader® 5.0 (free version) • Click on the window to close Last Updated Sept 19, 2007

  11. Module 2 - Adobe Acrobat® • We will now introduce some basic navigation and viewing features available in Adobe. • Click on File • Select Open • Find the Travel folder that you created • Double click on the Travel Form that you downloaded CSU-TS-Ver-4.0x (for either AA5/AA6, AA7 or AA8pdf) Last Updated Sept 19, 2007

  12. Module 2 - Adobe Acrobat® • Adobe provides some tools for navigation and viewing • You can navigate through the pages of the document using these icons on the top menu bar • The bar with the Left Arrow will take you to the first page of the document • The Left Arrow alone will take you to the Previous Page • The Right Arrow alone will take you to the Next Page • And the Right Arrow with the bar will take you the last page of the document First Page Previous Page Next Page Last Page These same icons are on the bottom of the screen. This also shows you which page you are currently on • You can resize the screen by using the zoom in and out icons. The minus icon will make the screen smaller the plus icon will make the screen larger. Zoom Out Zoom In Last Updated Sept 19, 2007

  13. Module 3 - Saving Preparer Data Files • If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files. • If you are using the full version of Adobe Acrobat® , open the Travel Form (CSU-TS-Ver-4.0x (for AA5-AA6 or AA7pdf) that you saved under the main Travel folder. If you just finished with Module 2 you may already have the Travel Form open. • At the Switchboard click on Step #1, Preparer Information • Complete all of the fields on this form • Click on Save Preparer’s Data Last Updated Sept 19, 2007

  14. Module 3 - Saving Data Adobe 8 • message appears in Adobe 8 when trying to save the preparer and traveler information. Last Updated Sept 19, 2007

  15. Module 3 - Saving Data Adobe 8 • Click on Forms on the tool bar (see above), Manage Form Data, Export Data. • Navigate to where you want to save your file. Change the filename. Save. Last Updated Sept 19, 2007

  16. Module 3 - Saving Preparer Data Files • If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box • Create a new folder for the Preparer under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner • Name this folder the LastName-FirstName of the preparer • Double Click on the preparer folder to open it • Change the Object name to: lastname-preparer-data • Make sure the Save as type is: Acrobat FDF Files (*.fdf) • Click on Save • This preparer data can now be used when creating travel documents Last Updated Sept 19, 2007

  17. Module 3 - Saving Preparer Data Files • Click on Clear Form • When asked “Are you sure you want to clear all the fields on this form” click Yes • Repeat the steps above for the next Preparer VERY IMPORTANT!! • When you are done creating Preparer data files close the Travel Form • Click NO when asked if you want to save changes to the Travel Form CSU-TS-Ver-4.0x.pdf • You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x.pdf) to preserve the state of your BLANK TEMPLATE Last Updated Sept 19, 2007

  18. Module 4 - Saving Traveler Data Files • If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files. • If you are using the full version of Adobe Acrobat® open the travel form (CSU-TS-Ver-4.0x.pdf) that you saved under your main Travel folder • At the Switchboard click on Step #2, Traveler Information • Complete all of the fields on this form • Click on Save Traveler’s Data Last Updated Sept 19, 2007

  19. Module 4 - Saving Traveler Data Files • If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box • Create a new folder for the Traveler under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner • Name this folder the LastName-FirstName of the traveler (MacNaughton-Connie) • Double Click on the traveler folder to open it • Change the Object name to: lastname-traveler-data • Make sure the Save as type is: Acrobat FDF Files (*.fdf) • Click on Save • This traveler data can now be used when creating travel documents Last Updated Sept 19, 2007

  20. Module 4 - Saving Traveler Data Files • Click on Clear Form • When asked “Are you sure you want to clear all the fields on this form”, click Yes • Repeat the steps above for the next Traveler VERY IMPORTANT!! • When you are done creating Traveler data files close the Travel Form • Click NO when asked if you want to save changes to the Travel Form CSU-TS-Ver-4.0X.pdf • You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x) to preserve the state of your BLANK TEMPLATE Last Updated Sept 19, 2007

