1. Carey Business School Travel & Expense Reimbursement Training
Carey Office of Finance
Updated Feb 2018

2. Table of Contents Overview Attaching Scanned Receipts
Preparing Expenses for SAP Entry
Submitting to Workflow
Access SAP Trip
Check Status
Create a Travel Expense Report
Create a Travel Expense Report … With Ref.
General Trip Data
Delete a Travel Request
Activity
Additional Destinations
Alternative Cost Assignment
Comments
Mileage
Meals & Accommodations
Expense Receipts
Verifying Data Entry

3. Guidelines for Reimbursement
JHU implemented new Reimbursement policies in January 2014 to be in compliance with IRS Accountable Plan rules:
All reimbursements must have one-up manager signature / approval.
Expenses must be substantiated (date stamped in SAP Trip) within 90 days from the end of the trip or for non-travel business expenses, 90 days from the date of the 1st receipt.
Each expense must have a business purpose and be adequately documented.
Carey Finance is responsible for enforcing these policies for Carey employees.

4. When to use SAP TRIP
To reimburse an individual’s out of pocket expenses.
Local or Overnight Travel
Business Meals
Non-travel related purchases
Do not use SAP trip for:
Tuition reimbursement
Payments to Vendors, Consultants or Partners
Guest Lecturers or Study Participants
Non-employee reimbursement
Transfers to other JHU entities

5. Preparing for SAP entry
Organize receipts in date order
Prepare Carey reimbursement template (use current)
Provide hard copy of receipts, required documentation and template to budget owner for approval
Enter receipts in SAP Trip
Scan signed template and receipts. Attach file to SAP Trip
Submit SAP Trip to Workflow by hitting “save” 2x

8. How to access SAP Trip Accessing SAP Log in to SAP Welcome Screen.
The number of tabs you see is dependent upon the security roles you have been assigned.
Click on ECC. A separate SAP window will open.

9. Establish Settings
Use this to display Subsequent Activities where you can create/change request or expense report for open trips directly from Travel Manager Screen.
Click the Settings icon
Click on Display Graphics
Click on Display all Subsequent Activities
Click on the Continue icon

10. Other Options from Main Screen
Name will change with personnel #
Info Center
DO NOT USE!
Change Personnel
Travel Advance-contact Carey Finance
Submit Expense
Previous Trips

11. Create a Travel Expense Report
Cannot have more than one travel document with the same date
Select “Create Travel Expense Report”
Choose Trip Schema
Domestic Trip for overnight travel within the United States
International Trip for overnight travel outside of the United States
Non-Travel Related Exp to reimburse an employee for non-travel out-of-pocket expenses

12. Domestic/International Trip vs. Non-Travel Expenses
Domestic or International Trip
Use for overnight travel or monthly mileage
Allows for a date range
Domestic defaults with Trip Country as US
Non-Travel Related Expense
Can use for day trips
Allows for one date (not a range)
Non-overnight travel expenses

13. General Trip Data Select Region: Click list icon
Click Display All Values
Click Find
Double-click on city/region to populate 1 2 3 4 5 A 6 B C D
Start of trip: Date you leave home
End of trip: Date you arrive home
First Destin: First place you will visit
Country: Will auto populate when selecting Region
Region: Select from list
Reason for Trip: Business Purpose for expenses
Travel card holders should enter TRAVEL CARD as the 1st 2 words when entering expenses paid on the JP Morgan Corporate Card

14. Activity
Select Activity from drop-down list

15. Additional Destinations
Click the expand icon, to complete
This needs to be completed only if an overnight stay at another location is involved. If it is just a flight layover, do not include as a “destination”
Complete Date, Loc, Region, and Activity

16. Alternative Cost Assignment
Click the expand icon, to complete
Click to enter cost distribution for the trip
Distribution can be split by percentage over multiple cost objects; input 100% if one cost object
Click the check icon. This will check for errors and populate the first line with your cost object
Click the enter icon to process and return to main screen

17. Comments Comments Click the expand icon, to complete
This is a free text space where you can add any additional information that would be helpful to the SAP approver
You can also indicate here that Additional Receipts are being submitted for a previously approved & paid trip

18. Mileage 2 1 3 4
Mileage
Click the expand icon, to complete each leg of mileage. Use one line per date. OR
Enter the total mileage in whole numbers
Click icon to change the cost distribution for individual legs of mileage
Click to add notes about mileage.
Note: Accounts Payable requires that detailed mileage only be entered in one place: Carey travel template, detailed SAP entry or as a note within SAP. It is the traveler’s choice.

