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general:travelreimbursementrequests:travelrequestsbody
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Mileage travel request:
❏ If entering a single travel date or multiple consecutive travel dates for non-extended travel (mileage & incidentals), ensure the following fields are completed:
| From Date | Type the date on which the travel occurred in the MM-DD-YYYY format. Or, click  to select a date. If entering a single date of travel, a To Date is not necessary. |
|---|---|
| To Date | Type the date on which the travel ended in the MM-DD-YYYY format. Or, click to select a date. |
| Campus | The campus is automatically populated with your assigned pay campus. Admin Note: The pay campus is retrieved from the highest pay frequency where the employee is active. |
❏ If the From Date and To Date selections exceed a single day, the Overnight Trip? check box is displayed.
Do not select the Overnight Trip? check box for non-extended travel.
Note: Selecting the Overnight Trip? check box allows the display of the additional fields needed when creating an extended travel request entry.
❏ Click Add. The Travel Request page is displayed with an entry for each day of your travel with dates populated according to your selected to/from dates.
Otherwise, click Cancel to close the Add Travel Request pop-window and return to the EmployeePortal calendar or the Travel Request page.
The Travel Summary is displayed at the top of the page with the following details:
Note: If you are entering a new request, this information is blank.
- Travel Nbr - Displays the assigned travel number.
- Status - Displays the status of the travel request.
- Date Entered - Displays the date the travel request was entered.
- Total Miles - Displays the total miles traveled minus commute miles.
- Total Misc - Displays the total amount of all miscellaneous items.
- Total Request - Displays the total amount of the travel request (mileage + miscellaneous items).
- Account - Displays the assigned account codes to be expensed.
- Amount - Displays the amount to be expensed for each assigned account code.
- Approver - Displays the approver's name.
- Alternate Approver - Displays the approver's alternate approver if any.
- Approval Status - Displays the approver's approval status (Approved, Pending, or Returned).
Extended travel request:
❏ If entering multiple consecutive travel dates for extended travel (mileage, lodging, meals, and incidentals), complete the following fields:
| From Date | Type the date on which the travel occurred in the MM-DD-YYYY format. Or, click to select a date. If entering an extended travel request, indicate the first date of travel. |
|---|---|
| To Date | Type the date on which the travel ended in the MM-DD-YYYY format. Or, click to select a date. If entering an extended travel request, indicate the last date of travel. |
| Campus | The campus is automatically populated with your assigned pay campus. Admin Note: The pay campus is retrieved from the highest pay frequency where the employee is active. |
❏ If the From Date and To Date selections exceed a single day, the Overnight Trip? check box is displayed.
Select the Overnight Trip? check box. The time fields are displayed.
Note: Selecting the Overnight Trip? check box allows the display of the additional fields needed when creating an extended travel request entry.
| From Time | Type the time at which you departed the origin location (start time) in the HH MM AM/PM format. Or, click  to select the start time. |
|---|---|
| To Time | Type the time at which you returned to the origin location (end time) in the HH MM AM/PM format. Or, click to select the end time. |
❏ Click Add. The Travel Request page is displayed with an entry for each day of your travel with dates populated according to your selected to/from dates.
Otherwise, click Cancel to close the Add Travel Request pop-window and return to the EmployeePortal calendar or the Travel Request page.
❏ Complete the following information for the request:
The Depart and Return fields are automatically populated with the dates and times selected in the Add Travel Request pop-up window.
❏ After all travel details have been entered for the first day's entry, the Copy from Previous Day check box is displayed on subsequent entries. Select this check box to copy all travel details from the previous day's entry and make changes as needed. This feature overrides any existing data and replaces it with the previous day details. If selecting this check box on the last travel day and the day from which you are copying has a dinner amount, the Dinner field will not be populated if the return time is not later than the Dinner Eligible Return Time as defined in ASCENDER Finance.
