Page 1 Getting Travel or non-Travel business reimbursements for non-Johns Hopkins employees Last update January 15, 2007 These instructions are for those who have the role of Travel Assistant and can submit expense reports on behalf of others.

Page 2 Non Employee Expense Reimbursement THE SITUATION: You have a non-Hopkins employee, such as a student, guest speaker, study participant, etc. who need to be reimbursed for legitimate business related expenses, either travel or non-travel. STEP ONE: You must get them “into” the system by filling out an HR form called the Mini-Master and returning it to the Accounts Payable Shared Service Center.

Page 3 Non Employee Expense Reimbursement Go to the Accounts Payable Shared Services Web site: Click on “Forms”

Page 4 Non Employee Expense Reimbursement Under “Travel Forms” click on “JH Travel Mini Master Creation Request.”

Page 5 Non Employee Expense Reimbursement Fill out the form and fax it to Accounts Payable Shared Service Center. THE FAX NUMBER IS: When completed, AP Shared Services will this non-employee’s personnel number to the person who made the request.

Page 6 Non Employee Expense Reimbursement Click “Change Personnel Number” Enter Personnel Number for non- employee. Click on green check after entering in number. If you do not see the “Change Personnel Number” button click the more arrow to expand the menu.

Page 7 Travel Reimbursement Simplified These instructions will show you how to do “Domestic Travel” business expense reimbursement. Click “Create Travel Expense Report”

Page 8 Travel Reimbursement Simplified You are going to request reimbursement for domestic travel, such as traveling across town to attend a training session, which would include mileage and parking. Since “Choose a Trip Schema” defaults to “Domestic Trip,” simply hit “Enter” or click the green arrow.

Page 9 Travel Reimbursement Simplified Enter start date. Example: “01/02/2007” Enter end date of trip. Describe your destination. This is a free text field. Example: “East Baltimore campus.” Brief description of reason for trip, a free text field. Click on this drop down and continue to next page. Start and End time is optional, but can be important for calculating certain rates. Use Military time if you fill these in.

Page 10 Travel Reimbursement Simplified Select activity reason

Page 11 Travel Reimbursement Simplified Click here to begin cost distribution assignment. This is required.

Page 12 Travel Reimbursement Simplified Next, click here to open cost assignment grid.

Page 13 Travel Reimbursement Simplified On this screen, a valid Cost Center, Internal Order number or Work Breakdown Structure (WBS Element) number must be entered so the system knows where to charge for the expenses. Do not assume the default Cost Center is correct. You must see your Financial staff to obtain the appropriate cost number. Users default Cost Center Internal Order number goes here; Internal orders are used for sponsored research WBS element numbers apply only to projects.

Page 14 Travel Reimbursement Simplified Cost Centers, Internal Order numbers and WBS element numbers are different ways to charge something. Once you’ve entered the correct number in the proper field, click on the green arrow button to continue. NOTE: Other data fields (such as Company Code and Business Area) should derive once the correct cost number is entered. Once the right cost assignment has been made, click on the green arrow to continue. Enter percent, normally 100 percent in a new line Enter either Cost Center, Internal Order or WBS element Always begin on the second, blank line. Make sure first line is blank or zero for % Distrib.

Page 15 Travel Reimbursement Simplified If you do not know the correct cost assignment number, you can save your expense report and return to it later. Click “Save” to save your report. NOTE: Click “Save” once to save and generate an assigned trip number; Click “Save” a second time to initiate workflow.

Page 16 Travel Reimbursement Simplified To access a saved report, click on “Change Travel Expense” field.

Page 17 Travel Reimbursement Simplified Now it’s time to fill in mileage. You may [A] enter in total roundtrip mileage OR [B] enter in mileage by trip segment. To enter total roundtrip mileage, type value in here. If you decide to enter mileage by trip segments do not fill in total above, but click here to enter in mileage in trip segments. After you’ve entered in each trip segment, the system will fill in the total miles.

Page 18 Travel Reimbursement Simplified Enter total miles for each leg of your trip. Enter starting location; this is a free text field. Enter ending location; this is a free text field. When finished entering miles, hit “Enter” This will update the total miles.

Page 19 Travel Reimbursement Simplified This displays your total trip miles. Now click here to collapse the mileage grid.

Page 20 Travel Reimbursement Simplified Now it’s time to fill in your Expense Receipt information, if you have any receipts for things such as parking or other valid business expenses. If you have no receipts, skip to page 25. Click here to view a drop down of Expense Codes. Select the right Expense Category.

Page 21 Travel Reimbursement Simplified Enter the dollar amount here. Enter Expense Description here. Example, “Parking for SWAT training sesion.” Enter text giving the reason for the expense. Click “Transfer” button or hit enter to add receipt.

Page 22 Travel Reimbursement Simplified Now you’re ready to save and submit for workflow approval The entered amount now appears in the register.

Page 23 Travel Reimbursement Simplified Your SAP Trip transaction number. Click “Save” once to save; click “Save” a second time to invoke workflow. Click “Yes” to submit for workflow approval.

Page 24 Travel Reimbursement Simplified Click here to access a printable copy of your submitted non-travel business related expense report. See sample on next page. Trip transaction number used for tracking.

Page 25 Travel Reimbursement Simplified Printable report

Page 26 Travel Reimbursement Simplified Your non-travel business expense report is out for approval. Key Points: 1. For the expense report to be approved, both administrative and financial approvers must approve before the approved expense report makes its way to the Accounts Payable Shared Service Center. 2. Before the AP Shared Service Center can approve the reimbursement to be made, the original receipts must be faxed to the AP Shared Service Center’s designated travel receipt fax line. Departmental policy guides who does this step, but in most cases it should be an admin or financial approver who verifies the hard copy receipts. 3. The proper cover sheet for Point 2 above can be found at: nts/Travel%20Fax%20Cover%20Sheet.doc nts/Travel%20Fax%20Cover%20Sheet.doc