This demonstration will help you understand CalATERS

1. 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. This demonstration will help you understand CalATERS

2. What is CalATERS? The California Automated Travel Expense Reimbursement System (CalATERS) 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 and department policies • 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. Expense Reimbursement Warrant or Direct Deposit Travel Advance Check Upon Submission Incorrect or disapproved form with e-mail notice Print Transmittal Sheet and attach receipts (based on department policy). Forward to approver. E-mail notification automatically sent to Approver Approver (s) Reviews form Approved Form Dept. Accounting Office Reviews form Approved Form State Controller’s Office Fiscal System Generate Payment Department Revolving Fund Expense Reimbursement Travel Advance CalATERS Work Flow (left click on Mouse) Employee Completes Expense Reimbursement or Travel Advance form and submits to Approver Employees access the CalATERS Application and complete the Travel Advance or Expense Reimbursement form. Employee then submits the form. Approvers can return form to employee for correction. Expenses requiring receipts are sent to Approver for review. When the form is submitted an email note is sent to the employees Approver. Approved forms are automatically sent to Accounting for review. Accounting can also return forms to either the employee or approver. Expense Reimbursements are issued from the State Controller’s Fiscal System and either mailed or Direct Deposit. Travel Advances are paid from the departments Office Revolving Fund and distributed to the employee. Forms approved by accounting are ready for payment.

4. Access the CalATERS application through the CalATERS Website at www.calaters.ca.gov

5. To access the application, click the CalATERS button. Instructions for employees, approvers, accounting and report administrators. “What’s New” provides users with updated information about CalATERS. For employees new to CalATERS “Get Started” helps with New User Registration. Links to travel related information. CalATERS Website

6. Enter User ID and Password. Click the Sign In button. CalATERSSign-in Screen The employee’s User ID and Password will be assigned after they complete the New User Registration process.

7. New forms are created by clicking “New” . Previous forms that have been submitted CalATERS Work Queue After signing in to CalATERS, the employee’s individual Work Queue screen will display. This screen is used to create new forms. It also contains a history of previous forms submitted that can be viewed and researched. When “New” is clicked the pop-up box above will display to allow users to select creation of either a Travel Advance or Expense Reimbursement.

8. Completing A Travel Advance Form Request travel dollars on-line...

9. To create a Travel Advance Click “New”. Select Travel Advance. Then click “Ok” Create Travel Advance Pop-up box to choose type of form

10. Enter a name for the Travel Advance. Then click “Ok” Create Travel Advance (continued) Enter Travel Advance name, method of delivery and date needed by information

11. Then click Travel Advance Tab Select method of delivery Enter date check is needed by Create Travel Advance (continued)

12. Select Claim Type Click Enter Then Click Completion Start & End Dates Purpose of Trip Destination Amount Needed Create Travel Advance (continued) Enter information about the trip and the dollar amount needed

13. Click Travel Advance Submission. Create Travel Advance (continued) Displays Amount Requested and Delivery Option. No update necessary.

14. Your first level approver. Employee Certification Statement. Key Password and click Submit. Create Travel Advance (continued) Paper copy can be printed but is not necessary.

15. Sample of e-mail note to Approver. Sample Travel Advance Summary Sheet available on-line for printing. Create Travel Advance (continued) When the Travel Advance is submitted the system returns the employee to their Work Queue screen and an e-mail note is automatically sent to the Approver.

16. The Employee Work Queue From the Work Queue historical forms can be reviewed and a new form can be created in addition to other activities.

17. Completing an Expense Reimbursement Form Expense Reimbursement is now on-line! CalATERS can be used instead of the state’s Standard 262 Travel Expense Paper Claim.

18. To create an Expense Reimbursement Click “New”. Select Expense Reimbursement. Then click “Ok” Create Expense Reimbursement Pop-up box to choose type of form

19. Then select the Trip/Expense Categories Tab Key a name for the Expense Reimbursement. Select a Claim Type. Verify Profile Information. Click “Ok” Create Expense Reimbursement (continued)

20. Then click Expenses tab to enter expenses Trip is Added. Select the type of trip. Click Add. Key trip information. Create Expense Reimbursement (continued) Screen is used to enter trip type(s) and information about the trip (dates, times, etc.). Up to four trips per claim can be added. Travel fields display based on trip type.

21. Click Completion tab after entry of all expenses. Tab for LA trip displays. Select expense Click for expense listing. Complete associated expense fields. 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. Breakfast is added View of completed expense grid for “LA” trip after all expenses have been added.

22. Click next tab, Review Items. Create Expense Reimbursement (continued) Receipted expenses are displayed. Information only, no updates required.

23. Click Travel Advance Recovery. Create Expense Reimbursement (continued) Expenses with exceptions to rules and review items display.

24. Click For Accounting, then Summary. Automatic scheduling and collection of Travel Advances. All outstanding advances are listed and available for recovery. Create Expense Reimbursement (continued)

25. Click Submission. Total expenses minus Direct Charge minus Travel Advance Equals Employee Reimbursement. Create Expense Reimbursement (continued)

26. Your first level approver. Certification Statement. Key Password and click Submit. Select Receipt Address. Then click “Ok” Create Expense Reimbursement (continued)

27. Print and attach receipts. Forward to Approver. Select Transmittal Page. Click “Ok” Expense Reimbursement Transmittal

28. Expense ReimbursementApprover Notification After the employee prints the transmittal form the Work Queue reappears. This e-mail note is automatically sent to the approver.

29. Form progress can be viewed by clicking “Status”. Displays progress of the form. Fromthe Employee’s Work Queue The “Status” icon will display the progress on the form selected from the employees Work Queue. Employees can track the progress of any form.

30. 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 web site you will find additional instructions for: Creating Travel Advance and Expense Reimbursements 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 website or right click on the mouse and select End Show.