1. Slide 1 FastFacts Feature Presentation January 10 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at Travel, and focusing on a few of the issues and procedures that have caused people some confusion in the past.

3. Slide 3 Todays Presenters Tom Greene Associate Director Accounts Payable Shared Services Debbie Hawkes Travel Unit Supervisor Accounts Payable Shared Services

4. Slide 4 Session Segments Presentation Tom and Debbie will talk about some of the Travel issues that have caused confusion in the past. During their presentation, your phone will be muted. If you would like to submit a question during the presentation, you can email it to: fastfacts@jhu.edufastfacts@jhu.edu Q&A After their presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Tom and Debbie will answer as many of your questions as time allows.

5. Slide 5 Session Segments – Continued Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

6. Slide 6 Travel

7. Slide 7 Agenda Today, were going to talk about how to… Identify and select the correct personnel number Change a TRIPs Alternative Cost Assignment Save a TRIP for workflow Select and enter correct expense types for receipts Check the status of a TRIP Check the workflow for a TRIP Well also be providing some additional information on… Scanning and attaching receipts Exchange rates Travel advances

8. Slide 8 Personnel Numbers Identifying and Selecting the Correct Personnel Number Since some travelers may have multiple personnel numbers, to verify that youre choosing the correct personnel number, you can now lookup an individuals number using the Address Search Function. Beside the travelers name, you can now view the corresponding address to help ensure you are selecting the correct payee.

9. Slide 9 Personnel Numbers 1.Go into transaction type TRIP in SAP and click the Change Personnel Number icon. (Its the third icon on the upper-left side of the screen – the one that has two people on it.) A pop-up window will open. 2.Within this pop-up, click the drop-down icon.

10. Slide 10 Personnel Numbers 3.Click the Address Search tab OR click the third icon on the upper- right side of the screen to generate a drop-down list of tabs and select Address Search from this list. 4.Enter the travelers last name and first name in the appropriate name fields. The wildcard function (*) can also be used when conducting a name search. Click the green checkmark located on the lower-left side of this window to begin the search.

11. Slide 11 Personnel Numbers 5.A list of names will appear once you initiate the search. Double-click on the correct persons name. 6.Enter the correct persons personnel number in the personnel number box. Click the green checkmark to complete the search.

12. Slide 12 Alternative Cost Assignment Entering An Alternative Cost Assignment A TRIPs workflow is determined by the cost assignment associated with the TRIP. In order to ensure a TRIP is sent through the correct department approval path, users must enter an Alternative Cost Assignment that overrides the default cost handling.

13. Slide 13 Alternative Cost Assignment 1.In SAP, you must be in your trip document to enter your alternate cost. Click the Alternative Cost Assignment for Entire Trip button.

14. Slide 14 Alternative Cost Assignment 2.Click the Cost Distribution button and enter your cost assignment on the second line. Click the green checkmark once you have entered information in the required fields.

15. Slide 15 Saving a TRIP for Workflow Saving A TRIP for Workflow After you have entered an expense report into SAP, the trip must be saved twice in order to initiate and begin the workflow.

16. Slide 16 Saving a TRIP for Workflow When you click the Save button the second time, you will see a pop up box asking Are you ready to submit your Expense Report for Approval? Click Yes and the workflow will be initiated for this trip.

17. Slide 17 Expense Types for Receipts Selecting and Entering Correct Expense Types for Receipts Selecting the correct expense type for receipts has been a common problem with the end users. The PD (which is a part of some of the expense type descriptions) means that the receipt amount is not to be paid out to the traveler. PD expense types will not be included in the disbursement.

18. Slide 18 Checking the Status of a TRIP To check the status of a trip in SAP transaction TRIP, click the List of All Trips link.

19. Slide 19 Checking the Status of a TRIP A list of Open and Paid Trips will appear If the paid trips are not displayed, click the drop-down arrow next to the yellow file folder. A list of trips should appear if there are paid trips for the individual. Click the drop-down arrows next to the dates (this is the date the trip was created) to display more detailed payment information regarding the trip.

20. Slide 20 Checking the Status of a TRIP Under the Travel Expense Statement column, you will see different icons. Note: If you see a white clock with the label Trip on Hold/To Be Settled, this means that the trip is waiting for Accounts Payable to audit and approve. The yellow triangle with the label Trip Completed/To Be Settled means the trip is pending department approval. The green dollar sign with coins means the trip has been paid to the traveler. If you expand the column next to Status, you will see the paid date information for the trip.

21. Slide 21 Checking the Workflow How To Check the Workflow for a TRIP In the upper-left corner of the document, you will see an icon that is called the Services for Object icon. Right next to it is an icon that looks like a white sheet of paper. Click the white sheet of paper icon. Place your cursor over the word Workflow and then click Workflow overview.

22. Slide 22 Checking the Workflow For this particular trip, no workflow exists. If you see this message at the bottom of your screen, it means that the trip was not saved twice to initiate the workflow for department approvals. You have to click the Save button again to initiate the workflow.

23. Slide 23 Checking the Workflow Scroll down to the last workflow entry (if more than one exists) in the title section and click the entry to highlight it. In the Current Data for Started Workflow box, you will see dated information regarding the expense report. Current Data for Started Workflow box

24. Slide 24 Checking the Workflow Under the Agent column, you may see an Information link. Click this link to see whose inbox the trip is currently in, awaiting approval.

