RAPS Travel

1. RAPS Travel

2. Starting the Travel Request

3. Select Create and a dialog box will open to select the dates of travel.

4. Who’s Traveling? • Change the traveler to reflect the appropriate person.

5. What’s the Purpose and Destination? • Provide as much information about the travel as possible. • Enter Destination.

6. Expenses The Expenses tab is where all the descriptive data regarding meals, lodging, mileage, transportation, fuel, fees, and miscellaneous expenses for the travel request are entered. Expense Button- Click this to start adding expenses

7. MEALS

8. LODGING

9. MILEAGE

10. TRANSPORTATION

11. FUEL

12. FEES

13. MISCELLANEOUS

14. Once the expenses have been entered, click back to the Trip Information tab.

15. All expenses entered should reflect in the Trip Summary. Select the $+ button to add the account. Click Save and then Send to start the request for approval.

16. Authorization Reminder If you decide to Save the Travel Request and not send for approval, a prompt will alert you that it has not been sent for authorization.

17. Modifying a Trip • To Modify a Trip, click the Modify button. • Choose an option and then Ok to see a list of the trips that match your criteria. • Once you have selected the trip to Modify, click Ok.

18. Expenses On the Expenses tab, click the Add Expense Button to start adding expenses. This will create a new Travel Request within the same Trip.

19. Once all other expenses have been entered, click on the Trip Information tab. The trip summary will reflect the expenses and the new amount to allocate. • Click the $+ button to add an account. Then Save and Send.

20. You can maneuver through each request by clicking the arrow key on the bottom left corner of the Trip Information tab.

21. Assigning Accounts To select an account allocation, click $+. To remove an account allocation, click $-. To view account information, click $ . You can change the amount or percentage as necessary by typing in the amount or by using the scroll bar to increase or decrease the percentage. The scroll bar is located to the right of the percent field. Continue selecting accounts and distributing amounts until the entire travel request is allocated.

22. Travel Policy

23. View a Trip • On the Travel tab, click View. • After you select View, the next screen to appear is the Select trip screen. Choose an option and then Ok to see a list of the trips that match your criteria. • The default is the current fiscal year. If the fiscal year should be different, select the fiscal year from the drop down box.

24. The Trip is now in View mode. • A trip cannot be modified in View mode. You can only look at it for details regarding that specific trip.

25. Check the Status of a Trip • On the Travel tab, click Status. Choose an option and then Ok to see a list of the trips that match your criteria. • Once you have selected the trip to check the Status, click Ok.

26. The next screen to appear is the Travel Request Status screen. • The grid shows where in the process the trip is in authorization. • Click on the “Detail button” to show a detailed status of who is next in line in the authorization tree to approve the trip.

27. QUESTIONS? COMMENTS?

28. THANK YOU!! • Contract and Procurement Manager • Jodie Fulton, 956-7200 • Procurement Specialist • Sheri Bransfield, 956-7164 • Accounts Payable III, Lead • Shannon Wade, 956-7022