19. Meals and Accommodations / Per Diem
Used primarily for International Travel 1 2
Per Diem
Use of M&IE per diem for International travel is encouraged by JHU in order to reduce the documentation required with foreign currency. If you would like to use per diem, please contact Carey Finance for guidance. Hotel folio is required, per diem is NOT reimbursed for lodging.
DO NOT CHECK Per Diem Reimbursement of Meals box
Enter the amount of per diem claimed under the category “Other Travel;” include a description and reason. Be sure to include the per diem print-out page from the appropriate agency (see “Required Documentation” tab of the reimbursement template) as an attachment.
Notes:
Per Diem covers all meals and incidentals (tips); deduct any meals already paid by JHU.

20. Carey Finance Per Diem Policy

21. Expense Receipts General Expense Receipts
Select the Exp. Receipt from the dropdown list by clicking
Expense Receipt category will determine the GL account to be charged
Select Pd or Pd by JH categories for expenses that were pre-paid by JHU. Pre-paid expenses must be documented and will not be reimbursed to the traveler. These are typically airfare, train and lodging. However, you can also use this category for expenses paid by a colleague or non-JHU partner.
Once information is complete, select icon to save the receipt
For receipt dates outside the trip’s date range, press the “Enter” key 2x

22. Expense Receipts Airfare Airfare1 2 3 4 5 6 7 8
Airfare
Paper Receipt Exists will default with a check mark. If there is no receipt, uncheck this box and complete a Missing Receipt Affidavit (more later)
Enter Amount
Enter receipt date (the date it was paid). You can enter a date outside your trip date window.
Enter Document No. (this is the ticket number)
Select Provider from drop-down list. If your air carrier is not found, enter “ZZZ”
Add Comments as necessary
Change Alternative Expense Receipt Cost Assignment if receipt should be charged to a different Cost Center / Order than the one selected for the trip
Select Transfer to save the receipt in SAP

23. Expense Receipts Lodging Lodging1 2 3 4 5
Lodging
Verify From and To dates. SAP will pre-populate based on the overall trip dates
The Number field will contain the number of nights stayed
When a trip involves multiple destinations, verify the date range and number of nights are correct for the receipt being entered. Each hotel / lodging receipt needs to be a separate expense item
Enter City. This is a free text field
Enter Country and Region
Enter hotel Provider
If your hotel provider is not found, enter “ZZZ”

24. Expense Receipts Lodging – Excess of Max Lodging in Excess of Max
If you receive the message your lodging expense may need to be itemized:
If funding source does not require per diem (typical):
Enter the entire amount under category Lodging – US in Excess of Max or Lodging – Int’l Excess of Max
If funding source is sponsored or requires per diem (atypical):
Enter the maximum allowed $s in the Lodging category
Enter the tax $s in the Lodging – Taxes category
Enter the remaining $s in the Lodging Excess of Max category, if the department allows this to be reimbursed. Make sure that excess is not charged to a sponsored cost object.

