HELP GUIDE: SUBMITTING YOUR TIMESHEET AND NON-LOCAL TRAVEL VOUCHER FOR THE PITC PQ 2014 ADVANCED TRAINING

Timesheet: On your timesheets, you are approved to claim up to 4 hours for Thursday 4/24, 8 hours for Friday 4/25 (timesheet for week ending 4/25), and 4 hours for Saturday 4/26 (timesheet for week ending 5/2) for attendance at the Advanced Training. Please use the CDE cost code ( PITC Y1TII). Submit your timesheets to your PQ Program Assistant via the intranet as per normal weekly procedures. * Important note: If you have already submitted your timesheet for approval for week ending 4/25/14 and have not charged your time according to the above directions, please edit your timesheet to reflect the appropriate number of hours. Remember, you only need to “save” edits. Do not resubmit for approval, as this results in a duplicate timesheet submission.

Travel: Make sure you have all your receipts and copies of your boarding passes (if applicable). You will need to mail these into the PQ office with a copy of your voucher form. Read the following slides carefully. They provide information on how to fill out the travel voucher that has been created for you by your PQ Program Assistant. You will need to fill out the voucher yourself and submit it for review and approval by May 5, We are approaching the end of our fiscal year, and it is very important that all expenses are submitted in a timely manner. If you feel you need extra assistance in meeting this deadline, please let us know.

Please go to the WestEd intranet, locate your Travel profile, and click on it.

Please go to your Travel Profile page on the WestEd intranet, and click on the link to your “Unpaid Non-local Travel” form that has been created by your PQ Program Assistant.

On your travel form, click on the “Add Expense Voucher” link. This is where you will report all of your expenses pertaining to the trip.

On this screen you will find many required fields…please fill in everything marked with an (*). Pay close attention when choosing the hours. (The most common mistakes made are the a.m. & p.m. which cause the per diem to not calculate correctly.)

At the bottom of the same screen: if you are claiming per diem mark “yes.” If you do not have any other expenses other than mileage & per diem -> please mark the box below…and then “save.”

On this screen you will mark only the meals that were provided to you during your trip. Meals provided during the 2014 Advanced Training include: 4/24 – lunch, dinner 4/25 – breakfast, lunch, dinner 4/26 - breakfast

The system will then take you to a screen that should look like this one. It will include a summary of the per diem that you claimed based upon the hours and dates that you entered. You should now click on “Add Expense Item.”

You will need to enter each expense item individually. Example: for reporting mileage you will need to choose “private auto” and enter the amount of miles from beginning to ending destination. The system will calculate the amount due for the number you’ve entered. Click on “save” to move forward.

The summary page should now look like this… the screen will show you the mileage, the miles driven, the reimbursement amount, and the justification. Please click on “Add Expense Item” to claim another expense for this trip.

Here you will add another item: lodging, airfare, shuttle, etc. until you are finished claiming all of your out of pocket expense items. Then click on “save.”

Your summary page has now added all of your expenses. If you make a mistake, you can edit or remove individual items by clicking on the “edit” or “remove” links. You are now ready to submit to your Reviewer/Approver. please click on “Request Voucher Review/Approval.”

At this point, please choose Pui Kwong as your “Reviewer”, and Arlene Paxton as your “Approver” using the pull-down menus. The comment boxes may stay blank. Then, click on “Submit for Review & Approval.”

This page shows you that you have submitted your travel expense voucher for review and approval, with confirmation of the date and time of your submission. Now, print this page and attach the original receipts pertaining to this trip and mail your documents to your PQ Program Assistant for processing.

That’s it!* Please contact your PQ Program Assistant if you have any questions. *Reminder: Deadline for submission of your travel voucher is 5/5/14!