  21. Module 5 - Create a Pre-Trip Document Step 1 (Preparer Information) • Open the Travel Form (CSU-TS-Ver-4.0X.pdf) that you saved under your main Travel folder • At the Switchboard click on Step #1, Preparer Information • If you are using Acrobat Reader® , type in the data for the fields • If you are using Adobe Acrobat®, and you have created a preparer data file, you can auto-fill this page by clicking on Load Preparer’s Data • Find your preparer folder • Double click on your preparer data file to import the data Last Updated Sept 19, 2007

  22. Module 5 - Create a Pre-Trip Document Step 1 (Preparer Information) • Click Submit Preparer Information this sends the information to the Travel Advance and the Travel Voucher Last Updated Sept 19, 2007

  23. Module 5 - Create a Pre-Trip Document Step 2 (Traveler Information) • At the Switchboard click on Step #2, Traveler information • If you are using Acrobat Reader® , type in the data for the fields • If you are using Adobe Acrobat® , and you have created a traveler data file for this person, you can auto-fill this page by clicking on Load Traveler’s Data • Find your traveler folder • Double click on your traveler data file to import the data Last Updated Sept 19, 2007

  24. Module 5 - Create a Pre-Trip Document Step 2 (Traveler Information) • Click Submit Traveler Information, this sends the information to the Travel Advance and the Travel Voucher Last Updated Sept 19, 2007

  25. Module 5 - Create a Pre-Trip Document Step 3 (Trip Itinerary) • At the Switchboard Click on Step #3, Trip Itinerary • Click on the Document Type drop down box and select Pre-Trip • Select Out-of-State from the Trip Type drop down box • Enter the Begin and End Travel dates using the 2 digit month, day, year format separated by forward slashes. For this trip enter 04/01/06 for the begin date and 04/10/06 for the end date. • Enter Seattle, WA for the initial destination. For multiple destination trips, enter the additional locations in the comments field. • Enter the Trip Description, Justification, and Comments in the field provided • Select to use the default account number or to manually enter account numbers (Note: the default account number was specified in Traveler Information. If the Manually Enter Account Number button is selected, the program will prompt you when these accounts need to be entered.) • For this training click on Manually Enter Account Numbers • Click Submit Itinerary Information to send this data to the Travel Advance and the Travel Voucher Last Updated Sept 19, 2007

  26. Module 5 - Create a Pre-Trip Document Step 4 (Ticketed Transportation) • If you are not purchasing airline tickets, or tickets from any common carrier, skip to Step #5, Meal Per Diem Rates • If you are purchasing airline tickets, or tickets from any common carrier, at the Switchboard click on Step #4, Ticketed Transportation • Select Frosch (Travel Connection) from the Travel Agency drop down box • Enter $500.00 for the Ticket Value. This ticket value should include any service fees. • Select the Ghost Card Payment Method from the drop down box. If the traveler is to be reimbursed for the ticket, you would chose Visa or Other. • We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112. • Click Submit Ticket Information to send this data to the Travel Advance and the Travel Voucher Last Updated Sept 19, 2007

  27. Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem) • If you are not reimbursing the traveler for meals, skip to Step #6, Additional Trip Expenses otherwise click on Step #5, Meal Per Diem Rates • The per diem location and dates are auto-filled with the information that you entered for the trip itinerary • Meal reimbursements are allowed for the actual cost of meals up to the maximum allowable per diem rate without receipts. • Click on Find Per Diem to find rate for your destination(s) or open your browser to B&FS website, Travel, then Per Diem rates. • Input the rate and click Calculate Per Diem button. • Enter any meals provided separately • Click on Calculate & Subtract Meals Last Updated Sept 19, 2007

  28. Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem) • Traveler will be reimbursed actual costs up to the per diem allowed for that location. DO NOT PROVIDE RECEIPTS. • Day trips (single day travel) which start and end on the same day are not eligible for meal reimbursements. • First and last day of travel are reimbursed at ¾ (75%) per diem rate no matter what time the travel begins or ends. Last Updated Sept 19, 2007

  29. Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem) • We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112. • Click on Submit Total Per Diem Last Updated Sept 19, 2007

  30. Module 5 - Create a Pre-Trip Document Step 6 (Additional Trip Expenses) • At the Switchboard click on Step #6, Additional Trip Expenses • From the list of expenses select lodging • Enter $750.00 for the total lodging cost • Type in 04/01/06 to 04/10/06 for the Date(s) • Break this expense down by dollar amount allocating $750.00 to account 111111. • Click Submit Expense • Select 2WD – Mileage from the list of expenses • Enter 150 miles in the field provided • Enter 04/10/06 for the Date • We will break this expense down by percentage allocating 100% to account 111111. • Click Submit Expense • Click Back to Switchboard Last Updated Sept 19, 2007

