1. Statewide Financial System Program 1 TE 205 Travel and Expenses TE 205 Travel and Expenses Welcome

2. Statewide Financial System Program 2 Refrain from side conversations Obey building safety rules and regulations Silence cell phones, PDAs, refrain from checking email Ask Questions Take breaks as needed Ground Rules

3. Statewide Financial System Program 3 Learning Objectives After completing this course, you should be able to:  Explain the SFS Travel and Expenses process, key terms, and concepts at a high level  Create, view, modify, and delete Travel Authorizations  Create, view, modify, and delete Expense Reports  Locate additional training materials, job aids, and other useful information

4. Statewide Financial System Program 4 Training Methodology  Training Steps  Tell Me – Facts, Concepts, Terms, Definitions.  Show Me – Relevant Demonstrations of Process Steps.  Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment.  Help Me – Facilitator Support.  Training Materials  Course Presentation.  UPK Simulations.  Training Exercises and Data Sheets.  User Guide and Job Aids.

5. Statewide Financial System Program 5 Agenda  SFS TE Integration, Terms, and Concepts  SFS Navigation Overview  Travel Authorizations  Expense Reports  SFS TE Learning Path and Resources

6. Statewide Financial System Program 6 SFS TE Integration, Terms, and Concepts In this lesson, you should learn:  How the SFS Travel and Expenses module integrates with other SFS modules  The typical SFS Travel and Expenses process flow  Key SFS Travel and Expenses concepts and terms

7. Statewide Financial System Program 7 SFS TE Integration, Terms, and Concepts The flowchart below shows how the SFS Travel and Expenses module integrates with other SFS modules.

8. Statewide Financial System Program 8 SFS TE Integration, Terms, and Concepts The basic steps of the SFS Travel and Expenses process are depicted below.

9. Statewide Financial System Program 9 OldNew Pre-Travel Authorization (PTA) (Expense Anywhere System) Travel Authorization - A travel document submitted prior to travel. It is used to manage the pre-travel approval of estimated travel costs. Travel Voucher Expense Report - A travel document submitted once travel is complete. It is used to capture the actual travel costs and request reimbursement of expenses. SFS TE Integration, Terms, and Concepts Key Terms – Old vs. New

10. Statewide Financial System Program 10 ConceptDefinition Business Purpose Overall classification of expense documents. The business purpose is the business reason for travel, e.g., routine travel and conference. Expense Type A classification of valid business expenses, e.g., parking and airfare. My Wallet A tool in SFS that stores travel card transactions and allows the user to reconcile these transactions by applying them to expense reports. Non-Travel Expense SFS Travel and Expenses will also be used for reimbursement of job related expenses not associated with travel, e.g., membership expenses and uniform allowances. SFS TE Integration, Terms, and Concepts Key Concepts

11. Statewide Financial System Program 11 SFS TE Integration, Terms, and Concepts SFS TE Roles  Agency Traveler  Agency Traveler Proxy  Agency Travel Clerk  Agency Travel Authorization Approver  Agency Expense Report Approver  Agency Travel Inquiry and Reporting  Employee Data Administrator

12. Statewide Financial System Program 12 SFS Navigation Overview In this lesson, you should learn:  How to login to SFS and perform general navigational steps

13. Statewide Financial System Program 13 Travel Authorizations In this lesson, you should learn:  Where entering Travel Authorizations fits into the SFS Travel and Expenses process  How to create, search for, modify, delete, and view a Travel Authorization

14. Statewide Financial System Program 14 Travel Authorizations The flowchart below shows where entering Travel Authorizations fits into the SFS Travel and Expenses process.

15. Statewide Financial System Program 15 Travel Authorizations Transactions  Creating Travel Authorizations  Creating Travel Authorizations by copying an existing Travel Authorization  Searching for and modifying saved Travel Authorizations  Deleting Travel Authorizations  Viewing Travel Authorizations

16. Statewide Financial System Program 16 Learning Exercise Creating a Travel Authorization  Using the Creating a Travel Authorization exercise sheet, complete this exercise in the SFS training environment. 10 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

17. Statewide Financial System Program 17 Expense Reports In this lesson, you should learn:  Where entering an Expense Report fits into the SFS Travel and Expenses process  How to create, search for, modify, and delete an Expense Report

18. Statewide Financial System Program 18 Expense Reports The flowchart below shows where entering Expense Reports fits into the SFS Travel and Expenses process.

19. Statewide Financial System Program 19 Expense Reports  Creating Expense Reports  Creating Expense Reports by copying an existing Expense Report  Creating Expense Reports using My Wallet  Creating Expense Reports by copying a Travel Authorization  Creating Expense Reports for emergency travel  Creating Expense Reports for non-travel expenses  Searching for and modifying saved Expense Reports  Itemizing hotel bills  Using Travel Cards for per diem meals  Expense reports when money is owed to the State  Deleting Expense Reports  Viewing Expense Reports  Reviewing expense and payment history  Printing travel documents Transactions

20. Statewide Financial System Program 20 Learning Exercise Creating an Expense Report  Using the Creating an Expense Report exercise sheet, complete this exercise in the SFS training environment. 10 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

21. Statewide Financial System Program 21 SFS TE Learning Path and Resources In this lesson, you should learn:  The SFS Travel and Expenses training structure  Where to find training materials and resources

22. Statewide Financial System Program 22 SFS TE Learning Path and Resources TE 201 Travel and Expenses for Travelers TE 205 SFS Travel and Expenses TE 210 Travel and Expenses Processing and Administration TE 305 Travel and Expenses for Approvers SFS Travel and Expenses Training Structure

23. Statewide Financial System Program 23 SFS TE Learning Path and Resources Training Materials Location and Class Preparation Location ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=123&Itemid=667 All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=127&Itemid=658 Job Aids and Reference Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=124&Itemid=668

24. Statewide Financial System Program 24 Summary Having completed this course, you should now be able to:  Explain the SFS Travel and Expenses process, key terms, and concepts at a high level  Create, view, modify, and delete Travel Authorizations  Create, view, modify, and delete Expense Reports  Locate additional training materials, job aids, and other useful information

25. Statewide Financial System Program 25 Conclusion Thank you for your participation!

26. Statewide Financial System Program 26 Slides for Agency Use (Arial, Font 36) Agency specific Heading (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

27. Statewide Financial System Program 27 Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) In this lesson you should learn: (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

28. Statewide Financial System Program 28 Slides for Agency Use (Type Topic here)  Agency Specific Key Terms and Concepts (Arial Font 24) Term / ConceptDefinition Term / Concept name (Arial Font 18) Definition of Term / Concept (Arial Font 16)