State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Entering a Travel Authorization Navigation: Travel and Expense Center > Travel Authorization > Create Choose Add a New Value, enter Employee ID, click Add 05/17/20121Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Travel Authorization Entry Complete General Information tab Description Business Purpose Default Location Date from Date to Description, business purpose, date from and date to are mandatory fields. 05/17/20122Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Details – Select Date & Expense Types Details tab you will enter each expense that requires travel authorization, such as airfare or hotel. Each expenses should be entered on a separate line item. Select Payment Type and Billing Type Click + to add additional rows When you select an expense there is a details hyperlink that appears. The user may need to enter additional information. 05/17/20123Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Additional information on the travel detail may be *Merchant: – Preferred or, – Non-Preferred *Description: 05/17/20124Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Accounting Defaults link allows you to change or add accounting information. After completing the Accounting information click OK. 05/17/20125Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool After completing the Accounting Detail Click “Return to Travel Authorization Details” 05/17/20126Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 05/17/20127Travel Authorization After all fields are filled, click the Check for Errors button. Any fields in error will be highlighted in red and there will be an error flag on the expenses line. Click on the flag to view the detail page and correct the error.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 6/29/20108Travel Authorization Any fields in error will be highlighted in red and there will be an error flag on the expenses line. Click on the flag to view the detail page and correct the error.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 6/29/20109Travel Authorization Error on the lodging line shows a Merchant must be entered and the description of the conference. Correct all these fields and Click Return to Travel Authorization Entry.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool When you click the Submit button, the Submit Confirmation page displays to indicate the travel authorization has successfully saved, and indicates if missing or invalid information exists. You can not make changes after you submit. 05/17/201210Travel Authorization The red flag disappears when all the errors are corrected and the report is ready to be submitted for approval. Click on Submit.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool The Authorization ID will populate on the Travel Authorization. 05/17/201211Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool Entering an Expense Report Navigation: Travel and Expense Center > Expense Report > Create Choose Add a New Value, enter Employee ID, click Add 05/17/201212Travel Authorization

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 5/17/201213Travel Authorization Click on the drop down box beside Quick Start and select “A Travel Authorization” and Click on “Go”. A screen will appear with all the Travel Authorizations for this employee. Select the one that pertains to the Expense Report you are creating.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 05/17/201214Travel Authorization Information from the selected Travel Authorization will automatically populate the expense report.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 5/17/201215Travel Authorization The air travel was actually $363 and paid with a Pcard and the Lodging was $141 and was paid with a Pcard. We would change those amounts and select the Pcard Payment Type and change the Billing Type to NonBillable.

State of Kansas Travel Authorizations Statewide Management, Accounting and Reporting Tool 5/17/201216Travel Authorization The Total Employee Expenses are now $704 and the total Due Employee is $200 as there are Prepaid Expenses of $504. Click Submit.