2. TRIP Trip is the new online process for UK travel.
Because it is now online…
It will be a quicker process with direct deposit in only a few days.
2. It is critical to be correct with data entry.
3. Only the traveler can make corrections.

3. Login to myUK using your SAP User ID and password
TRIP can be accessed through myUK from the UK home page.
Click myUK from the UK Home Page
Login to myUK using your SAP User ID and password

4. Click on Employee Self Service (ESS) Click on Travel and Expenses
Creating a New Day Trip
Click on Employee Self Service (ESS)
Click on Travel and Expenses

5. New Day Trip
As the travel document creator, you will be able to create a travel request or an expense report for yourself through the Traveler Work Center.
Traveler Work Center – Click this link to open the work center displaying your trips.
Create Travel Document – A quick link to create a new travel document for yourself without opening your work center.

6. Click on Traveler Work Center
New Day Trip
To create a Day Trip for yourself, click on Traveler Work Center.
Click on Traveler Work Center

7. New Day Trip – As the Traveler
To start a new travel document, click on Create New Travel Document.
Click on Create
New Travel Document

8. Create New Day Trip
Your name should be automatically listed as the traveler.
Choose Day Trip and click Start.
All mileage that does not involve an overnight trip is reported in the Day Trip Template.

9. Each travel document will consist of 3 sections:
Create New Day Trip
Each travel document will consist of 3 sections:
General Data – The General Data section will gather information for the purpose of travel. Information to determine mileage reimbursement will also be gathered in the General Data section.
Enter Receipts – All expenses of the trip except mileage are to be itemized in the Enter Receipts section.
Review and Send – The Review and Send section allows the document preparer to review a high level summary of the expenses and allows for the review of the travel document PDF. The approval process will be kicked off from the Review and Send section.

10. Create New Day Trip
The General Data section gathers the purpose of travel data. Each field requirement will be addressed on the next several slides.

11. Start and end dates and times are mandatory.
New Day Trip – General Data
Start and end dates and times are mandatory.
For monthly travel, choose the first date of the month that you traveled as the Start Date and the day you finish traveling for the month as the End Date. You can click on the calendar icon to select the dates or type in format MM/DD/YYYY.

12. Travel Time Conversion Chart
Travel times are required for every trip and must be entered in 24-hour (military) clock format.
For a monthly mileage report, the times should reflect the beginning time of the first trip and the ending time of the last trip.

13. Travel Time
For example: the above indicates travel for the month of October beginning on October 3rd at 8:00 AM and ending on October 31st at 4:30 PM.

14. Click on the Region search key. Click on Show Search Criteria.
New Day Trip – General Data
The destination country will default to USA. The destination Region must be selected.
Click on the Region search key.
Click on Show Search Criteria.

15. New Day Trip – General Data
Enter KY followed by an asterisk (KY*) in the Region field. For a monthly mileage report, type *Other* in the city field and click start search.
NOTE: Must be a capital “O”
Type KY*
Type *Other*
Click Start Search.

16. Click the grey selection box to the left of the “Other” destination.
New Day Trip – General Data
Click the grey selection box to the left of the “Other” destination.
Click OK. The selected City and State will now populate the region field.
For monthly mileage reports, enter “Monthly Mileage Report – Month/Year”
Enter the specific destination (City, State, Country) or Monthly Mileage- Month/Year.

17. New Day Trip – General Data
Type of Trip - The Type of Trip field should self populate as
In-State Travel
Purpose of Trip – Select 00-Collaboration/Meeting
Additional Trip Information – NEP Travel for October 2016
Comment – Nutrition Education Program meetings and activities related to SNAP-Ed/EFNEP in
Your County for the month of October of 2016
Add additional comments to provide any additional details needed by your supervising agent or the NEP Office.

18. New Day Trip – General Data
The cost assignment for the trip will default to the Master Cost Center, so it must be changed EVERY time.
Click on Change Cost Assignment to change the cost assignment for this specific trip.

19. Percentage will remain at 100%
New Day Trip – Cost Assignment for EFNEP
Percentage will remain at 100%
Delete the existing cost center and fund before entering the new cost assignment.

