MATERIAL & DISBURSEMENT SERVICES, TRAVEL SERVICES

Web Travel Purpose: The web travel system is an electronic solution for departments to submit for approval and generate payment for affiliate: Registrations, Travel Cash Advances, Travel Cash Advance Reconciliations, and Travel Reimbursements. Web travel is also used in conjunction with the Central Airfare Billing System (CABS) to reserve, ticket, and pay for airline tickets.

Revision Date: 02.10.2009

Material & Disbursement Services Training for Web Travel

Security Access Requirements:

Creator: FACS ID, Web Travel FRS Access Approver: Creator Access and Inclusion in FRED Route

Prerequisites:

None

Find Help:

For Training: [email protected] For Operational Assistance: Travel Services Team Leader, 919-962-0210 or [email protected] For Technical Assistance: 919-962-HELP

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Material & Disbursement Services Training for Web Travel

Table of Contents I.

Creating a New Web Travel Document

4-7

II.

Creating a CABS Only

7-8

III.

Creating a Travel Authorization

8-12

IV.

Creating a Travel Reimbursement

12-18

V.

Submitting a Document for Approval

18-19

VI.

Checking Status/History of a Web Travel Document

19-21

VII.

Approving a Web Travel Document

21-22

VIII.

Deleting a Web Travel Document

22-23

IX.

Tool Utilities Explained

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I. Creating a New Web Travel Document

Login in to Finance Central

Once in the Finance Central menu screen, select “Inbox” in the left main menu

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From your Inbox: 1. Click the “Start” tab in the upper right (located under the banner) 2. In the “Start Document” section of the page, use the “Select Document Type” dropdown to select “Web Travel” 3. Click

On the Travel Request Document Page: 1. Enter the traveler’s PID without spaces or dashes 2. Click

If after clicking “Search” the system states “Valid PID, but not Valid Vendor”, you will need to complete a Web Vendor Create document to have the traveler added to the University’s vendor database. You will need to wait until the day after the vendor is entered in the database before returning to this screen to continue.

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3. Verify the information for the traveler is correct and click

A travel number (T#, TA#) has now been assigned and is listed under the “Document ID”. You will need to complete some generic information regarding the trip, prior to selecting whether this new document is a Travel Authorization, Travel Reimbursement, or CABS only. 4. Complete all text fields on the next screen. If you are doing a CABS Only or Travel Authorization, do not complete the departure or return time; these fields should be completed when doing the reimbursement. International travel is the only situation that requires the “Exchange Rate” field.

All dates in Web Travel need to be selected either by clicking the by directly entering using a four digit year (i.e. XX/XX/20XX)

tool or

If the department address fields under the “Travel Details” section is prepopulating incorrect information, you will need to update your department’s organizational file with the Office of Institutional Research and Assessment

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Material & Disbursement Services Training for Web Travel

II. Creating a “CABS Only” The “CABS Only” option is used when the only pre-paid expense for a trip will be airfare. The central airfare billing system (CABS) requires a travel number prior to submission, this travel number for affiliates is obtained through the Web Travel “CABS Only” option. Selecting “CABS Only” will finalize this travel number until the traveler returns. After the traveler returns, the department may enter reimbursable expenses against the original TA number. 1. Complete the steps detailed in “I. Creating a new Web Travel Document” 2. At the bottom of the document, select the radio button “CABS Only” 3. Click 4. Exit Web Travel. Enter the CABS system through Finance Central and proceed with current departmental procedure for CABS requests.

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This is your T#

After clicking the “Status” of the T# will change from “Work in Progress” to “Complete”.

III. Creating a Travel “Authorization” The travel authorization is completed prior to a traveler departing on his/her trip. An authorization is used to prepay registration on behalf of the traveler and to advance monies to UNC faculty, staff, or students who are planning a business trip for the benefit of the University.

Travel advances are only approved for undergraduate student travel or Graduate Student, Faculty, or Staff International travel. Graduate Students, Faculty, or Staff traveling domestically are allowed to apply for a Diners Card through the University. 1. Complete the steps detailed in “I. Creating a new Web Travel Document” 2. At the bottom of the document, select the radio button “Authorization” Revision Date: 02.10.2009

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3. Click

4. Scroll down your browser to the section entitled “Authorization Detail Entry” 5. Enter the dollar amount of registration in the “Registration Fees” field 6. Click

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7. On the first account line click the

on the right side

8. In the vendor search field, type the name of the payee for the registration payment (traveler’s name if you are reimbursing the traveler who already paid for registration, vendor name if you are pre-paying registration to the vendor). When searching for the vendor it is best to put in as few characters as possible (i.e. query “The University of N” instead of “The University of North Carolina Charlotte) 9. Click

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10. If the correct vendor appears in the results list, click the correct vendor address.