| Contact | Type the name of your contact person at the destination. This field can be a maximum of 40 characters and is required. |
|---|---|
| Purpose | Type the purpose of the trip. This field can be a maximum of 180 characters and is required. |
❏ Under Point of Origin:
| Origin Description | Type a description for the starting location. |
|---|---|
| Origin Address | Type the address at which you started. |
| City | Type the city name for origin address. This field can be a maximum of 25 characters. |
| State | Click  to select a state for the origin address. |
| Zip | Type the five-digit zip code for the origin address. |
❏ Under Destination:
| Destination Description | Type a description for the ending location. |
|---|---|
| Destination Address | Type the address to which you traveled. |
| City | Type the city name for the destination address. This field can be a maximum of 25 characters. |
| State | Click to select a state for the destination address. |
| Zip | Type the five-digit zip code for the destination address. |
❏ Under Travel Detail, there is an entry section for each travel day. Complete the applicable fields:
| Mileage Start | Type the beginning odometer reading. If this field is used, leave the Map field blank. |
|---|---|
| Mileage Stop | Type the ending odometer reading. If this field is used, leave the Map field blank. |
| Mileage Map | This field can be used to enter the total reimbursable miles. If this field is used, leave the Mileage Start/Stop fields blank. Type the number of miles from the point of origin to the destination point if one-way, calculated using mapping software. For round-trip, double the mileage of the one-way total. |
| Round Trip | Select to indicate that the entry is round trip with the same mileage each way (two one-way trips, one from Point A to Point B and the other from Point B to Point A). Selecting Round Trip doubles the total mileage for the entry. |
| Commute | Select to include your commute distance in the mileage calculation. This is the mileage that you would normally travel from home to work and vice versa. If Round Trip is selected, the commute mileage is deducted twice from the total mileage. If Round Trip is not selected, the commute mileage is only deducted once from the total mileage. For example, if you enter a one-way trip leaving from home to a destination for a total of 50 miles and your commute distance is set to 20 miles, then your total mileage for the request is 30 miles (50 - 20). |
| Tot | The total mileage (Start Mileage - Stop Mileage) for the entry is calculated and displayed. |
| Mileage Rate | The mileage reimbursement rate is displayed. This rate is set up in ASCENDER Finance according to the travel dates. |
| Total Mileage Amount | The total amount to be reimbursed for the entry (Total Mileage - Commute Distance x Mileage Reimbursement Rate) is displayed. |
| Accommodations | If a hotel stay was necessary, type the name of the hotel. This field can be a maximum of 35 characters. The hotel expense can be paid one of two ways: You can pay the bill and request reimbursement. In this case, type the amount in the Reimbursement Amt field. The hotel can direct bill the LEA or service center. In this case, type the reference number in the Direct Bill Ref Nbr field (up to 20 characters). |
| Meals | In the Breakfast, Lunch, and Dinner fields, type the amount for incurred meal expenses. These amounts cannot exceed the limits set by your EmployeePortal administrator in ASCENDER Finance.
Notes:
If you need further information about these amounts and times, contact your supervisor or EmployeePortal administrator. |
| Meal Override | Select if any meal expenses for the date exceeded the limits. If selected, an explanation is required in the Override Reason field. |
| Meal Total | The sum of expenses for breakfast, lunch, and dinner is displayed. |
| Additional Expenses | In the Parking, Taxi, or Misc fields, type the amount of any parking, taxi, or miscellaneous expenses for the day. The Misc field is used for expenses that do not fall under any of the other categories. If an amount is entered in the Misc field, an explanation is required in the Misc Reason field. |
| Additional Expense Total | The sum of all additional expenses for the day is displayed. |
| Daily Total | The sum of all expenses for the day is displayed. |
Once you have completed your travel request:
❏ Click Save to save the request without submitting it for approval. The Documents button at the top of the page is enabled allowing you to upload documents such as receipts, maps, etc. Once the request is saved, you can return to it at a later time to make changes and/or submit it for approval.
❏ Click Submit to submit the request for approval. The request is sent through the appropriate approval path.
You will receive an email message when the request is approved/returned.
❏ Click Print to print the request details.
❏ Click Cancel to cancel the request and return to the Travel Requests page.
general/travelreimbursementrequests/travelrequestsbody.1647961694.txt.gz · Last modified: 2022/03/22 10:08 (external edit)