CSU – Travel System Training Table of Contents. Module 1 - Download and Save the CSU Travel Form………………………………………Slide 3 Module 2 - Adobe Acrobat® .……………………………………………………………………Slide 8 Module 3 - Saving Preparer Data Files….…………………………………………………….Slide 12 - PowerPoint PPT Presentation
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Last Updated Sept 19, 2007 1
CSU – Travel System TrainingTable of Contents
Module 1 - Download and Save the CSU Travel Form……………………………………… Slide 3 Module 2 - Adobe Acrobat® .…………………………………………………………………… Slide 8 Module 3 - Saving Preparer Data Files….……………………………………………………. Slide 12 Module 4 - Saving Traveler Data Files….……………………………………………………. Slide 15 Module 5 - Create a Pre-Trip Document
Right click on Travel Form Select “Save Target As”
Last Updated Sept 19, 2007 6
Module 1 - Download and Save the CSU Travel Form
We recommend that you save the Travel Form to a drive that gets backed up on a regular basis. If you don’t know what drive to use ask your department’s network administrator or PC Support
Click on the yellow folder with the star in the upper right hand corner to create a new folder
Last Updated Sept 19, 2007 7
Module 1 - Download and Save the CSU Travel Form
Type in the name “Travel” for your new folder
This folder is where you will
save all of your travel documents and files
Double click on the Travel folder to open it
Last Updated Sept 19, 2007 8
Module 1 - Download and Save the CSU Travel Form
Keep the Object name the same as what is downloaded: CSU-TS-Ver-4.0X.pdf
Make sure the Save as type is: Adobe PDF Files (*.pdf)
Click on Save Close out of the browser windows
that are open on your screen
Last Updated Sept 19, 2007 9
Module 2 - Adobe Acrobat® The Colorado State University Travel Form is a dynamic
Adobe Acrobat® form. It can be opened and completed using either Acrobat Reader® (5.0 or later - which is available for free!) or with the full version of Adobe Acrobat® (5.0 or later).
The benefit of having the full version of Adobe Acrobat® is the ability to save preparer and traveler data files which eliminates the need to re-key this data each time you create a document.
Another benefit of having the full version of Adobe Acrobat® is the ability to save travel documents.
Acrobat Reader® does not have the capability to save data. For infrequent travelers or travel preparers, Acrobat Reader® will be adequate.
Last Updated Sept 19, 2007 10
Module 2 - Adobe Acrobat® If you don’t know which version you
are using open up the application and click Help on the menu bar then select About Adobe Acrobat® or About Acrobat Reader®
On the screen you will see which version you are using.
Module 2 - Adobe Acrobat® We will now introduce some
basic navigation and viewing features available in Adobe.
Click on File Select Open Find the Travel folder that you
created Double click on the Travel Form
that you downloaded CSU-TS-Ver-4.0x (for either AA5/AA6, AA7 or AA8pdf)
Last Updated Sept 19, 2007 12
Module 2 - Adobe Acrobat® Adobe provides some tools for navigation and viewing You can navigate through the pages of the document using these icons on the top menu bar The bar with the Left Arrow will take you to the first page of the document The Left Arrow alone will take you to the Previous Page The Right Arrow alone will take you to the Next Page And the Right Arrow with the bar will take you the last page of the document
First Page Previous Page Next Page Last Page
These same icons are on the bottom of the screen. This also shows you which page you are currently on
You can resize the screen by using the zoom in and out icons. The minus icon will make the screen smaller the plus icon will make the screen larger.
Zoom Out Zoom In
Last Updated Sept 19, 2007 13
Module 3 - Saving Preparer Data Files
If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files.
If you are using the full version of Adobe Acrobat® , open the Travel Form (CSU-TS-Ver-4.0x (for AA5-AA6 or AA7pdf) that you saved under the main Travel folder. If you just finished with Module 2 you may already have the Travel Form open.
At the Switchboard click on Step #1,
Preparer Information
Complete all of the fields on this form Click on Save Preparer’s Data
Last Updated Sept 19, 2007 14
Module 3 - Saving Data Adobe 8 message appears in Adobe 8 when trying to save the preparer and traveler information.