20. Steps to Enter EFNEP Cost Center Assignment
1. Delete the account numbers automatically listed by Cost Center
2. Delete the account numbers automatically listed by HRS Budget Clearing Fund
3. For WBS Element, enter
4. Click Accept

21. EFNEP Cost Center Assignment

22. Cost Assignment for Both EFNEP and SNAP-Ed
The new cost assignment information will now be referenced on the General Data screen.

23. Percentage will change to 28.00
New Day Trip – Cost Assignment for SNAP-Ed
Percentage will change to
Delete the existing cost center and fund before entering the new cost assignment.

24. Steps to Enter SNAP-ED Cost Center Assignment
NOTE That the Funds Center is not able to be cleared!
1. Change the Cost Assignment % to 28.00
2. Delete the account number automatically listed by Cost Center
3. Delete the account number automatically listed by Fund
4. For the Cost Center, enter (MUST be entered first)
5. Click Accept and New Entry

25. Steps to Enter SNAP-ED Cost Center Assignment
Insert NEW SNAP-Ed account # and percentage change if needed
6. The Cost Assignment % should automatically be set to 72.00%
7. All other boxes should be blank
8. For WBS Element, enter
9. Click Accept

26. SNAP-Ed Cost Center Assignment
Your screen should now look like this. If 28% of the Cost Assignment is listed with Accounting Object Value as HES SALARY SAVINGS and 72% is listed with Accounting Object Value as UK SNAP ED PROGRAM 2017/Service Sponsored Pr//, click Accept to move on to the next step.
*TIP: You may click Check at the bottom of the screen to ensure your percentages =100%

27. Cost Assignment for Both EFNEP and SNAP-Ed
The new cost assignment information will now be referenced on the General Data screen.
Note: If you need to make a correction to the Cost Assignment, you may click Change Cost Assignment to make revisions any time before it is approved.

28. New Day Trip – General Data
Details for the mileage to be claimed for a monthly mileage report must be entered in the Enter Mileage Details section.
To enter mileage information for this trip, click on Enter Mileage Details.
The Mileage Details screen will open with a new mileage entry started for the start date of the trip. The amount of mileage to be reimbursed will be calculated by the system based on the number of miles driven and the Applicable Mileage Rate selected.
Select Federal Rate

29. New Day Trip – Mileage Details
The mileage screen will begin with the start date from the General Data section of the trip.
Leave this date.
Type the Miles Driven for your monthly in county mileage.
Start Location and End Location will both be Your County Monthly Mileage for the month and year. Example: Jefferson County Monthly Mileage October 2016.
If this is your only mileage for the month, click Accept. If you have additional out of county mileage, click Accept and New Entry.
Note: The Applicable Mileage Rate will default to the Federal Rate. This is the rate that will be used. Do not choose the Reduced Federal Rate.

30. Out of County Mileage
5. If you have out of county mileage after clicking Accept and New Entry, a new entry box will open.
6. Enter the date of the travel.
7.Enter the number of miles driven.
8.Enter the Start Location (your county) and the End Location.
Note: The Applicable mileage rate will remain at the Federal Rate.
9. In the Comment box: enter the reason for your out of county travel.
Example: Travel to Area NEP Meeting in Bullitt County
10. Click Accept and New Entry.

31. Out of County Mileage
11. You will repeat these steps to enter your return mileage back to your county.
12. Comment Box Example: travel back to Jefferson County from Area NEP Meeting in Bullitt County.
13. Click Accept when all out of county mileage has been entered.
IMPORTANT: You will SUBTRACT your out of county mileage from the TOTAL mileage listed on your Expense Summary to enter on the first line, for in county travel. The total of the miles listed for in county travel and out of county travel will match the number of total miles seen on your Expense Summary.

32. New Day Trip – Trip Attributes
Only select No for Trip Includes Personal Travel. Leave all other boxes unchecked.

33. New Day Trip – Save Draft
The travel document will not be saved until you click on Save Draft. To avoid losing your work, it is recommended that Save Draft be clicked on each section of the trip.
Click on Save Draft.
A Trip number has now been assigned and the trip is saved in the Traveler’s Work Center and in your On Behalf Of Employee details list.
NOTE: Attachments cannot be added to the travel document until the draft is saved.