If your search does not return any results, try refining your search to include fewer characters, or question whether this is the parent company name for the vendor. If you are still unable to find your vendor, contact the Disbursement Services vendor coordinator ([email protected]) for further assistance. You may need to complete a Web Vendor Create to add your vendor to the vendor database.

11. Enter the account number on the address line for payment. If you do not know the account to be used (this can be entered at the next approval level) enter the funding department number.

Enter only the department number or account number, not both.

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. 12. Click 13. Refer to section “V. Submitting a Document for Approval” IV. Creating a Travel “Reimbursement” The travel reimbursement is used to reimburse UNC affiliates who have incurred expenses related to their own business travel on behalf of the University. If a CABS or authorization is currently associated with the travel to which you are reimbursing expenses: 1. Login to Finance Central 2. Click “Inbox” in the left main menu 3. Click the “Created” tab (located under the banner)

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4. Scroll down the page to the appropriate T# 5. With the dropdown showing “Modify” click

, Skip the next section

If registration was not prepaid and there was no CABS associated with this travel. 1. Complete the steps detailed in “I. Creating a new Web Travel Document” 2. At the bottom of the document, select the radio button “Reimbursement” 3. Click

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4. Scroll down the page to the “Reimbursement Detail Entry” Reimbursable expenses are entered into the web form on the day they occurred.

To accommodate data entry for multiple days in which the expense reimbursement is identical, utilize the “Travel Date” and “to Travel Date” fields. After clicking Web Travel will create identical expense reimbursement days for the full range indicated. 5. Enter the date for reimbursable expenses, do not enter any information in “to Travel Date” unless you desire for multiple days to be created.

All dates in Web Travel need to be selected either by clicking the or by directly entering using a four digit year (i.e. XX/XX/20XX).

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tool

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6. Enter all reimbursable expenses for that given day. It is helpful to divide the entry space into three columns; the left column is entry related to meals & lodging, the center column is related to transportation, and the right column is related to other expenses. Reference the following table for an explanation of what the dropdown options mean.

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Field

Object Code

Breakfast

31X5

Lunch

31X5

Dinner

31X5

Room

31X4

Calculated by: Historical Data Related to Subsistence Rates and In-State/Out-ofState/International Classification Historical Data Related to Subsistence Rates and In-State/Out-ofState/International Classification Historical Data Related to Subsistence Rates and In-State/Out-ofState/International Classification

Use For: Reimbursing Breakfast

Reimbursing Lunch

Reimbursing Dinner

User Input

Reimbursing Overnight Lodging

31X1

User Input

31X2

Applicable IRS reimbursement rate. Enter mileage, Web Travel computes cost.

Airfare, reimbursable after traveler returns. If applicable: reduced by non-authorized travel agent service fees and flight insurance fees.

Car Motor Pool

31X2

Applicable reimbursable reduced rate. Enter mileage, Web Travel computes cost.

Ground

31X2

User Input

Other(Under Transp)

31X3

User Input

Registration

31X9

User Input

Registration Fees for Conferences/Workshops

Other

31X6

User Input

Misc. Other Allowed Expenses: i.e. Phone, Internet, Tips, Faxes, etc.

Air

Car

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Mileage calculated at full rate for use of a personal car. Reimbursement to traveler who used personal car when a state car was available or did not check in advance. Used for all receipts relating to travel by ground: i.e. RDU parking, rental car, gas for rental car, hotel parking, taxi, bus, horse, bike, etc. Used only for water transportation: i.e. water taxi, canoe, cruise, etc.

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7. Click 8. Repeat for all days that have reimbursable expenses If you need to make a correction to any of the previous data, click the

next

to the item to delete it or the to modify. When you are finished entering expenses, scroll to the bottom of the page. Since, all reimbursements must be made directly to the traveler, the traveler’s information has been prepopulated as the vendor under “Accounts” 9. For each line (object code) enter an account number to be charged. If you do not know the account to be used (this can be entered at the next approval level) enter the funding department number. To pay for a line with more than one account, click the .

Enter only the department number or account number, not both.