  31. Module 5 - Create a Pre-Trip Document Step 7 (Travel Advance) • If requesting a Travel Advance, at the Switchboard click on Step #7 • Remember: The preferred method of obtaining a travel advance is by using the State Travel card • Enter $150.00 for the Advance Requested amount, tab out of field • Enter 111111 for the Account Number • Click on Get TV Number • Please note: to obtain a travel advance the cashiers office will need the traveler’s CSU ID (8xxxxxxxx). Last Updated Sept 19, 2007

  32. Module 5 - Create a Pre-Trip Document Step 7 (Travel Advance) • Click on Print Form • Specify to print pages 8 of 8 for the Travel Advance • Click OK • Get the travel Approver’s signature • Take this form to the Travel Office for approval • The travel advance can be received in the Cashier’s office. • Click on Switchboard Last Updated Sept 19, 2007

  33. Module 5 - Create a Pre-Trip Document Step 8 (Travel Voucher) • At the Switchboard click on Step #8, Travel Voucher • If Step 7, Travel Advance was skipped, click on Get TV Number • You are viewing the first page of the 4 page voucher • Review the Trip Itinerary, Traveler Information, and Preparer Information sections – these are editable fields if you need to make changes • You can also enter in additional comments by clicking in the box • Click the Next Page arrow on the Adobe navigation bar to view the pre-trip estimated expenses on the second page of the voucher Last Updated Sept 19, 2007

  34. Module 5 - Create a Pre-Trip Document Step 8 (Travel Voucher) • Review the pre-trip expenses for accuracy • If you need to make a minor change to an expense these are all editable fields • You can delete an expense by clicking on the Delete button to the left of the line item • Click the Previous Page arrow on the Adobe navigation bar to return to the first page of the voucher Last Updated Sept 19, 2007

  35. Module 5 - Create a Pre-Trip Document Step 8 (Travel Voucher) • Click on Save Form • Navigate to theTraveler’s folder: MacNaughton • Change the Object name to: Seattle-04-10-06.pdf • Make sure the Save as type is: Adobe PDF Files (*.pdf) • Click on Save Last Updated Sept 19, 2007

  36. Module 5 - Create a Pre-Trip Document Step 8 (Travel Voucher) • Click on Print Form • Specify to print pages 9 to 10 (or 12) depending on how many expenses you entered click OK • Obtain the necessary approvals • Keep this form on file and submit it with the Post-Trip document and receipts • If you ordered airfare send this form to the Travel Agency ** For auditing purposes it is important that the Travel Agency receives a copy of this form - it authorizes them to charge our ghost card for the airfare you ordered** • Close out of the document • Say No when asked if you want to save changes as they have already been saved Last Updated Sept 19, 2007

  37. Module 6 - Approval Requirements for Travel Documents • Who is a Travel Approver? • A Travel Approver must be the traveler’s supervisor • All international travel must be approved by both the supervisor and Dean or VP • If the supervisor is a Dean or VP then an additional approval is required by either a VP or the President of the University • Travel for Department Heads must by approved by the Dean or VP • Travel for Deans must be approved by the VP/Provost • Travel for VPs must be approved by the President of the University • For information on what to do when there are changes to travel approvers contact the Travel Office: Jackie Riba at 491-1363 or Terri Bedan at 491-6021 Last Updated Sept 19, 2007

