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Title:TRIP - Create Travel Expense Report (Document)Functional Area :Travel

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File name:~TRIP_CREATE_TRAVEL_EXPENSE_REPORT.DOCReference Number:

Version: Approved - Ready for WebLast Modified: 2/3/2011 12:57 PM

Work InstructionPage 1 / 46

Work Instruction

TRIP - Create Travel Expense Report (Document) TRIP, TP04

Purpose

Use this procedure to create a basic travel expense report.

Trigger

Perform this procedure when a person has completed a trip and wishes to be reimbursed forexpenses.

Prerequisites

Refer to the TRIP - Initial Settings for Travel document.

Refer to the TRIP - Create Travel Request document.

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Travel Management TRIP TravelManager to go to the Travel Managerscreen.

Transaction Code

TRIP, TP04


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Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click . The Travel Managerscreen will appear.


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Welcome to the Travel Manager

3. The Travel Managerscreen will default to your personnel number and will display your trips.To enter trips for another employee, the personnel number must be changed.

3.1 Click (Change Personnel Number). The Travel Managerpopup window willappear.

Travel Manager


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3.2 Complete the following field:

Field Name R/O/C Description

Enter a PersonnelNumber:

R The IRIS personnel number of the traveler.

If you do not know the personnel number, click(Matchcode) to search for it.

Example: 10256567

3.3 Click (Continue). The Travel Managerscreen now shows the trips for therequested individual.



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4. To create a Travel Expense Report for a trip, perform one of the following:

If a Travel Request was Then

Not required for the tripClick to begin a new trip.

Required for the trip (1) Click for the appropriate trip in the OpenTripsfolder of the Overviewsection to select it.

(2) Click .

When a Travel Request is required for a trip, theTravel Request must be entered and approved beforeany expenses can be submitted for approval. Be sureto check for a Change Approved Travel Requestentry in the Subsequent Activitiescolumn before

entering expenses.

The trip to San Diego, CA that began on 09/10/2009 was selected in the exampleshown in this document. Note that the Change Approved Travel Request entry in theSubsequent Activitiescolumn indicates that the Travel Request submitted for this triphas been approved. Since the Travel Request has been approved, expenses for thistrip may be entered and submitted for approval.


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5. The Travel Expensesscreen now appears for the selected trip.

If no Travel Request was required for this trip, please refer to the TRIP - Create BasicTravel Request document for more information about the entry of General Trip Data(other than the Region).

If a Travel Request exists for this trip, the start date, first destination, and reason forthe trip will already be filled in. If changes are made to these fields, a warningmessage will appear. This warning message indicates that an explanation is requiredin the Commentsfield stating why the fields were changed. This is a recurringmessage. If it appears after you have already entered the appropriate comments, justpress Enter to acknowledge the warning.

Travel Expenses: Ms Bridgett 12-Delacroix, Trip 1000003515


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6. Complete/review the following fields:


Time R The departure and return times for the trip.

Example: 19:00

Actual times must be entered in the Travel Expense Report.These times are used to calculate per diem mealreimbursements for partial days.

If there is a Travel Request for this trip, the times will defaultto the values entered on the request.

If there is no Travel Request, the times will be set to defaultvalues.

Please pay particular attention to the trip begin andend times. If the times on the Travel Request were

left as 00:00, the Travel Expense Report will changethe trip end date to the day before and change thetime to 24:00. These dates drive the per diem mealreimbursements on the first and last days, so theymust be accurate.

For information on how to enter time in standard(12-hour clock) format rather than military (24-hourclock) format, see the TRIP Initial Settings forTravel document.

Region R A region within a country; in the US this equates to a state/city

or state/county. In the Travel module, the region drives thereimbursement per diems for accommodations and meals.Regions are identified by codes.

Example: CA/SD for San Diego, California

As shown is this example, the CONUS region codes for theUS consist of a two-letter abbreviation for the state followedby a slash and two letters for the city, county or region.

Use the code for Cities not listed if no region code exists fora particular city, county or region. This region code consistsof a two-letter abbreviation for the state followed by a slashand two blank spaces, e.g. CA/ for cities in California thatare not listed.

In this example, the region code CA/SD for San Diego, California has been selected asshown below.


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7. Click (Mileage and Per Diem Reimbursement) if the trip involves per diem meals and/ormileage on a personal car, courtesy car, UT automobile, or private aircraft. The Mileage andPer Diem Reimbursementsection expands, as shown below.