10. Click

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After saving the “Accounts” section, if you make changes in the “Reimbursement Detail Entry” section for any days, you will need to manually consolidate object code lines. V. Submitting a Document for Approval All original receipts are kept in departmental records. Prior to submitting the travel document for approval, images of the original receipts need to be faxed in to the system as supporting documentation. 1. Click 2. Click “Print”

Traveler Signs Here

3. Have the traveler sign the barcode sheet

Submitted documents that are missing a traveler’s signature will automatically be rejected back to the department.

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4. Fax all supporting documents to the number listed on the barcode sheet. The barcode sheet and no other coversheet should be faxed as the first page. 5. Scroll to the top of the page and click “Inbox” 6. After at least 10 minutes has passed, in your Inbox click the “Created” tab (located under the banner) 7. Scroll to the T# and with the dropdown showing “Modify” click When you scroll to the bottom of the page, if there are three buttons, “Generate Barcode”, “View Images”, and “Submit for Approval” your imaged documents have been received by the system. 8. Click and scroll through the images to verify all receipts have transferred and are legibile. 9. Click VI. Checking the Status/History of a Web Travel Document To check the status of a Web Travel Document you will need to open the travel document. 1. 2. 3. 4. 5.

Login to Finance Central Click “Inbox” in the left main menu Click the “Created” tab in the upper right (located under the banner) Scroll through the page until you come to the appropriate T# With the dropdown showing “View” click

The status of the travel document is located beneath the T#. Refer to the following table for an interpretation of the various statuses.

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Material & Disbursement Services Training for Web Travel Work in Progress

Document is still being prepared

Submitted for Dept. Approval

Preparer has finished creating the document & has submitted for approval

In Dept. Approval

Waiting for first or second (if applicable) department approval

In Contract & Grants Approval Process

Account to be charged requires pre-audit review and approval

In Travel Approval

Travel has received document and will review

Ready to be Vouchered

Document has been approved and submitted for payment

Vouchered

Payment is pending next check or ACH cycle

Payment Complete

All payments have been issued

Rejected

Document has been rejected by approval group. Refer to “notepad” for explanation.

To check the history of a Web Travel document you will need to open the travel document. 1. 2. 3. 4. 5. 6.

Login to Finance Central Click “Inbox” in the left main menu Click the “Created” tab in the upper right (located under the banner) Scroll through the page until you come to the appropriate T# With the dropdown showing “View” click In the header toolbar, click “History”

Once the document has been submitted for approval by the creator, the name of the person’s whose Inbox the document is presently located may be found by clicking “Show current and future approvers” in the history window.

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Material & Disbursement Services Training for Web Travel

Show Current and Future Approvers

VII. Approving a Web Travel Document If you are the primary approver for a given route, an email will be sent to you notifying you that a document has been placed in your “Inbox”. 1. Login to Finance Central 2. Click “Inbox” in the left main menu. The document waiting for approval will be on this screen. 3. With the dropdown showing “Modify” click 4. Scroll to the bottom of the document and click

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or

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Clicking reject will require a reason to be entered into the notepad. Notepad entries become a permanent record tied to the travel document which can not be deleted and can be viewed by future audiences including auditors.

VIII. Deleting a Web Travel Document 1. 2. 3. 4.

Login to Finance Central Click the “Created” tab in the upper right (located under the banner) Scroll through the page until you come to the appropriate T# With the dropdown showing “Delete” click the

“Work in Progress” documents are the only documents that can be deleted .

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5. Click

to confirm delete request

If a travel authorization has been completed on this travel, and the reimbursement has not yet been processed, do not archive the authorization when the status is “Payment Complete” and do not delete the reimbursement when the status is “Work in Progress” Wait until all expenses are reconciled before archiving the “Payment Complete” reimbursement.

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IX. Tool Utilities Explained Symbol

Location

Function

Header

Create a New Travel Document

Header

Add Special Instructions/Comments for this Document

Header

View the History of the Document, Current Payment Status, and Document Electronic Location

Header

Open a “Printer Friendly” Version Formatted for Standard Paper Size

Header

Links to this document

Multiple

Enter Date by Viewing Calendar

Multiple

Multiple

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Save Current Data Entry. *High Frequency of Use is Recommended. Save Button is Independently Related to Each Individual Section in the Document. Delete Related Object: i.e. Whole Day’s Expense, Individual Account Line, Individual Expense

Multiple

Modify Related Object: i.e. Individual Account Line, Individual Expense

Multiple

Add an Additional Account to “Split Fund” an Object Code

Accounts Detail

Search for the “Pay To” Vendor

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