Create a Travel Expense Report Tutorial ESS ECC 6.03 Vers 3.0 110111

7/27/2019 Create a Travel Expense Report Tutorial ESS ECC 6.03 Vers 3.0 110111

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Employee Self

Service

Create aTravel Expense

Report tutorialEffective with 1/1/12 policy updates


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Tips and Tricks

Tips and TricksTime format is based upon a 24 hour clock(militaryformat).

Do not use your browser buttons to navigate whilein the travel report, use the ESS navigation buttons.

You may need to use the scroll bars to navigate inorder to access all options.

To save time, have your receipts scanned prior tocompleting your expense report.


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Create a Travel Expense Report

Open the navigation menu,select Travel Managementand then Travel Planning and

Expenses.


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You can also use the linkCreate Expense Report tocreate an expense report.

If the trip contains a TravelRequest or a Travel Plan, youcan use the link My Trips andExpenses to access the trip

and create an expense report.

This tutorial will go throughan example on how to createan expense report using the

link Create Expense Report



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If you are creating an expensereport for an existing travel

request/plan, select the trip,then select Next Step

If you are not creating anexpense report from an

existing travel request/plan,select Next Step and this

will create a new trip.



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Notice all of the informationcontained in the travelrequest/plan is pre-populated

into the expense report.Review the pre-populated

information and make changesas needed.

Required fields are markedwith a red asterisk *


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If your trip is to a high cost area, use theTrip Region to select the high cost region.


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Use the search feature to find the correctregion code. Search by state by using the 2digit postal code for the state followed by

*. For example, PA* for Pennsylvania.


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If your trip contains multiple destinations,select Enter Additional Destinations to

open a screen to enter these destinations.


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When completed, selectAccept to continue.

Enter the date, location andregion (if high cost) for each

of the additional destinations.



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When needed, use the Comment box toprovide supporting justification for the

expenses you are claiming. If you need to change the coding on yourentire trip, select Change CostAssignment. If you have questions on thecorrect account coding to be used, pleasesee your supervisor or contact your fiscal

office.


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Enter the new account coding.

If you have more than oneaccount code, select New

Entry.

When completed, selectAccept to continue.



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To enter vehicle mileage,

select Enter Mileage Detailsto enter the number of milesdriven by day using either a

state vehicle or your personalvehicle.

All mileage must be brokendown by segment. Lump sum

entries are not permitted.



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Enter the date, number ofmiles, starting and ending

locations and select the typeof vehicle. To enter more

segments, select Accept andNew Entry.

Start" and End"locationsmust be recorded

and must be specific enoughfor a reviewer and/orauditorto substantiate the reported

mileage.

Vehicle Types


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When you are ready to enter yourexpense, select Next Step


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Any items from thetravel request/plan will

be pre-populated. IfEstimated Expenses islisted, you will need to

delete the item.

Do NOT delete anyentries that pre-

populate from the travelplan.



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Select New Entry to begin.



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Now you are ready to enteryour expenses. Use the drop

down menu to select the

expense type to enter.



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Once you have selected the

expense type, enter theamount, date and any other

required field. When needed,use the Comment box to

provide supportingjustification for the expense

you are claiming.



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If you need to change the

coding for a particularexpense, select Change CostAssignment



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After entering all of theaccount code changes, select

AcceptEnter the account code. Ifyou have more than one

account code, select Acceptand New Entry.



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If you are entering the sameexpense type multiple times,select Copy. This will make

a copy of what you justentered, then change the date

and amount claimed asneeded.



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When you are ready to select

another expense, selectAccept and New Entry



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When you are done enteringexpense types, select Next

Step to continue.



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The Summary page will bedisplayed. This will

summarize the total expensesbeing claimed, the amountbeing paid by COPA, any

advances and what is beingpaid to the employee.



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You will then have two options.

My Expense Report is INCOMPLETE This willsave the expense report but will not submit itto your supervisor for approval.

My Expense Report is FINISHED This will savethe expense report and will submit it to yoursupervisor for approval.



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For this example, the traveler

is submitting to theirsupervisor for approval. Afterselecting the Final Action

select Next Step



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After the trip is saved, thetrip number will be displayed.

You can view the statementby selecting Display Expense

Form

Note: This statement will bedisplayed in a new window.



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The Travel Expense Statement

will be displayed.

To print, right click on the statementand then select print from the menu.


d


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After reviewing the travelexpense statement, close the

window by selecting the X in

the top right hand corner of thewindow.


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You are now ready to attach scannedcopies of your receipts using the

attachment functionality.

Select Browse to find the file(s)containing your receipts.

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A box will appear for you to select the file

from your computer or network drive.Once you find the file, select the file andthen select OPEN


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SelectAttach

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A confirmation message will appear.

NOTE: There will be a few minutes delay beforeyou will be able to view the attachment.

The file you selected is nowlisted as an Attachment.

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If you do have additional ESS tasks, use theHistory option. If you have additional Travel

tasks, select Travel Planning andExpenses, if other ESS tasks, such as leave

request, select ESS Home.

If you do NOT have anyadditional ESS tasks, you can logout of ESS by selecting Log Off.


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Need to correct an expense report after it hasbeen paid?

Call the BCPO Travel Expense Help Desk forassistance.


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Additional Resources

Need help?

Contact the Travel Expense Help Desk:

1-800-824-0626 outside the Harrisburg area 717-346-3401 within the Harrisburg area

[email protected]

Documents

Create a Travel Expense Report Tutorial ESS ECC 6.03 Vers 3.0 110111