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8. In the Mileage Reimbursementsection, enter any mileage information for a personal car,courtesy car, UT automobile, or private aircraft.

8.1 Complete/review the following field:


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In this example, the traveler drove a private automobile 15 miles to the airport on thefirst day of the trip and 15 miles home from the airport on the last day of the trip. Thecompleted Mileage Distributiontable for this example is displayed below.


8.4 Click (Collapse Mileage Distribution) to collapse the Mileage Distributiontable.


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As shown below, the total miles/km calculated from the entries made in the mileagedistribution table now appears in the Miles/Kmfield.


9. In the Meals and Accommodationssection, enter any per diem reimbursement information forthe trip.

9.1 Select to claim per diem meals for thetrip as shown below.


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9.2 If needed, you may click (Expand Deductions) to expand the section in order todeduct any meals that are provided.

Select the deduction box for each meal that is provided or that is to be reimbursed asan expense type. Checking a box indicates that the per diem for that meal will not bereimbursed. Leave the deduction box unchecked if that meal is to be reimbursed atthe full per diem rate.

Examples of meals that should be deducted include: (1) a breakfast provided to thetraveler as part of a conference registration fee, (2) a lunch where someone elsepays for the meal of the traveler, or (3) a dinner where the traveler pays for the mealsof the entire party an entertainment expense.

In this example, the full per diem reimbursement of meals is being requested with no mealsdeducted as shown below.


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Be careful when using a Meals, Actual individual receipt. If Per Diem Reimbursementof Mealshas been checked for a trip and a Meals, Actual individual receipt is alsoused, the traveler could be reimbursed twice for the same day. To preventoverpayment, be sure to check the three deduction boxes (Breakfast, Lunch, andDinner) for any day that Meals, Actual is entered.

10. In the Trip Type, Statutoryfield, select the travel regulations under which the individual istraveling. Most travelers for the university travel under University travel regulations.However, travelers may be required to travel under Federal or State travel regulations byparticular federal or state grants or contracts.


Trip Type, Statutory R The type of travel involved and the type of rates used.

Example: University Rates


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Choose the trip type based upon which travel regulations should be used. In this example,because the traveler is traveling under university travel regulations, University Rates wasselected as shown below.


11. When there are individual expense receipts for reimbursement, they should be entered in theExpense Receiptssection.

The IRIS system assigns a number to each receipt. Write this number on the face ofthe receipt. Receipts should be entered in chronological order whenever possible, butthis is not a requirement.

This example demonstrates five expense types that are frequently used in university travel:

This example includes two receipts that are categorized as the Transportation, Groundexpense type.


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Demonstrated Expense Type Go To

Airfare Traveler Paid Step 11.1

Transportation, Ground Step 11.2

Reg/Conf/Train Traveler Paid Step 11.3

Lodging Conference Hotel Step 11.4

Transportation, Ground Step 11.5

Parking Step 11.6

The other expense types are defined in the Travel Training Handoutand several aredemonstrated in the Travel Training Example lessons. Also, individual Travel Example

lessons have been created that demonstrate the use of each expense type.11.1 The first expense receipt is for airfare paid by the traveler. In this example, the

traveler paid $192.60 to fly to San Diego, CA on American Airlines. As required,complete/review the fields shown in the table below.


Exp. Receipt R Individual expense receipt to be claimed for reimbursement.

Select the appropriate type of expense receipt from thedropdown list. These expense receipt types drive the G/Laccounts that will be posted to the Financial System.

Example: Airfare Traveler Paid

Paper Receipt Exists C If checked, a paper receipt exists for this individual expensereceipt. This paper receipt will be attached to the Resultsstatement before it is sent to the Campus Business Office.

Example: Checked

Amount R The amount of the transaction, expense type, or service itembilled in US dollars.

Example: 192.60

on R Date on which an expense was incurred.

Example: 09/10/2009

For Airfare Traveler Paid, use the first date of traveleven if reimbursement is being requested prior to thetrip.


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Provider R The provider of a travel service; i.e., code for hotel, airline, orcar rental company.

Example: AA (American Airlines)

Use ZZZ Other airline if no appropriate providercode exists, and then enter the name of the actualprovider in the Descriptionfield.

The completed expense entry for airfare paid by the traveler is displayed below.

The fields included in the Additional Informationsection will vary depending on theexpense type that has been selected. Optional fields in this section are blank, but

required fields are indicated by a symbol. For Airfare Traveler Paid theDescriptionfield is optional, but the Providerfield is required.