34. New Day Trip – Enter Receipts
Once the Draft is saved, click on Enter Receipts to move to the next step.
You will not have any receipts to enter for your monthly mileage report. Click Review to move on to the next step.
If you have a question about a receipt for reimbursement, contact your Area Agent for assistance.

35. New Day Trip – Review and Send
Click on Review to move forward to the Review and Send Section of the Trip.
In the Review and Send section of the trip you will add attachments, review a summary of the trip, and be able to review the PDF version of the trip.

36. New Day Trip-Attachments
Your KERS Expense Summary, Expense Listing and Meetings and Activities should all be scanned as one document and saved to your computer. The files should be named as the Trip # KERS Reports. The system will automatically generate the Trip # which can be seen by clicking Display Travel Document as seen below.

37. New Day Trip- Attachments

38. New Day Trip – Attachments
Once you have saved your travel document as a draft, the Trip # will also appear at the top of your screen.

39. To add the attachments, click on the Attachment button.
New Day Trip – Attachments
To add the attachments, click on the Attachment button.

40. NOTE: Each attachment must be added individually.
New Day Trip – Attachments
Click on Browse.
Click on the Attachment Name then Click on Open.
NOTE: Each attachment must be added individually.

41. Repeat this process until all attachments have been added.
New Day Trip – Attachments
Click on Upload
You should receive a Document stored successfully message.
The attachment button will show the number of attachments and the attachments will be listed below the attachment button.
Repeat this process until all attachments have been added.

42. New Day Trip – Review and Send
The summary screen will show the Mileage Reimbursement amount. This amount should match the amount shown on your KERS Expense Summary. Review for accuracy.
The PDF version of the expense report can be viewed by clicking on Display Travel Document. This will show a summary of your monthly mileage and scanned KERS Reports.
Click display travel document to open the PDF for review.

43. New Day Trip – PDF Review
All of the trip information entered and all of the reminder messages will be summarized on the pdf.
Page 1.
Address

44. New Day Trip – PDF Review
Page 2

45. New Day Trip – PDF Review
Page 3
The size of the pdf will vary depending on the data entered. Be certain to review all pages of the pdf.

46. PRINT the Travel Document PRINT your KERS Reports SCAN to you computer
IMPORTANT!!!
PRINT the Travel Document
PRINT your KERS Reports
SCAN to you computer
to AND
Note: You will to both addresses.
5. Enter the Subject line of the as:
SNAP-Ed/EFNEP YOUR COUNTY MONTH TRAVEL REPORT
Example: EFNEP Jefferson County October Travel Report
You are not required to print and keep a copy at your office as it can be accessed online.

47. New Day Trip – Review and Send
Save and Close - Save and Close will allow you to save your travel document to submit at a later time.
Save and Send for Approval - Save and Send for Approval will send the document to your supervising agent for approval. They will be notified by the system that they have travel awaiting their approval.

48. Click on the radio button next to the option to be selected.
New Day Trip – Review and Send
After the travel document has been reviewed for accuracy, the final action is to save and send the travel document for approval.
Click on the radio button next to the option to be selected.
Click on the Save and … button. This button name will change based upon the radio button selected above.

49. Day Trip - After Approval
Reimbursement of travel expenses will be via the HR payment method.
The majority of travelers will be reimbursed via direct deposit to the traveler’s Main Bank account in HR.
Travelers that receive a Payroll check will be reimbursed via check mailed to the traveler’s Permanent Residence.
When you return to your Travel Work Center, you should see your trip listed. Under Approval Status, it should say Trip Completed. Once it has gone through the entire approval process, the status will change to Trip Approved.

50. Direct Deposit Notification
After your travel has gone through the approval process, you will receive an shown below with an attached PDF statement summarizing the deposit that will be made to your bank account within the next three days.

51. Traveler Work Center
You may revisit your Traveler Work Center at any time to view Trip Approval Status.
Note: Request Recorded indicates a saved draft of a trip that has not yet been submitted, Trip Completed indicates a trip that has been sent for approval and Trip Approved indicates a trip that has gone through the approval process.