Creating a Per Diem Trip and Regular Trip on Same Expense Report 1

Creating Your Report Header Create your report header exactly as you would a regular expense report and click ‘Next’ Be sure to change the Tulane Policy to ‘Tulane Sponsored Project Policy’ if you will be charging a 5 ledger account (grant) –Note: If you forget to change the policy and you click Next, you will not be able to submit as there is no way to edit this field once you have moved into the expense report 2 Creating a Per Diem Trip and Regular Trip on Same Expense Report

Starting the Per Diem Process Once you have created your expense report header and clicked ‘Next’, the ‘Travel Allowances’ dialogue box appears If your report includes per diem for meals or hotel, click ‘Yes’ –If you do not click Yes and later want to add per diem expense types, you can click on Details, Itineraries, Create New Itinerary Creating a Per Diem Trip and Regular Trip on Same Expense Report 3

Creating Your Itinerary Once you have clicked ‘Yes’ in the travel allowances box, you will now create your itinerary You must create an itinerary for each leg of the trip where you conducted business (layovers are NOT a leg of an itinerary) Enter the itinerary details for the first leg (first day of travel only) of the trip and click ‘Save’ –Do NOT click ‘Next’ or a single leg itinerary will be created and the traveler will not be able to submit for approval Creating a Per Diem Trip and Regular Trip on Same Expense Report 4 Enter all details and click Save

Creating Your Itinerary Enter the details of the second leg of your itinerary. Note: The Depart From (City) is the city you traveled to on the first leg –If your trip includes more than one city in which you will be conducting business, create a separate leg for each city traveled to Click ‘Save’ –Do not click ‘Next’! Click ‘Expenses & Adjustments’ at the top of the dialogue box Creating a Per Diem Trip and Regular Trip on Same Expense Report 5 Enter details for 2 nd leg and click Save After clicking Save, click Expenses and Adjustments

Per Diem Expenses and Adjustments The Travel Allowances for the trip will show in a new dialogue box –Shows all travel allowance meals for the trip The rates are automatically imported from the GSA Conus and Overseas rates based on time, date, and location If a meal is provided by the conference or a business associate, click on that meal and the system will automatically adjust the rate of reimbursement for that day Click ‘Create Expenses’ and these will be added to your Expense List in the expense report Creating a Per Diem Trip and Regular Trip on Same Expense Report 6

Per Diem Expenses Added to Expense List Your per diem meals are now added to your Expense List Continue the report by choosing the next expense type Creating a Per Diem Trip and Regular Trip on Same Expense Report 7

Adding Hotel Per Diem Hotel/Lodging expense does not have to be per diem; you can enter this item as a regular expense –You will only be reimbursed the amount you spent regardless of the per diem rate For this example, we are choosing to use per diem –Receipts will be required even if you choose per diem hotel expense type Creating a Per Diem Trip and Regular Trip on Same Expense Report 8

Adding Per Diem Hotel Enter all details in the New Expense pane Enter 0.00 in the ‘Amount’ field and check the ‘Travel Allowance’ box Click ‘Itemize’ Creating a Per Diem Trip and Regular Trip on Same Expense Report 9 Enter 0.00 in the amount field and click in Travel Allowance box indicated by the arrow Itemize button

Itemizing Per Diem Hotel Before entering all the detailed itemization information, click the ‘Expense’ tab shown by the red arrow at the top of the ‘Nightly Lodging Expenses’ pane Creating a Per Diem Trip and Regular Trip on Same Expense Report 10

Itemizing Per Diem Hotel Click the link ‘Show reimbursable allowances for ’; for this example the date on the report is This link will give you the nightly per diem rate based on the dates and location of your trip Creating a Per Diem Trip and Regular Trip on Same Expense Report 11

Itemizing Hotel Per Diem The ‘Travel Allowances’ pane for your report will appear and give you the per diem rate for the nights you are staying You will only be reimbursed for the rate you pay if it is less than the per diem rate; if you pay more than the per diem rate, you will only be paid the per diem rate In this case, the per diem per night for two nights is $ Click ‘Done’ Creating a Per Diem Trip and Regular Trip on Same Expense Report 12

Itemizing Hotel Per Diem Once you click ‘Close,’ enter the total amount of the stay in the amount field where you orignially entered zero to get the per diem rate Now you can click on ‘Itemize’ and continue itemizing your hotel stay Creating a Per Diem Trip and Regular Trip on Same Expense Report 13 Enter the total amount for the two nights

Itemizing Hotel Per Diem Now you must itemize by entering the Check-in Date, Check- out Date, and Room Rate –Using Hotel Per Diem, do not separate room rate and taxes for each night; enter the amount per night that was displayed in the per diem rate table –Once you enter the room rate, click in the box ‘Combine room rate and taxes into a single entry’ Click ‘Save Itemizations’ Creating a Per Diem Trip and Regular Trip on Same Expense Report 14 Enter check-in and check-out dates here Check box to combine room rate and taxes into single entry

Adding New Expenses from Another Trip Click on a new expense type (Natural Account) for your next trip –Be sure to change the Business Purpose and City for the new trip in the new expense pane. In this case, we will be adding domestic airfare as an expense type for the next trip and filling in all required fields Click ‘Save’ and continue adding expenses for this trip Creating a Per Diem Trip and Regular Trip on Same Expense Report 15

Adding Domestic/Hotel Regular Expense from Another Trip In this example, ‘Domestic Hotel/Lodging’ is the expense type for our new trip Change the Business Purpose and city name accordingly and then click ‘Itemize’ to bring up the above screen Complete all required fields in the Nightly Lodging Expenses pane –If you have a one-time expense on a hotel bill, you cannot enter it in this pane as this creates recurring charges for each night. –Subtract the one time amount and enter it under its own expense type and state in the Comments field that this is part of the hotel bill Now click ‘Save Itemizations’ and move on to your next expense Creating a Per Diem Trip and Regular Trip on Same Expense Report 16

Expense List Showing Expenses for Both Trips This screen appears after the itemizations have been saved You will notice all the information for the trip on the 12 th is grouped together at the top of the Expense List and the trip information for the 7 th is grouped under it You can continue adding expenses for this trip or you can proceed to add expenses for another trip. You can now allocate your expenses if you are done with this report (Remember - you can add more trips as they occur.) Creating a Per Diem Trip and Regular Trip on Same Expense Report 17

Expense List Showing Expenses Have Been Allocated This screen shows that all expenses for both trips have been allocated by displaying a tri-colored pie chart icon next to the expense Remember: You can allocate all expenses to the same account distribution at once by checking the “choose all” box next to the Date heading, or you can allocate individually by clicking on each expense if you are not charging all expenses to the same account(s) For details on how to allocate, see the chapter covering allocations Now you can either save the report for future additions or upload the receipts and submit for approval Creating a Per Diem Trip and Regular Trip on Same Expense Report 18 Check this box if you want to choose all expenses to allocate