RAPS Travel

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RAPS Travel. Starting the Travel Request. Select C reate and a dialog box will open to select the dates of travel. Who’s Traveling?. Change the traveler to reflect the appropriate person. What’s the Purpose and Destination?. Provide as much information about the travel as possible. - PowerPoint PPT Presentation

Text of RAPS Travel

RAPS Travel

1The travel system is designed to enter all travel expenses in a single trip for each staff person. The Travel program is not to be used for non-staff such as student travel. These expenses would be entered on a regular PO using a non-staff travel or field trip account.

1Starting the Travel Request

2There are several options to choose from on the Travel tab. Create:Creates a trip. A new trip number and travel request number is automatically assigned.Modify:Allows modification of an existing travel request that has not been sent for authorization and also allows additional expenses to be added as needed.View:Allows viewing of travel requests.Status:Shows the status of a trip. This includes where it is currently sitting in authorization, where it has been and where it is going.Help:Opens online help.

**Most likely youve been asked to create a trip for someone else. Before you begin ask yourself if you have the information needed to get started. The information includes:Vendor name - Who are we paying? What are the dates of travel? What is the travel for and where is it?Is it an advance or reimbursement?If reimbursement, are there receipts to substantiate payment?If advance to pay a vendor, is there a confirmation of the reservation including cost?2

Select Create and a dialog box will open to select the dates of travel.

3Click on the appropriate departure and return dates of the travel and click okay.

If you are submitting In-district mileage reimbursement for a range of dates, e.g. Nov. 1 Nov. 30, then you need to put that range of dates as your departure and return dates. Otherwise, you will not be able to log each date traveled. The system will only allow mileage to be entered for the dates within this selected area.3Change the traveler to reflect the appropriate person.Whos Traveling?

4Note: The default tab once the trip opens is called Trip Information.4Provide as much information about the travel as possible.Enter Destination.

Whats the Purpose and Destination?

5The Trip Information tab is where all descriptive data regarding the travel request and account distribution are entered.In the purpose of travel section include name of training or conference, date(s) of activity, and where the travel will occur.When choosing the destination, select the + to add the Destination and a dialog box will open. Choose the appropriate destination and click okay when done.

5Expenses

The Expenses tab is where all the descriptive data regarding meals, lodging, mileage, transportation, fuel, fees, and miscellaneous expenses for the travel request are entered.6

Expense Button- Click this to start adding expensesOur travel program no longer has Advance and Reimbursement buttons to select when creating travel requests. Instead, an Add Expense button has replaced them. This is to eliminate confusion when adding expenses to the trip. All Travel Policy rules around reimbursements and advanced payments remain in place.

Advance payments may include Meal(s), Lodging (prepayment), Mileage, and Fees (Registration). All of which require documentation to substantiate the expense except Meals which is per diem.

Most Reimbursements require receipts in order for payments to be processed and are generally modifications to a trip that has already been created. These include: Lodging, parking fees, baggage fees and transportation services such as shuttle costs.

67MEALS

Once the Meals button under Expenses has been selected, a grid will open showing the range of dates the travel is request is for with boxes to select for meal advance.

Currently, the meal allowance is $8.00 for breakfast, $12.00 for lunch and $19.00 for dinner.

Meals are paid on a per diem basis only. No receipts are required and the RCC corporate card should not be used to charge meals. It is the responsibility of the person traveling to only ask for Meal allowance that are not being provided by the organization hosting the event.

78LODGING

When lodging is selected, you will need to fill in the information according to who were paying. It will be the vendor direct, reimbursing the staff person or the college bank card.

Lodging When a reservation is made and staff want to take a check, the staff person should ask the vendor if they will accept a hand carried check from the College. Also, an invoice should be requested to substantiate the reservation and payment can be posted for an advance.

*The Deliver To boxes in the body of the travel request have been removed. If you have special instructions for processing your travel request, please contact Shannon Wade in the Business Office.

89MILEAGE

Mileage

The Mileage tab is used to enter reimbursement for all mileage including in-district and out-of-district travel.

For in-district mileage reimbursement, one trip is suffice to log travel for an entire month or more. It is recommended to submit in-district mileage reimbursements monthly instead of for several months or even the entire FY. This is done by entering the departure date as the first day of travel and the return date as the last day of travel. For example, to enter mileage for the month of March, the departure date would be March 1 with the return date being March 31. The system will allow dates of travel to be entered within the specified time period. In-district travel should be submitted for approval after the last day of travel.

For out-of-district mileage, mileage is calculated by the actual miles traveled. Google Maps, MapQuest or Yahoo Maps can be used to determine the miles between locations. The system will allow you to enter it manually. The travel should reflect round trip so the miles will reflect to the destination and then miles for the return home.910TRANSPORTATION

This is where transportation expenses should be entered including airline, rental cars, shuttle service, and any other means of transporting.

*The Deliver To boxes in the body of the travel request have been removed. If you have special instructions for processing your travel request, please contact Shannon Wade in the Business Office.

1011FUEL

The College has Chevron gas cards that can be checked out through Accounts Payable. In order to check out a card, you will need the following information:

Trip NumberDrivers License Number

A RCC corporate credit card can be used or the staff member may request reimbursement upon return. Fuel is reimbursed when a rental car has been used for the travel. A staff member may not request both mileage reimbursement and fuel reimbursement. The College pays staff mileage reimbursement in lieu of fuel reimbursement.1112FEES

Fees A registration form is generally sent to the Business Office as support documentation for advance payment on a registration fee.

Sometimes, the agency will invoice us and no registration form or prepayment is needed.

*The Deliver To boxes in the body of the travel request have been removed. If you have special instructions for processing your travel request, please contact Shannon Wade in the Business Office.

1213MISCELLANEOUS

Some reimbursable miscellaneous expenses could include:

Business office expenses (copy services, postage, etc.)Business related phone calls and faxes, including those necessary to obtain transportation and hotel reservationsCurrency conversion fees

Sometimes, there is a necessity to add additional lodging charges and/or meal allowance. This may be due to an extra day that was not anticipated in the original request. If there was an expense entered (such as lodging or meals) and it has already completed authorization, RAPS will not allow you to modify this expense under the lodging tab. In this case, you would enter the additional charge under Miscellaneous with an explanation in the description box.

*The Deliver To boxes in the body of the travel request have been removed. If you have special instructions for processing your travel request, please contact Shannon Wade in the Business Office.

13Once the expenses have been entered, click back to the Trip Information tab.

14

14All expenses entered should reflect in the Trip Summary. Select the $+ button to add the account.Click Save and then Send to start the request for approval.15

Note: The Trip Number was automatically generated when you created it. The Travel Request # was assigned when you clicked the Add Expense button to enter the expenses. Each time you modify the trip to add expenses, a new request number is created. Remember, you are still working on the same trip! The trip number has not changed.

1516Authorization Reminder

If you decide to Save the Travel Request and not send for approval, a prompt will alert you that it has not been sent for authorization. This alert message was recently added to the program to assist staff with sending all travel requests for approval. In the past, when multiple requests have been created, one or more request has been forgotten and not sent for approval.16To Modify a Trip, click the Modify button. Choose an option and then Ok to see a list of the trips that match your criteria.Once you have selected the trip to Modify, click Ok.

17

Modifying a TripA trip can be modified as many times as needed to add expenses. The idea is to keep all expenses for one trip on one travel request.17Expenses

18On the Expenses tab, click the Add Expense Button to start adding expenses. This will create a new Travel Request within the same Trip.

18Once all other expenses have been entered, click on the Trip Information tab. The trip summary will reflect the expenses and the new amount to allocate.Click the $+ b