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1. This demonstration will help CalATERS Global users understand and create: Travel Advance and Expense Reimbursement Forms Internet Explorer Users: Click Browse, then Full Screen, to enlarge your view of this presentation. Left click on your mouse to move forward through the presentation.

2. What is CalATERS Global? The California Automated Travel Expense Reimbursement System (CalATERS) Global provides a comprehensive Internet-based solution for California State departments to process their Travel Advance and Expense Reimbursement forms. • On-line entry of Travel Advance or Expense Reimbursement forms • Automated application of the State’s travel rules • Electronic routing of claims to Approvers and Accounting • Travel Advances automatically calculated and scheduled for recovery • Expenses Reimbursed through direct deposit or mailed directly to employee • Electronic signatures • Automatic calculations • 24/7 system access

3. CalATERS GlobalWork Flow

4. Access the CalATERS Global application through the CalATERS Global website at www.sco.ca.gov/calaters_global.html

5. CalATERS GlobalWebsite Access CalATERS by clicking on GLOBAL SIGN IN – “CalATERS Global” For Employees new to CalATERS Global, “Get Started & New User Registration” can help Instructions for Employees, Approvers & Accounting are located here “What’s New” will provide all users with up-to-date information on CalATERS Global Refer to “Links” for travel-related information

6. Click the Logon button. Enter User ID and Password. CalATERS GlobalSign-in Screen User ID and Password will be assigned after New User Registration is complete.

7. CalATERS Global Work Queue After signing in to CalATERS Global, the employee’s individual work queue screen will display. This screen is used to create new forms. It also contains a history of forms previously submitted which can be viewed and researched. When “New” is clicked, the pop-up box below will display to allow users to select the creation of a Travel Advance or Expense Reimbursement.

8. Create Travel Advance Click “New” Select Travel Advance Form and then the appropriate Claim Type. Click “OK” Pop-up box to choose type of form

9. Create Travel Advance (continued) Enter a name for the Travel Advance Click “OK” Enter Travel Advance Report name

10. Create Travel Advance (continued) Then click the Travel Advance Information tab Select method of delivery Enter date check is needed by

11. Click Enter Then Click Completion Create Travel Advance (continued) Select “Advance” • Enter: • Amount • Start/End Dates • Destination • Purpose Click “Enter”

12. Create Travel Advance (continued) First level Approver Employee certification statement Paper copy can be printed but is not necessary. Enter password and click “Submit” On the resulting screen, the employee will have the option to print the form.

13. Create Travel Advance (continued) When the Travel Advance is submitted, the system returns the Employee to his/her work queue screen and an email is automatically sent to the Approver. SAMPLE Email to Approver SAMPLE Travel Advance Summary (available online to print)

14. Create Expense Reimbursement Click “New” Select Expense Reimbursement Form and then the appropriate Claim/Trip Types. Click “OK”

15. Then click “Ok” Create Expense Reimbursement (continued) Enter a name for the Expense Reimbursement • Verify: • Bargaining Unit • Default Approver • Mailing Address • (if paid by warrant) Pop-up box to choose type of form • Enter: • Trip Dates • Start/End Times • Location • Purpose • Was trip > or = 50 • Miles from home or HQ? Click “OK”

16. Trip is Added. Select the type of trip. Create Expense Reimbursement (continued) Click the Expenses tab to enter trip expenses. Travel fields display based on trip type. The General tab allows the user to select how the expenses will be charged (i.e. percentage split or by individual expense).

17. Tab for LA trip displays. Click Completion tab after entry of all expenses. Select expense Click Update. Create Expense Reimbursement (continued) This screen is used to enter expenses for each trip on the claim. Dates, amounts, and other various information may be required based on the type of expense. Click the Completion tab to continue… Breakfast is added View of completed expense grid for “LA” trip after all expenses have been added. Click for the Expense list Complete applicable fields for each expense Click “OK” or “Update”

18. Create Expense Reimbursement (continued) Click “Next” Receipts Tab - shows which expenses require receipts. Informational only.

19. Create Expense Reimbursement (continued) Click “Next” Review Items Tab – shows which expenses generated rule exceptions and/or are flagged for review. May require justification.

20. Click For Accounting, then Summary. Automatic scheduling and collection of Travel Advances. Create Expense Reimbursement (continued) Click “Next” Travel Advance Recovery Tab – shows all outstanding travel advances available for recovery. Informational only.

21. Create Expense Reimbursement (continued) Click “Next” Total claim expenses minus direct charges minus TA recovery = reimbursement amount

22. Create Expense Reimbursement (continued) First level Approver Employee certification statement Enter password and click “Submit” On the resulting screen, the employee will need to select a receipt address and will have the option to print the form.

23. Create Expense Reimbursement (continued) When the Expense Reimbursement is submitted, the system returns the Employee to his/her work queue screen and an email is automatically sent to the Approver. SAMPLE Email to Approver SAMPLE Expense Reimbursement Transmittal (available online to print)

24. Fromthe Employee’s Work Queue Employees can track the progress of any form in their queues. The “Status” icon will display the progress on the selected form. Then click the “Status” button on the tool bar Single click the form in the queue, so it is highlighted blue

25. You’re now ready to create Travel Advance and Expense Reimbursement Forms! Refer to “Get Started” for information on completing New User Registration. On the CalATERS Global website you will find additional instructions for: - Approving Travel Advance and Expense Reimbursements - Changing Passwords - Assigning Submitters and Preparers, - and more... To exit this demonstration Please click on File and Close to return to the CalATERS Global website or right click on the mouse and select End Show.