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Click or press Enter to transfer the individual receipt to the list ofexpenses to be reimbursed. The Airfare Traveler Paidexpense is added to the list ofitems to be reimbursed displayed in the Expense Receiptssection as shown below.


11.2 The next expense is for ground transportation. In this example, the traveler paid$38.00 on 09/10/2009 for a taxi from the airport to the hotel but does not have areceipt. As required, complete/review the following fields:




Example: Transportation, Ground


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Example: Unchecked -- the traveler does not have areceipt for this expense.

For most expenditures under $50, a receipt is notrequired.


Example: 38


Example: 09/10/2009

A change in this field is only necessary if the date forthe current receipt is different from the date for theprevious receipt.

Description R Reason for expense.

Example: Taxi from airport to hotel

The completed expense entry for ground transportation is displayed below.


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Click or press Enter to add the Transportation, Groundexpenseto the list of items to be reimbursed displayed in the Expense Receiptssection asshown below.


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11.3 The next expense receipt is for a conference registration fee paid by the traveler. Inthis example, the traveler paid a $250.00 registration fee on 09/11/2009 at theconference. As required, complete/review the following fields:




Example: Reg/Conf/Train Traveler Paid


Example: Checked


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Example: 250on R Date on which an expense was incurred.

Example: 09/11/2009

The completed expense for a conference registration fee paid by the traveler isdisplayed below.


Click or press Enter to add the Reg/Conf/Train Traveler Paidexpense to the list of items to be reimbursed displayed in the Expense Receiptssection as shown below.


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11.4 The next expense receipt is for lodging. In this example, the traveler paid $600 on09/13/2009 for three nights lodging and taxes at the Marriott which was the officialconference hotel. As required, complete/review the following fields:




Example: Lodging Conference Hotel

Lodging and taxes are combined for stays at officialconference hotels. Lodging and taxes must beentered separately for stays at non-conferencehotels.


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Example: Checked


Example: 600


Example: 09/13/2009

Provider R The provider of a travel service; i.e., code for hotel, airline, orcar rental company.

Example: MC for Marriot

Use ZZZ Other hotel if no appropriate providercode exists, and then enter the name of the actualprovider in the Descriptionfield.

The completed expense entry for lodging is displayed below.


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Click or press Enter to add the Lodging Conference Hotelexpense to the list of items to be reimbursed displayed in the Expense Receiptssection as shown below.


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11.5 The next expense is for ground transportation. In this example, the traveler paid$18.00 on 09/13/2009 for a taxi from the hotel to the airport but does not have areceipt. As required, complete/review the following fields:




Example: Transportation, Ground


Example: Unchecked


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Example: 18on R Date on which an expense was incurred.

Example: 09/13/2009

A change in this field is only necessary if the date forthe current receipt is different from the date for theprevious receipt.


Example: Taxi from hotel to airport

The completed expense entry for ground transportation is displayed below.



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Click or press Enter to add the Transportation, Groundexpenseto the list of items to be reimbursed displayed in the Expense Receiptssection asshown below.


11.6 The next expense is for parking charges. In this example, the traveler paid $32.00 on09/13/2009 for parking at McGhee Tyson Airport but does not have a receipt. Asrequired, complete/review the following fields:




Example: Parking


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Example: Unchecked


Example: 32


Example: 09/13/2009

A change in this field is only necessary if the date forthe current receipt is different from the date for the

previous receipt.


Example: Parking at McGhee Tyson Airport

The completed expense entry for parking is displayed below.


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Click or press Enter to add the Parkingexpense to the list ofitems to be reimbursed displayed in the Expense Receiptssection as shown below.


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12. When all expenses have been entered, click (Save) to save the document.

If a Travel Request is not required for this trip, a trip number will be assigned when yousave the document. The employees personnel area determines the first two digits ofthe trip number. For example, trip numbers for UT - Martin start with 05 and tripnumbers for UT - Chattanooga start with 04. However, the IRIS system will notdisplay the leading zero in either case.

If there are any errors in the Travel Expense Report, an error message will be displayed,such as: Trip can not be saved due to errors in simulation.

Click on the error message to see more information about the error.

All errors must be resolved before the report can be saved.

Please check the region(s)entered for the trip if you receive an error message similar to:Entry not found in Table T706V Argument: UTPU US M100114200050216.

If there are no errors, you will see a popup window similar to the one shown below:


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13. Click so that you can check the Travel Expense Report, print it, and have thetraveler sign and date it before you submit it to workflow for approval. The message shown inthe popup window below will appear at the bottom of the screen as shown on the followingscreen.