25. Slide 25 Checking the Workflow On the final line, if you see the words Mail Sent, this indicates that all approvals are done and an email was sent to the initiator indicating that the document was approved. Note: To exit a document without starting the workflow again, click the green back arrow or the yellow up arrow to exit the trip. Once the approval is received, the word Approved would appear under the Result column.

26. Slide 26 Attaching Receipts Scanning and Attaching Receipts End users can now scan and attach receipts directly. The instructions for scanning and attaching receipts to a trip document can be found at the following website: http://www.jhu.edu/hopkinsone/Support/documents/travel- expenseattaching.ppt When scanning and attaching multiple pages, scan all the items as one image and attach the file. DO NOT scan and attach each page separately. http://www.jhu.edu/hopkinsone/Support/documents/travel- expenseattaching.ppt If you fax receipts in to A/P, please use the appropriate cover sheet. The proper cover sheet can be found at this website: http://ssc.jhmi.edu/accountspayable/DataFiles/TRAVELRECEIPTSCO VERSHEET.doc http://ssc.jhmi.edu/accountspayable/DataFiles/TRAVELRECEIPTSCO VERSHEET.doc

27. Slide 27 Exchange Rates When converting currency for international travel, please convert the currency using the website http://www.Oanda.com/ SAP DOES NOT have the current currencies updated. The exchange rates that appear in SAP where uploaded to populate the database to allow departments to enter their own exchange rates.http://www.Oanda.com/ The Oanda website will provide current exchange rates and will also allow you to enter the dates of the actual travel for the exchange rates for that day.

28. Slide 28 Travel Advances You must enter a request in the Trip transaction in SAP when requesting a Travel Advance. A signed Travel Advance Recovery form is required for all Travel Advances and must be faxed to 443-997-3554. You can find the travel advance recovery form at this website: http://ssc.jhu.edu/accountspayable/DataFiles/TravelAdvanceRecover y.doc http://ssc.jhu.edu/accountspayable/DataFiles/TravelAdvanceRecover y.doc The allowable amounts for travel advances are $50.00 per day for domestic travel. For International travel, the per diem rate can be used when requesting a Travel Advance. The international per diem rates can be found at this website: http://aoprals.state.gov/web920/per_diem_action.asp?MenuHide=1 &CountryCode=0000 http://aoprals.state.gov/web920/per_diem_action.asp?MenuHide=1 &CountryCode=0000 JHU Only

29. Slide 29 Travel Advances If all of the Travel Advance funds are not used by the traveler, the traveler must write a check back to JHU for the amount due back to the institution. Please fill out the Travel Advance Funds Due University form found on this website: http://ssc.jhu.edu/accountspayable/DataFiles/TRAVELADVANCEFUN DSDUEJHUFORM.doc http://ssc.jhu.edu/accountspayable/DataFiles/TRAVELADVANCEFUN DSDUEJHUFORM.doc SAP will automatically deduct amounts owed to the University from future payments if an employee has future reimbursements due to them for travel expenses. JHU Only

30. Slide 30 General Information Fax Numbers: AMEX Receipts:410-502-8020 Travel Receipts:410-502-7959 or 410-502-7965 Travel Advance Recovery Form: 443-997-3554 Wires:443-997-3554 JH Travel Mini Master Request:443-997-3554

31. Slide 31 General Information AMEX Corporate Card Reimbursements: When requesting reimbursement for the AMEX Corp. expenses, please enter AMEX as the first word in the Reason For Trip field when entering your expenses on the trip document. When A/P staff looks in the Travel Queue, they can identify the AMEX transactions quickly if it is labeled properly. A/P is committed to reimbursing the AMEX Corp. Card expenses within a 72 hour period once the department approves the expenses in workflow. However, A/P can only commit to the turnaround if the department has followed the proper directions when submitting the expense for reimbursement. Fax receipts to the appropriate AMEX line (410-502-8020) and enter AMEX as the first word of the Reason For Trip field.

32. Slide 32 General Information Processing Expectation for End Users: A/P has 10 business days from the date the department approved the expense. If your payment has not been made within this time period, please contact the appropriate staff person in the Travel Unit.

33. Slide 33 General Information Wire Payments for Travel Expenses: A/P can do International wires for travel reimbursements but the funds can only be sent in US currency. The amount has to coincide with the TRIP transaction amount. The Intl Wire form should be faxed immediately to 443-997-3554. This form is available at… http://ssc.jhu.edu/accountspayable/DataFiles/INTLWIREINFO.doc http://ssc.jhu.edu/accountspayable/DataFiles/INTLWIREINFO.doc

34. Slide 34 Policies and Procedures The Controllers Office policies and procedures can be found on the following website: http://www.controller.jhu.edu/policy/list.html The Travel Unit A/P Staff contacts can be found on the following website: http://ssc.jhu.edu/accountspayable/contact.htmlhttp://ssc.jhu.edu/accountspayable/contact.html

35. Slide 35 Conclusion When faxing in your travel receipts please remember to use the correct cover sheet. Using a different cover sheet will result in faxing the receipts in to the incorrect fax line and the travel unit will not receive the receipts. Initiating the workflow for a trip document, remember to hit the save button twice. Monitor the trips that you created. If the trip has not been approved for payment by A/P in 10 days, please contact the appropriate staff person for resolution.

36. Slide 36 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

37. Slide 37 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

38. Slide 38 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!