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Last Updated Sept 19, 20071 CSU – Travel System Training Table of Contents Module 1 - Download and Save the CSU Travel Form………………………………………Slide 3 Module.

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Presentation on theme: "Last Updated Sept 19, 20071 CSU – Travel System Training Table of Contents Module 1 - Download and Save the CSU Travel Form………………………………………Slide 3 Module."— Presentation transcript:

1 Last Updated Sept 19, 20071 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 Module 4 - Saving Traveler Data Files….…………………………………………………….Slide 15 Module 5 - Create a Pre-Trip Document Step 1 (Preparer Information) …………………………………………………………….Slide 18 Step 2 (Traveler Information) ……………………………………………………………..Slide 20 Step 3 (Trip Itinerary) ……………………………………………………………………..Slide 22 Step 4 (Ticketed Transportation) …………………………………................................Slide 23 Step 5 (Meals Per Diem)...……………………………………………………………….Slide 24 Step 6 (Additional Trip Expenses)..……………………………………………………..Slide 27 Step 7 (Travel Advance)..………………………………………………………………..Slide 30 Step 8 (Travel Voucher)..………………………………………………………………..Slide 31 Module 6 - Approval Requirements for Travel Documents …………….…………………..Slide 34 Module 7 - Create a Post-Trip Document…………………………………………………….. Slide 36 Module 8 - Create an Amendment Document….………………………………....................Slide 43 Module 9 - Who Do I Call?...…………………………………………………………...............Slide 50

2 Pre-trip documents ItineraryTickets Meals Additional Advance Voucher Post-trip documents (State Card Preferred) Approval Receipts ++++ + Reconcile Advance 15% Tolerance Approval Travel Application Overview Pre-trip documents Travel Agent Travel Desk 3 2Last Updated Sept 19, 2007

3 Voucher Pre-trip documents Itinerary Tickets Meals AdditionalAdvance ++++ Travel Application Background 3  Transient forms used to update the Travel Voucher  Contains application logic (per diem calculations, mileage, totals, subcode translations…)  Once updated to the Travel Voucher these forms are blanked.  Updatable forms which can be saved and reused.  Requires a full version of Adobe. 3Last Updated Sept 19, 2007

4 4 Module 1 - Download and Save the CSU Travel Form Go to the Business & Financial Services website at the following address busfin.colostate.edubusfin.colostate.edu Find the Travel link on the left hand navigation bar and click on it Under Applications and Forms:Note that there are three versions of the Travel Form – one is for use with either Adobe Acrobat 5.0 or 6.0. The others for use with Adobe Acrobat 7.0 or 8.0.

5 Last Updated Sept 19, 20075 Module 1 - Download and Save the CSU Travel Form Right click on Travel Form Select “Save Target As”

6 Last Updated Sept 19, 20076 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

7 Last Updated Sept 19, 20077 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

8 Last Updated Sept 19, 20078 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

9 Last Updated Sept 19, 20079 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.

10 Last Updated Sept 19, 200710 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. Adobe Acrobat® 5.0 (full version) Acrobat Reader® 5.0 (free version) Click on the window to close

11 Last Updated Sept 19, 200711 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)

12 Last Updated Sept 19, 200712 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

13 Last Updated Sept 19, 200713 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