Last Updated Sept 19, 2007 15
Module 3 - Saving Data Adobe 8 Click on Forms on the tool bar (see above), Manage Form Data, Export Data. Navigate to where you want to save your file. Change the filename. Save.
Last Updated Sept 19, 2007 16
Module 3 - Saving Preparer Data Files
If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box
Create a new folder for the Preparer under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner
Name this folder the LastName-FirstName of the preparer
Double Click on the preparer folder to open it
Change the Object name to: lastname-preparer-data
Make sure the Save as type is: Acrobat FDF Files (*.fdf)
Click on Save This preparer data can now be used
when creating travel documents
Last Updated Sept 19, 2007 17
Module 3 - Saving Preparer Data Files
Click on Clear Form When asked “Are you sure you want
to clear all the fields on this form” click Yes
Repeat the steps above for the next Preparer
VERY IMPORTANT!! When you are done creating
Preparer data files close the Travel Form
Click NO when asked if you want to save changes to the Travel FormCSU-TS-Ver-4.0x.pdf
You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x.pdf) to preserve the state of your BLANK TEMPLATE
Last Updated Sept 19, 2007 18
Module 4 - Saving Traveler Data Files
If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files.
If you are using the full version of Adobe Acrobat® open the travel form (CSU-TS-Ver-4.0x.pdf) that you saved under your main Travel folder
At the Switchboard click on Step #2, Traveler Information
Complete all of the fields on this form
Click on Save Traveler’s Data
Last Updated Sept 19, 2007 19
Module 4 - Saving Traveler Data Files
If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box
Create a new folder for the Traveler under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner
Name this folder the LastName-FirstName of the traveler (MacNaughton-Connie)
Double Click on the traveler folder to open it
Change the Object name to: lastname-traveler-data
Make sure the Save as type is: Acrobat FDF Files (*.fdf)
Click on Save This traveler data can now be used when
creating travel documents
Last Updated Sept 19, 2007 20
Module 4 - Saving Traveler Data Files
Click on Clear Form When asked “Are you sure you
want to clear all the fields on this form”, click Yes
Repeat the steps above for the next Traveler
VERY IMPORTANT!!
When you are done creating Traveler data files close the Travel Form
Click NO when asked if you want to save changes to the Travel Form CSU-TS-Ver-4.0X.pdf
You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x) to preserve the state of your BLANK TEMPLATE
At the Switchboard click on Step #2, Traveler information
If you are using Acrobat Reader® , type in the data for the fields
If you are using Adobe Acrobat® , and you have created a traveler data file for this person, you can auto-fill this page by clicking on Load Traveler’s Data
Find your traveler folder Double click on your traveler data
At the Switchboard Click on Step #3, Trip Itinerary
Click on the Document Type drop down box and select Pre-Trip
Select Out-of-State from the Trip Type drop down box
Enter the Begin and End Travel dates using the 2 digit month, day, year format separated by forward slashes. For this trip enter 04/01/06 for the begin date and 04/10/06 for the end date.
Enter Seattle, WA for the initial destination. For multiple destination trips, enter the additional locations in the comments field.
Enter the Trip Description, Justification, and Comments in the field provided
Select to use the default account number or to manually enter account numbers (Note: the default account number was specified in Traveler Information. If the Manually Enter Account Number button is selected, the program will prompt you when these accounts need to be entered.)
For this training click on Manually Enter Account Numbers
Click Submit Itinerary Information to send this data to the Travel Advance and the Travel Voucher
If you are not purchasing airline tickets, or tickets from any common carrier, skip to Step #5, Meal Per Diem Rates
If you are purchasing airline tickets, or tickets from any common carrier, at the Switchboard click on Step #4, Ticketed Transportation
Select Frosch (Travel Connection) from the Travel Agency drop down box
Enter $500.00 for the Ticket Value. This ticket value should include any service fees.
Select the Ghost Card Payment Method from the drop down box. If the traveler is to be reimbursed for the ticket, you would chose Visa or Other.
We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112.
