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travelreimbursementrequests
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Travel Reimbursement Requests
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EmployeePortal > Travel Reimbursement Requests > Travel Requests
This page is used to create, edit, delete, and submit travel reimbursement requests. There are two types of travel requests, mileage and extended. If this page is not enabled, check with your EmployeePortal administrator as your LEA may have opted to not allow access.
If a message is available from your LEA, it is displayed in red at the top of the page.
The following information is displayed at the top of the page:
| Field | Description |
|---|---|
| Vendor Nbr | Your vendor number is displayed as set up in ASCENDER Finance. |
| Address |
Your vendor address is displayed as set up in ASCENDER Finance. |
Note: Employees MUST have an established vendor number to enter travel reimbursement requests.
| Commute Distance | The commute distance is displayed. This is the number of miles between your home and assigned work location. If you need to update your commute distance, click Change. The Please enter your one-way commute distance pop-up window opens. Type your commute distance and then click Save to close the pop-up window. Valid values are 0-999.9. Admin Note: The commute distance can also be updated on the employee's demographic record in ASCENDER Personnel. |
|---|---|
| Pay Campus | The pay campus is displayed. This is your assigned pay campus ID. Admin Note: The pay campus is retrieved from the highest pay frequency where the employee is active. |
A list of your travel requests is displayed if any. The following details are displayed for each travel request:
| Travel Nbr | The travel number for the existing travel request is displayed. The travel number is assigned to a new request when it is saved or submitted. Once a request is submitted, you can track the progress of the request by the travel number. |
|---|---|
| First Date | For a single day mileage request, the date of travel is displayed. Or, for extended mileage requests, the first date of travel is displayed. |
| Status | The current status of the travel request is displayed. |
| Request Total | The total amount of the travel request is displayed. |
| Check Nbr | Once approved and processed, the travel request becomes a Finance check transaction and is paid on the next Finance check run. The check number is displayed. |
| Check Date | The Finance check run date is displayed. |
- If the travel request Status is Approved or Pending, click View to view the details.
- If the travel request Status is Returned or Saved, click Edit to edit the details of the request and submit the request for approval. Or, click Delete to delete the request.
❏ Use the following fields to filter the travel request data by date range and/or status.
| Status | Click  to select the status for which you want to view travel request data.
• All |
|---|---|
| From and To Date | Type the range of dates for which you want to view travel request data or click  to select the dates. |
❏ Click Retrieve. A list of travel requests for the specified date range and/or status is displayed.
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).
Assign account codes:
❏ Click the Account Codes link to assign an account code to a specific travel day within the travel request. Or, click the Assign Account Codes button at the top of the page to assign account codes to the entire travel request.
The Assign Account Codes pop-up window opens allowing you to enter account code information for the travel request. Only account codes to which you have access are displayed.
The Assign Account Codes button overrides any accounts code assignments for a specific travel day within a travel request.
- Click +Add to add a blank account code line. You can add additional account codes rows as needed.
- In the Account Code column, type the account code. Or, click
to open the Account Codes pop-up window and search for an account code. - Type the applicable account code components, click to open the Fund Search pop-up window, or leave blank for all account codes, and then click Search. A list of available account codes is displayed.
- Select an account code from the list. The Account Code and Description fields are populated with the selected account code.
- Click Clear to clear your selections.
- Click X to close the Account Codes pop-up window.
- In the Percent column, type the percent of the travel request amount to be expensed to the account code. Or, in the Amount column, type the dollar amount of the travel request amount to be expensed to the account code.
❏ Click Calculate Percent to populate the Percent column based on the amount entered in the Amount column.
❏ Click Calculate Amount to populate the Amount column based on the percentage entered in the Percent column.
The total percentage and amount distribution for all accounts listed is displayed.
❏ Click OK to save your changes and close the pop-up window. Click X or Cancel to close the pop-up window without saving your changes.
❏ Click + to add an additional travel request entry.
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.
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.
- 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).
Assign account codes:
❏ Click the Account Codes link to assign an account code to a specific travel day within the travel request. Or, click the Assign Account Codes button at the top of the page to assign account codes to the entire travel request.
The Assign Account Codes pop-up window opens allowing you to enter account code information for the travel request. Only account codes to which you have access are displayed.
The Assign Account Codes button overrides any accounts code assignments for a specific travel day within a travel request.
- Click +Add to add a blank account code line. You can add additional account codes rows as needed.
- In the Account Code column, type the account code. Or, click to open the Account Codes pop-up window and search for an account code.
- Type the applicable account code components, click to open the Fund Search pop-up window, or leave blank for all account codes, and then click Search. A list of available account codes is displayed.
- Select an account code from the list. The Account Code and Description fields are populated with the selected account code.
- Click Clear to clear your selections.
- Click X to close the Account Codes pop-up window.
- In the Percent column, type the percent of the travel request amount to be expensed to the account code. Or, in the Amount column, type the dollar amount of the travel request amount to be expensed to the account code.
❏ Click Calculate Percent to populate the Percent column based on the amount entered in the Amount column.
❏ Click Calculate Amount to populate the Amount column based on the percentage entered in the Percent column.
The total percentage and amount distribution for all accounts listed is displayed.
❏ Click OK to save your changes and close the pop-up window. Click X or Cancel to close the pop-up window without saving your changes.
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 Cancel to return to the Travel Requests page.
Other functions and features:
| Documents | The travel request must be saved before the Documents button is enabled allowing you to upload documents. The Documents button displays  to indicate that the request has existing document attachments.View or attach supporting documentation. |
|---|
travelreimbursementrequests.1627401168.txt.gz · Last modified: 2021/07/27 10:52 (external edit)