1. Travel Advance and Expense Reimbursement Forms
This demonstration will help CalATERS Global users understand and create:
Travel Advance and Expense Reimbursement Forms
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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 forms
Automated application of the State’s travel rules
Electronic routing of claims to Approvers and Accounting
Travel Advances automatically calculated and scheduled for recovery
Expenses Reimbursed through direct deposit or mailed directly to employee
Electronic signatures
Automatic calculations
24/7 system access

3. CalATERS Global Work Flow

4. Access the CalATERS Global application through the CalATERS Global website at

5. CalATERS Global Website
Access CalATERS
by clicking on
GLOBAL SIGN IN –
“CalATERS Global”
For Employees new to
CalATERS Global,
“Get Started & New User
Registration” can help
Instructions for
Employees,
Approvers & Accounting
are located here
“What’s New” will provide
all users with up-to-date
information on CalATERS
Global
Refer to “Links” for
travel-related
information

6. CalATERS Global Sign-in Screen
Enter User ID
and Password.
Click the
Logon 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 Travel
Advance Form and
then the
appropriate Claim
Type.
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 Advance
Click “OK”
Enter Travel Advance Report name

10. Create Travel Advance (continued)
Then click the Travel Advance Information tab
Select method of
delivery
Enter date check is
needed by

11. Create Travel Advance (continued)
Then Click Completion
Click Enter
Select “Advance”
Enter:
Amount
Start/End Dates
Destination
Purpose
Click “Enter”

12. Create Travel Advance (continued)
First level
Approver
Employee
certification
statement
Paper copy can be printed but is not necessary.
Enter password and
click “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.
SAMPLE
to Approver
SAMPLE
Travel Advance Summary
(available online to print)

14. Create Expense Reimbursement
Click “New”
Select Expense
Reimbursement
Form and then the
appropriate
Claim/Trip Types.
Click “OK”

15. Create Expense Reimbursement (continued)
Enter a name for
the Expense
Reimbursement
Verify:
Bargaining Unit
Default Approver
Mailing Address
(if paid by warrant)
Pop-up box to choose type of form
Enter:
Trip Dates
Start/End Times
Location
Purpose
Was trip > or = 50
Miles 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 the
type 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 trip
displays.
Click the Completion tab to continue…
Click Completion tab after entry of all expenses.
Breakfast is added
View of completed expense
grid for “LA” trip after all
expenses have been added.
Select expense
Click for the
Expense list
Complete
applicable
fields for each
expense
Click Update.
Click “OK” or “Update”

18. Create Expense Reimbursement (continued)
Click “Next”
Receipts Tab - shows which expenses require receipts. Informational only.

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 scheduling
and collection of
Travel Advances.

21. Create Expense Reimbursement (continued)
Click “Next”
Total claim expenses
minus direct charges
minus TA recovery
= reimbursement
amount

22. Create Expense Reimbursement (continued)
First level
Approver
Employee
certification
statement
Enter password and
click “Submit”
On the resulting screen, the employee will need to select a receipt address and
will 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.
SAMPLE
to Approver
SAMPLE
Expense Reimbursement
Transmittal
(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” button
on the tool bar
Single 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 demonstration
Please click on File and Close to return to the CalATERS Global website or right click on the mouse and select End Show.