Click Submit Ticket Information to send this data to the Travel Advance and the Travel Voucher
Last Updated Sept 19, 2007 27
Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem)
If you are not reimbursing the traveler for meals, skip to Step #6, Additional Trip Expenses otherwise click on Step #5, Meal Per Diem Rates
The per diem location and dates are auto-filled with the information that you entered for the trip itinerary
Meal reimbursements are allowed for the actual cost of meals up to the maximum allowable per diem rate without receipts.
Click on Find Per Diem to find rate for your destination(s) or open your browser to B&FS website, Travel, then Per Diem rates.
Input the rate and click Calculate Per Diem button.
Enter any meals provided separately
Click on Calculate & Subtract Meals
Last Updated Sept 19, 2007 28
Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem) Traveler will be reimbursed actual costs
up to the per diem allowed for that location. DO NOT PROVIDE RECEIPTS.
Day trips (single day travel) which start and end on the same day are not eligible for meal reimbursements.
First and last day of travel are reimbursed at ¾ (75%) per diem rate no matter what time the travel begins or ends.
Last Updated Sept 19, 2007 29
Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem)
We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112.
Click on Print Form Specify to print pages 9 to 10
(or 12) depending on how many expenses you entered click OK
Obtain the necessary approvals
Keep this form on file and submit it with the Post-Trip document and receipts
If you ordered airfare send this form to the Travel Agency ** For auditing purposes it is important that the Travel Agency receives a copy of this form - it authorizes them to charge our ghost card for the airfare you ordered**
Close out of the document Say No when asked if you
want to save changes as they have already been saved
Last Updated Sept 19, 2007 37
Module 6 - Approval Requirements for Travel Documents
Who is a Travel Approver? A Travel Approver must be the traveler’s supervisor All international travel must be approved by both the supervisor and Dean or VP
If the supervisor is a Dean or VP then an additional approval is required by either a VP or the President of the University
Travel for Department Heads must by approved by the Dean or VP Travel for Deans must be approved by the VP/Provost Travel for VPs must be approved by the President of the University
For information on what to do when there are changes to travel approvers contact the Travel Office: Jackie Riba at 491-1363 or Terri Bedan at 491-6021
Last Updated Sept 19, 2007 38
Module 6 - Approval Requirements for Travel Documents
What is the process for approving travel documents? For in-state travel with airfare, out-of-state travel, and international travel, proof that the trip
was pre-approved, either in writing or electronically, is required by Colorado State Fiscal Rules. Please note that this approval must be done prior to the trip date.
There is a 15% tolerance on reimbursed expenses between what is on the pre-trip document and those submitted for payment on the post-trip document.
When the pre-trip voucher is completed, it should be printed and the travel approver’s signature should be obtained. The pre-trip document should then be kept on file and submitted with the post-trip document.
The Travel Desk must receive the following in order to reimburse the traveler for the trip Approved Pre-Trip voucher (if applicable – in-state (with airfare), out-of-state, international) All necessary receipts
non-meal expenses over $25.00 require a receipt Post-Trip voucher with both the traveler’s signature & the account approver’s signature
As long as the expenses on the post-trip voucher do not exceed the estimated expenses on the pre-trip voucher by 15%, additional approval by the supervisor is not required to obtain reimbursement.
For travelers in remote locations or in different locations than their travel approver, the pre-trip document can be emailed for approval. The travel approver must reply to the traveler and the travel preparer via email that:
Travel Voucher #XXXXXX for Traveler John Doe, in the amount of $1,500 isapproved. A copy of this email must be attached to the post-trip document in orderfor reimbursement to occur. Please note that this email must be dated prior to the tripdate.
Last Updated Sept 19, 2007 39
Module 7 - Create a Post-Trip Document
Open the Pre-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder
Last Updated Sept 19, 2007 40
Module 7 - Create a Post-Trip Document
At the Switchboard, Click on Step #3, Trip Itinerary
Select Post-Trip from the Document Type drop down box
Click on Switchboard
Don’t hit Submit or you will overwrite
the Itinerary information that youoriginally entered!
