1. Pre Trip – Attach to Expense Report

2. Pre Trip – Attach to Expense Report
When creating a New Expense Report – and there is an airline ticket that needs to be expensed, under the ‘Report Name’ field you have an option to click on ‘Select Pre Trip report’ and select the Pre Trip that is related to the airline ticket purchase you plan to expense.

3. Pre Trip – Attach to Expense Report
Select from your approved PreTrip report list the report that is associated with the airline ticket you need to expense.

4. Pre Trip – Attach to Expense Report
Build your report as you normally would making sure you attach the airline ticket that is associated with the selected Pre Trip report.

5. Pre Trip – Attach to Expense Report
When you click Save & Submit your will see a Pre Trip Review screen. It will show you what your estimated cost of the ticket versus the actual cost.

6. Pre Trip – Attach to Expense Report
If there is a significant difference in the estimated cost versus the actual, click on the Comment icon and add some information for the reason.

7. Pre Trip – Attach to Expense Report
Simply continue with the expense report submission process – attaching the required receipts, etc.

8. Pre Trip – Attach to Expense Report
Once the report is submitted if you open the report and click on Report Information – you’ll notice that the Pre Trip is attached to the report.

9. Pre Trip – Attach to Expense Report
Notes:
Attaching an approved Pre Trip report to your expense report indicates to the Internal Auditors that the trip was approved by your Supervisor and if required by an EC member.
You should always electronically attach a Pre Trip report with an airline ticket expense in SoundTRAX.
You can only attach a Pre Trip report once – in all cases the Pre Trip report should be attached to the report expensing the airline ticket cost.
If the variance of the estimated airline ticket expense versus the actual expense is high, make sure you add a comment to the report explaining why.
The Pre Trip report will stay in your available Pre Trip reports list until after your Approver has approved the expense report that it has been attached to.