  38. Module 6 - Approval Requirements for Travel Documents • What is the process for approving travel documents? • For in-state travel with airfare, out-of-state travel, and international travel, proof that the trip was pre-approved, either in writing or electronically, is required by Colorado State Fiscal Rules. Please note that this approval must be done prior to the trip date. • There is a 15% tolerance on reimbursed expenses between what is on the pre-trip document and those submitted for payment on the post-trip document. • When the pre-trip voucher is completed, it should be printed and the travel approver’s signature should be obtained. The pre-trip document should then be kept on file and submitted with the post-trip document. • The Travel Desk must receive the following in order to reimburse the traveler for the trip • Approved Pre-Trip voucher (if applicable – in-state (with airfare), out-of-state, international) • All necessary receipts • non-meal expenses over $25.00 require a receipt • Post-Trip voucher with both the traveler’s signature & the account approver’s signature As long as the expenses on the post-trip voucher do not exceed the estimated expenses on the pre-trip voucher by 15%, additional approval by the supervisor is not required to obtain reimbursement. • For travelers in remote locations or in different locations than their travel approver, the pre-trip document can be emailed for approval. The travel approver must reply to the traveler and the travel preparer via email that: Travel Voucher #XXXXXX for Traveler John Doe, in the amount of $1,500 is approved. A copy of this email must be attached to the post-trip document in order for reimbursement to occur. Please note that this email must be dated prior to the trip date. Last Updated Sept 19, 2007

  39. Module 7 - Create a Post-Trip Document • Open the Pre-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder Last Updated Sept 19, 2007

  40. Module 7 - Create a Post-Trip Document • At the Switchboard, Click on Step #3, Trip Itinerary • Select Post-Trip from the Document Type drop down box • Click on Switchboard Don’t hit Submit or you will overwrite the Itinerary information that you originally entered! Last Updated Sept 19, 2007

  41. Module 7 - Create a Post-Trip Document • Click on Step #8, Travel Voucher • Go to the second page of the voucher Last Updated Sept 19, 2007

  42. Module 7 - Create a Post-Trip Document • Enter the Post-Trip Expenses in the column provided • Enter all post-trip expenses the same as the pre-trip expenses except for mileage. Enter $300 for mileage • If you need to add additional expenses to the voucher it is recommended that you go through the Switchboard so that the subcodes will be generated for you • Return to page 1 of the voucher Last Updated Sept 19, 2007

  43. Module 7 - Create a Post-Trip Document • Please note the over tolerance message - Don’t forget to re-route your Post-Trip document for approval if you see this! Last Updated Sept 19, 2007

  44. Module 7 - Create a Post-Trip Document • Click on Print Form • Specify to print pages 9 to 10 for the Travel Voucher, Click OK • If necessary, obtain additional approvals • Have the traveler sign and date the Certification statement • If the traveler is a non-employee then a department approving authority may sign on behalf of the traveler • If the traveler is a remote employee a department approving authority may sign on behalf of the traveler only if the traveler completes a Travel Voucher Signature Delegation form authorizing them to do so. This form can be found on the CSU – Travel System website under Applications and Forms. • Attach all receipts to this form along with the approved pre-trip voucher and if applicable the email approval • Submit these documents to the travel desk for reimbursement Last Updated Sept 19, 2007

  45. Module 7 - Create a Post-Trip Document • Click on the floppy disc icon to save the document • Close out of the document Last Updated Sept 19, 2007

  46. Module 8 - Create an Amendment Document • Open the Post-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder Last Updated Sept 19, 2007

  47. Module 8 - Create an Amendment Document • At the Switchboard, Click on Step #3, Trip Itinerary • Select Amendment from the Document Type drop down box • Click on Switchboard Don’t hit Submit or you will overwrite the Itinerary information that you originally entered! Last Updated Sept 19, 2007

  48. Module 8 - Create an Amendment Document • At the Switchboard, Click on Step #8, Travel Voucher • Enter the total amount that the traveler has been reimbursed so far – this is a cumulative field so if you are working on the second Amendment this field will have the total reimbursed for the Post-Trip document plus the total amount reimbursed on the first Amendment • In the comments section type the following message “Traveler was reimbursed $1456.80 on Post-Trip document dated 04/25/06”. • Click on Switchboard Last Updated Sept 19, 2007

  49. Module 8 - Create an Amendment Document • Enter the expenses for this Amendment by going through the expense screens • At the Switchboard, Click Step #6, Additional Trip Expenses • Select Toll Road from the expense drop down box • Enter $12.00 for the cost • Enter 04/10/06 for the date • Allocate 100% of this expense to account number 111111 • Click Submit Expense • Click on Back to Switchboard Last Updated Sept 19, 2007

  50. Module 8 - Create an Amendment Document • At the switchboard, click on Step 8, Travel Voucher • Go to page 2 of the voucher to review the expenses that you entered for this amendment Last Updated Sept 19, 2007

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