What’s New in TREX 1.2!

1. What’s New in TREX 1.2! Phil Weiss OCFO Training and Development Aurora Pecoraro OCFO Business Systems Analysis

2. Update Summary • Entry of pre-paid expenses added • Multi-leg trip entry simplified • Division Review functionality improved • New Email notification for payment to traveler • Trip Cancellation Guidance • Special characters allowed in trip name • Trip number only available after completing travel information • Location search simplified

3. The number of nights are now automatically calculated! