VEM Expense Reporting Guide

1. VEM Expense Reporting Guide

2. Click on the Login button to access the expense system This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

3. Enter your login information (Be sure you enter the email address you registered with) Your email address Your password Click Sign in This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

4. Click Expenses This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

5. Choose Submit Expense Reports to begin a new expense report or edit an existing report that has not yet been submitted. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

6. * Only one type of expense report can be submitted at a time; ie Training, Background/Fingerprinting, Deployment, etc. You will need to create a new expense report for each type, making sure that the dates DO NOT overlap. Click Next to continue This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

7. You CANNOT create an expense report for future expenses. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

8. Enter your first day of travel. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

9. 1. Select Yes for travel day. 3. Enter zip code of your arrival destination. 2. Enter date 4. Enter any meals that were provided. 5. Click Submit This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

10. The line item you entered will be displayed. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

11. Add remaining non-travel per diem days. 3. Enter the zip code where you are staying. *(If you move to an area with a different GSA rate during deployment you will have to enter them separately). 2. Enter date(s) 1. Select No for travel day. 4. Enter meals that were provided. Click Submit after the non-travel per diem days have been enteredfor that zip code. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

12. The new line item you entered will be displayed. Click Next to advance to the Expenses tab once you have entered all per diem days. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

13. A list of acceptable expenses can be viewed by clicking this link when you are entering expenses. ClickAdd Expense Select expense type. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

14. *Mileage expenses do NOT apply for rental cars. 1. Enter date of travel. 2. Enter total mileage for the day. 3. Enter zip code you started from. 4. Enter zip code you traveled to. 5. Enter purpose for mileage. 6. Click Add Expense This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

15. Repeat process to enter your remaining expenses. The line item you entered will be displayed. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

16. Enter hotel/lodging information. Parking fees to be listed separately. Check GSA rates online: www.gsa.gov Enter check-in date. Enter check-out date. Enter total number of nights stayed. Enter nightly rate. (If greater than GSA rate, enter GSA rate. Amounts greater than GSA rate are not reimbursable.) Enter total tax for stay. You may include hotel fees if included on receipt i.e. stadium, arena, resort, etc. Enter zip code of hotel location. Click Browse to attach receipt. (You MUST attach a copy of the receipt or you will not be able to move forward with expense submission.) This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

17. Select the image file of the scanned receipt. Click Open to attach file to expense report. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

18. The line item you entered will be displayed. Click Next to continue after you have added all expenses. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

19. NOTE: Although a completed inspection log is not required for expense submission, it is strongly recommended that each inspector keep one for their records. This is the Inspections tab. REMEMBER you cannot edit this expense report once it has been submitted. If submitting expenses for disaster deployment enter the number of inspections COMPLETED and UPLOADED during the specific dates entered for this report. This includes done/complete and withdrawn inspections. If you are submitting expenses for anything other than disaster deployment enter “0”. Always use the Previous and Next buttons to navigate between tabs. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

20. Expense Report Summary ALWAYS review thoroughly prior to submitting This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

21. Add comments here pertaining to this expense report that accounting may need to know in order to process your payment. After thoroughly reviewing your expenses, enter your password then click SubmitExpense Report This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

22. Your expense report has been submitted. This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

23. Web Resources • Vanguard Forms and Documents: www.vanguardem.com/inspectorApplication.html • Per diem and GSA rates: www.gsa.gov • National Travel: www.nationaltravel.com This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.

24. Contacts • Vanguard Email: invoicing@vanguardem.com • Vanguard Phone: 1-855-482-6447 Option 3 • National Travel email: vipservices@nationaltravel.com • National Travel Phone: 1-800-557-0842 This document contains Vanguard Emergency Management proprietary/confidential business information. It is for internal use only. All printed copies of this document are uncontrolled unless otherwise designated.