Information


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14. Click to see the print version of the Travel Expense Report (shown on thefollowing pages).

You can change the size of the displayed page by using the buttons on the AdobePage Display Toolbar:

Click (One Full Page) to fit a page to one screen and minimize scrolling.

Click (Scrolling Pages) to view a larger page.

You may scroll through the Travel Expense Report or click (Next page) to revieweach screen.


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15. Click (Print) to print a copy of the Travel Expense Report for the traveler to sign.

16. Click (Back) to return to the Travel Expensesscreen.


17. Click (Back) to return to the Travel Managerscreen. You may then continue working inIRIS or exit IRIS completely, as needed.


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18. The next part of the process of submitting the Travel Expense Report for approval isaccomplished outside the IRIS system:

18.1 Have the traveler sign and date the Travel Expense Report.

It is a good idea for the traveler to sign in a color other than black if you have ascanner that is capable of scanning in color. This will make the scanned itemeasily identifiable as original.

You may email a copy of the Travel Expense Report to the traveler to sign, ifneeded. Please refer to the Email IRIS PDF Documents document forinstructions.

18.2 Scan the travel documents into a single PDF document.

Scan the original signed Travel Expense Report and all expense receipts into thesame multi-page PDF document.

Number the receipts according to the expense that they support.

Receipts should be scanned in the same order as the expenses appear on theTravel Expense Report.

Attach small receipts to a full-size sheet of paper before scanning.

Do not use darker colored highlighters unless your scanner is capable ofscanning in color. The darker colors can obscure receipt details when scannedin black and white.

Minimum resolution for scanning is 300 dpi.

18.3 Save the PDF document to an appropriate location on your computer.

18.4 Check the PDF document to be sure that all the scanned images are clear and canbe read easily.


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19. To attach the PDF document to the Travel Expense Report in IRIS:

19.1 Open the trip to the Travel Expensesscreen.


19.2 Click the right side of (Services for Object) button. Then select Create.. >Store business document from the dropdown menu. The Archive from Frontendpopup window will appear, as shown below.


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Archive from Frontend

19.3 Double-click to select the type of document to be attached tothe Travel Expense Report. A new pop-up window will open, as shown below.


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Storing Files in Documents

19.4 In this new pop-up window, navigate to the PDF document that is to be attached. Inthe example shown above, the PDF document has been saved in the SapWorkDir,but it could have been saved to the Desktop or in My Documents.

19.5 Double-click on the PDF document to attach it to the Travel Expense Report. TheArchive from Frontendpopup window will appear again. The PDF document thatwas attached will now be listed on the right side of the pop-up window, as shownbelow.


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Archive from Frontend

19.6 Click (Continue) to close the pop-up window.


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20. If you want to view the attached PDF document at this point:

20.1 Click the right side of (Services for Object) button. Then selectAttachment list from the dropdown menu. The Service: Attachment listpopup

window will appear, as shown below.

Service: Attachment list

20.2 Double-click to view the attached PDF document in aseparate browser window.

20.3 Close the browser window after viewing the PDF document.

To view PDF attachments to a Travel Expense Report after the trip has been submittedto workflow or after the trip has been paid, use the ZWF_HISTORY transaction. Seethe ZWF_HISTORY Workflow History for Travel lesson for instructions.


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21. When you are ready to send the Travel Expense Report to the Treasurers Office or Central

Business Office for auditing and payment, click (Save) to save the document and submit itfor approval through workflow. The following popup window will appear.


22. Click to send the Travel Expense Report to workflow for approval.

Travel Expense Reports will be routed for approval to the department heads of all costcenters and WBS elements that are paying for any part of the expenses. If theexpenses include entertainment over $500 or any exceptions to policy, the report willbe routed for additional approvals.

The message shown in the popup window below will appear at the bottom of the screen asshown on the following screen.

Information


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23. Click (Back) to return to the Travel Managerscreen.


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Note that the total expenses entered for the San Diego, CA trip, $1337.90, is nowvisible in the Reimbursementcolumn.

24. You have completed this transaction.

Result

You have successfully created a Travel Expense Report and submitted it for approval throughworkflow.

Next Steps

Do not send the paper original of the Travel Expense Report to the TreasurersOffice or Central Business Office. The originating department must keep the paperoriginal of the signed Travel Expense Report and attachments on file for one year.


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Comments

For assistance, please contact the IRIS Helpdesk at [email protected].

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