25. Expense Receipts Business Meal Business Meals
Complete based on attendee list:
Use Other, do not use Partners
Business Meals
All Business Meals must include the following documentation either written in the SAP receipt or included with your signed Expense Template:
List of attendees, affiliation and title
If attendee list is >25, guest list is not required. Instead provide a copy of the invitation and indicate who was invited/or number of people who attended (if submitting after the event). Ex. Number of students, alumni, prospects and/or staff broken out (ie. 25 JHU Carey students; 3 JHU Carey Staff; 2 JHU Carey Faculty)
Business purpose
Itemized meal receipt
Location of the activity

26. Expense Receipts Business Meal that includes Alcohol
Once you have copied the receipt, leave the rest of this information the same.
Business Meal that includes Alcohol
Alcohol expense must be broken out separately as a Food/Beverage Unallowable
Copy Receipt (next page)
Change receipt category to Food/Beverage Unallowable
Calculate amount of Alcohol + Pro-rated Tax + Pro-rated Tip
**NOTE** Alcohol cannot be paid with Sponsored Funds.

27. Expense Receipts Copy a receipt Copying a Receipt2 1
Copying a Receipt
Select the receipt you wish to copy. There should be an arrow next to the receipt
Click the copy icon
Update category and other information as needed

28. Expense Receipts Change the cost assignment for a single receipt2 3 1 4
Changing the cost Assignment
Select the receipt you wish to copy. There should be an arrow next to the receipt
Click Alternative Cost Assignment
Click
Update Cost Center or Order. Receipts can also be split between budgets from this screen. Input 100% if charging to a single Cost Center or Order.

29. Checking Results
Once all receipts have been entered, verify your entries.

30. Checking Results Verify Mileage Mileage
Shows the mileage per leg of journey and the reimbursement amount for mileage

31. Checking Results Verify Receipts Receipts
Total amount of receipts should match the amount listed on your Excel Expense template
Exception – Additional receipts added to a previously reimbursed trip
Verify that you have selected the correct category for each receipt
Paid by Company indicates that you will not be reimbursed for the receipt

32. Checking Results Verify Cost Assignment Receipts
Total amount of receipts should match the amount listed on signed Expense template
Verify that you have selected the correct Cost Center or Order for each receipt
Funds center should never equal

33. Attaching Scanned Receipts
Attaching Receipts
Click icon  Create  Store business document 1

34. Attaching Scanned Receipts cont’d
Double click on Travel Expense document-PDF format ONLY
Naming Attachment
Copy/paste the “File Name” into the “Description” field

35. Submitting a Trip to Workflow1 4 2 3
Saving & Submitting to Workflow for Approval
Click icon
Check box that vacation was not a major consideration of travel. This is required by the IRS
Click Ok
Click Yes to submit to workflow

36. Check Status of a Submitted Trip
Checking Workflow
Click icon  Workflow  Workflow overview

37. Check Status of a Submitted Trip
Click Information
Shows name of the Carey approver OR,
If pending with AP, name of AP rep.
If there is no workflow, trip has not been submitted for approval!

38. Alternative Method for Checking Trip Status Recommended in order to not inadvertently pull TRIP from Workflow
Click List of All Trips
Click the expand icon on Open Trips and/or Paid Trips
Click the expand icon for the document to view
Document Status – Definitions
Request or Trip Completed/To Be Settled
Data has been entered and saved.
Document may or may not have been submitted to workflow
May have one or more approvals – but not all. Can look at workflow to see who has approved and the pending approvers.
Request or Trip on Hold/To be Settled
All departmental approvals have been completed. Accounts Payable has the document for audit.
Request or Trip Approved/Transferred to FI
The audit is complete. Will see a paid date. This is the date the payment is processed not the date the payment will be deposited. Direct deposit goes through the JP Morgan bank, the Automated Clearing House, the employee bank, then posted to the employee account.

39. Create a Travel Expense Report … With Ref.
Allows you to copy travel information & receipts from a previous trip.
Click here
Select “Create Travel Expense Report … With Ref.”
Enter Personnel No.
Enter Trip Number
Enter Start of Trip – for the new trip
Select
Adjust Trip receipts and entries as necessary. It only copies SAP entries. Attached files are not carried over.

40. Delete a Travel Request2 1 3
To Delete a Travel Request / Expense Report
This can only be done to items in the Open Trips Folder
Click to highlight the report
Click
The trip will disappear from the folder.