Last Updated Sept 19, 2007 41
Module 7 - Create a Post-Trip Document
Click on Step #8, Travel Voucher
Go to the second page of the voucher
Last Updated Sept 19, 2007 42
Module 7 - Create a Post-Trip Document
Enter the Post-Trip Expenses in the column provided
Enter all post-trip expenses the same as the pre-trip expenses except for mileage. Enter $300 for mileage
If you need to add additional expenses to the voucher it is recommended that you go through the Switchboard so that the subcodes will be generated for you
Return to page 1 of the voucher
Last Updated Sept 19, 2007 43
Module 7 - Create a Post-Trip Document
Please note the over tolerance message - Don’t forget to re-route your Post-Trip document for approval if you see this!
Last Updated Sept 19, 2007 44
Module 7 - Create a Post-Trip Document
Click on Print Form Specify to print pages 9 to 10 for the
Travel Voucher, Click OK If necessary, obtain additional
approvals Have the traveler sign and date the
Certification statement If the traveler is a non-employee
then a department approving authority may sign on behalf of the traveler
If the traveler is a remote employee a department approving authority may sign on behalf of the traveler only if the traveler completes a Travel Voucher Signature Delegation form authorizing them to do so. This form can be found on the CSU – Travel System website under Applications and Forms.
Attach all receipts to this form along with the approved pre-trip voucher and if applicable the email approval
Submit these documents to the travel desk for reimbursement
Last Updated Sept 19, 2007 45
Module 7 - Create a Post-Trip Document
Click on the floppy disc icon to save the document
Close out of the document
Last Updated Sept 19, 2007 46
Module 8 - Create an Amendment Document
Open the Post-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder
Last Updated Sept 19, 2007 47
Module 8 - Create an Amendment Document
At the Switchboard, Click on Step #3, Trip Itinerary
Select Amendment from the Document Type drop down box
Click on Switchboard
Don’t hit Submit or you will overwrite
the Itinerary information that youoriginally entered!
Last Updated Sept 19, 2007 48
Module 8 - Create an Amendment Document
At the Switchboard, Click on Step #8, Travel Voucher
Enter the total amount that the traveler has been reimbursed so far – this is a cumulative field so if you are working on the second Amendment this field will have the total reimbursed for the Post-Trip document plus the total amount reimbursed on the first Amendment
In the comments section type the following message “Traveler was reimbursed $1456.80 on Post-Trip document dated 04/25/06”.
Click on Switchboard
Last Updated Sept 19, 2007 49
Module 8 - Create an Amendment Document
Enter the expenses for this Amendment by going through the expense screens
At the Switchboard, Click Step #6, Additional Trip Expenses
Select Toll Road from the expense drop down box
Enter $12.00 for the cost Enter 04/10/06 for the date Allocate 100% of this expense to
account number 111111 Click Submit Expense Click on Back to Switchboard
Last Updated Sept 19, 2007 50
Module 8 - Create an Amendment Document
At the switchboard, click on Step 8, Travel Voucher
Go to page 2 of the voucher to review the expenses that you entered for this amendment
Last Updated Sept 19, 2007 51
Module 8 - Create an Amendment Document
Review the new expenses entered Click on Print Form Specify to print pages 9 to 10 click OK If necessary, obtain additional
approvals Have the traveler sign and date the
Certification statement If the traveler is a non-employee then a
department approving authority may sign on behalf of the traveler
If the traveler is a remote employee a department approving authority may sign on behalf of the traveler only if the traveler completes a Travel Voucher Signature Delegation form authorizing them to do so. This form can be found on the CSU – Travel System website under Applications and Forms.
Attach receipts for the new expenses to this form
Submit to the travel desk for reimbursement
Last Updated Sept 19, 2007 52
Module 8 - Create an Amendment Document
Click on the floppy disc icon to save the form
Close out of the document
Last Updated Sept 19, 2007 53
Module 9 - Who Do I Call? For Help with Travel Policy Questions
Jackie Riba – 970-491-1363 Terri Bedan – 970-491-6021
For Help with Travel Form/Adobe Questions Connie MacNaughton – 970-491-2099 Ken Katona – 970-491-7805