Presentation on theme: "Travel Advance and Expense Reimbursement Forms"— Presentation transcript:
1 Travel Advance and Expense Reimbursement Forms This demonstration will help CalATERS Global users understand and create:Travel Advance and Expense Reimbursement FormsInternet Explorer Users: Click Browse, then Full Screen,to enlarge your view of this presentation.Left click on your mouse to move forward throughthe presentation.
2 What is CalATERS Global? The California Automated Travel Expense Reimbursement System (CalATERS) Global provides a comprehensive Internet-based solution for California State departments to process their Travel Advance and Expense Reimbursement forms.On-line entry of Travel Advance or Expense Reimbursement formsAutomated application of the State’s travel rulesElectronic routing of claims to Approvers and AccountingTravel Advances automatically calculated and scheduled for recoveryExpenses Reimbursed through direct deposit or mailed directly to employeeElectronic signaturesAutomatic calculations24/7 system access
4 Access the CalATERS Global application through the CalATERS Global website at
5 CalATERS Global Website Access CalATERSby clicking onGLOBAL SIGN IN –“CalATERS Global”For Employees new toCalATERS Global,“Get Started & New UserRegistration” can helpInstructions forEmployees,Approvers & Accountingare located here“What’s New” will provideall users with up-to-dateinformation on CalATERSGlobalRefer to “Links” fortravel-relatedinformation
6 CalATERS Global Sign-in Screen Enter User IDand Password.Click theLogon button.User ID and Password will be assigned after New User Registration is complete.
7 CalATERS Global Work Queue After signing in to CalATERS Global, the employee’s individual work queue screen will display. This screen is used to create new forms. It also contains a history of forms previously submitted which can be viewed and researched.When “New” is clicked, the pop-up box below will display to allow users to select the creation of a Travel Advance or Expense Reimbursement.
8 Create Travel Advance Pop-up box to choose type of form Click “New” Select TravelAdvance Form andthen theappropriate ClaimType.Click “OK”Pop-up box to choose type of form
9 Create Travel Advance (continued) Enter Travel Advance Report name Enter a name for the Travel AdvanceClick “OK”Enter Travel Advance Report name
10 Create Travel Advance (continued) Then click the Travel Advance Information tabSelect method ofdeliveryEnter date check isneeded by
12 Create Travel Advance (continued) First levelApproverEmployeecertificationstatementPaper copy can be printed but is not necessary.Enter password andclick “Submit”On the resulting screen, the employee will have the option to print the form.
13 Create Travel Advance (continued) When the Travel Advance is submitted, the system returns the Employee to his/her work queue screen and an is automatically sent to the Approver.SAMPLEto ApproverSAMPLETravel Advance Summary(available online to print)
14 Create Expense Reimbursement Click “New”Select ExpenseReimbursementForm and then theappropriateClaim/Trip Types.Click “OK”
15 Create Expense Reimbursement (continued) Enter a name forthe ExpenseReimbursementVerify:Bargaining UnitDefault ApproverMailing Address(if paid by warrant)Pop-up box to choose type of formEnter:Trip DatesStart/End TimesLocationPurposeWas trip > or = 50Miles from home or HQ?Then click “Ok”Click “OK”
16 Create Expense Reimbursement (continued) Click the Expenses tab to enter trip expenses.Trip is Added.Select thetype of trip.Travel fields display based on trip type.The General tab allows the user to select how the expenses will be charged (i.e. percentage split or by individual expense).
17 Create Expense Reimbursement (continued) This screen is used to enter expenses for each trip on the claim. Dates, amounts, and other various information may be required based on the type of expense.Tab for LA tripdisplays.Click the Completion tab to continue…Click Completion tab after entry of all expenses.Breakfast is addedView of completed expensegrid for “LA” trip after allexpenses have been added.Select expenseClick for theExpense listCompleteapplicablefields for eachexpenseClick Update.Click “OK” or “Update”
19 Create Expense Reimbursement (continued) Click “Next”Review Items Tab – shows which expenses generated rule exceptions and/or are flagged for review.May require justification.
20 Create Expense Reimbursement (continued) Click “Next”Click For Accounting, then Summary.Travel Advance Recovery Tab – shows all outstanding travel advances available for recovery. Informational only.Automatic schedulingand collection ofTravel Advances.
21 Create Expense Reimbursement (continued) Click “Next”Total claim expensesminus direct chargesminus TA recovery= reimbursementamount
22 Create Expense Reimbursement (continued) First levelApproverEmployeecertificationstatementEnter password andclick “Submit”On the resulting screen, the employee will need to select a receipt address andwill have the option to print the form.
23 Create Expense Reimbursement (continued) When the Expense Reimbursement is submitted, the system returns the Employee to his/her work queue screen and an is automatically sent to the Approver.SAMPLEto ApproverSAMPLEExpense ReimbursementTransmittal(available online to print)
24 From the Employee’s Work Queue Employees can track the progress of any form in their queues. The “Status” icon will display the progress on the selected form.Then click the “Status” buttonon the tool barSingle click the form in the queue,so it is highlighted blue
25 To exit this demonstration You’re now ready to create Travel Advance and Expense Reimbursement Forms!Refer to “Get Started” for information on completing New User Registration.On the CalATERS Global website you will find additional instructions for:- Approving Travel Advance and Expense Reimbursements- Changing Passwords- Assigning Submitters and Preparers,- and more...To exit this demonstrationPlease click on File and Close to return to the CalATERS Global website or right click on the mouse and select End Show.