1. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 1 Employee Self Service – Create a Travel Expense Request tutorial

2. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 2 Trigger Employee has returned from a business trip and now needs to submit a travel reimbursement request. Trigger

3. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 3 Tips and Tricks Time formats are entered based upon a 12 hour clock along with AM/PM, ie 3:00 pm. Do not use your browser buttons to navigate while in the travel reimbursement request, use the ESS navigation buttons. You may need to use the scroll bars to navigate in order to access all options.

4. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 4 Create a Travel Expense Request Open the navigation menu, select “Travel Management” and then “Travel and Expenses”.

5. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 5 Since this expense report will be created from an existing travel request, select “My Trips and Expenses”. Note: If a travel request or travel plan does not exist for the trip, select “Create Expense Report”. Create a Travel Expense Request

6. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 6 Select the “My Travel Requests” tab to view a listing of existing trips. Create a Travel Expense Request

7. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 7 Find the trip and select “Create expense report” Create a Travel Expense Request

8. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 8 Use the drop down to select “Business trip” and then select the “Next Step” button. Create a Travel Expense Request

9. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 9 Review the pre-populated information and make changes as needed. Notice all of the information contained in the travel request/plan is pre-populated into the expense report. Required fields are marked with a red asterisk * Create a Travel Expense Request

10. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 10 If your trip is to a high cost area, use the drop down menu to select the region. Hint: when you select the drop down, press the first letter of the state to jump to those regions. For example, G for Georgia. Create a Travel Expense Request

11. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 11 If your trip contains multiple destinations, select “Additional Destinations” to open a screen to enter these destinations. Create a Travel Expense Request

12. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 12 Enter the date, location and region for each of the additional destinations. When completed, select “Accept” to continue. Create a Travel Expense Request

13. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 13 If you need to change the coding on your entire trip, select “Change Cost Assignment”. If you have questions on the correct account coding to be used, please see your supervisor or contact your fiscal office. Create a Travel Expense Request

14. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 14 Enter the new account coding. If you have more than one account code, select “New Entry”. When completed, select “Accept” to continue. Create a Travel Expense Request

15. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 15 Select “Mileage Details” to enter the number of miles driven by day using either a state vehicle or your personal vehicle. All mileage must be broken down by segment. Lump sum entries are not permitted. Create a Travel Expense Request

16. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 16 Enter the date, number of miles, starting and ending locations and select the type of vehicle. When completed, select “Accept” to continue. Create a Travel Expense Request

17. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 17 When you are ready to enter your expense, select “Next Step” Create a Travel Expense Request

18. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 18 Any items from the travel request/plan will be pre- populated. If “Estimated Expenses” is listed, you will need to delete the item. Do NOT delete any entry that pre-populates from the travel plan. Create a Travel Expense Request

19. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 19 To delete Estimated Expenses, select the item and then select the “Delete” button. Create a Travel Expense Request

20. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 20 Now you are ready to enter your expenses. Use the drop down menu to select the expense type to enter. Create a Travel Expense Request

21. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 21 Once you have selected the expense type, enter the amount, date and any other required field. When needed, use the Comment box to provide supporting justification for the expense you are claiming. Create a Travel Expense Request

22. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 22 When you are ready to select another expense, select “New Entry” Create a Travel Expense Request

23. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 23 If you need to change the coding for a particular expense, select “Change Cost Assignment” Create a Travel Expense Request

24. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 24 Enter the new account coding. If you have more than one account code, select “New Entry”. Create a Travel Expense Request

25. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 25 If you are entering same expense type multiple times, select “Copy”. This will make a copy of what you just entered, then change the date and amount claimed as needed. Create a Travel Expense Request

26. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 26 When you are done entering expense types, select “Next Step” to continue. Create a Travel Expense Request

27. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 27 The Summary page will be displayed. This will summarize the total expenses being claim, the amount being paid by COPA, any advances and what is being paid to the employee. Create a Travel Expense Request

28. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 28 You will then have two options. Save – This will save the expense report but will not submit it to your supervisor for approval. Save and Submit – This will save the expense report and will submit it to your supervisor for approval. Create a Travel Expense Request

29. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 29 For this example, the traveler is submitting to their supervisor for approval. So select “Save and Send” Create a Travel Expense Request

30. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 30 After the trip is saved, the trip number will be displayed. You can view the statement by selecting “Display Reimbursement Request” Create a Travel Expense Request

31. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 31 The Travel Expense Statement will be displayed. To print, follow the instructions at the top of the form. Create a Travel Expense Request

32. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 32 Depending upon your computer settings, you may need to use the two scroll bars to navigate through the statement. Create a Travel Expense Request

33. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 33 If after reviewing the reimbursement request, you do have additional ESS tasks, use the History option. If you have additional Travel tasks, select “Travel and Expenses”, if other ESS tasks, such as leave request, select “ESS Home”. If after reviewing the reimbursement request, you do NOT have any additional ESS tasks, you can log out of ESS by selecting Log Off. Create a Travel Expense Request

34. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 34 Submitting Receipts After submitting a travel reimbursement request, submit all required receipts to the Bureau of Commonwealth Payroll Operations using the pre address receipt envelope: S T D 192-B. Create a Travel Expense Request

35. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 35 Need to correct an expense report after it has been paid? Call the BCPO Travel Help Desk for assistance. Create a Travel Expense Request

36. Integrated Enterprise System 9/01/08ESS Travel Expense Request ECC 6.0 vers 1.0 36 Additional Resources Need help? Contact the Travel Help Desk: 1-800-824-0626 outside the Harrisburg area 717-346-3401 within the Harrisburg area Co-travelaudits@state.pa.us http://www.oit.state.pa.us/bcpo/cwp/view.asp?a =3&q=172966http://www.oit.state.pa.us/bcpo/cwp/view.asp?a =3&q=172966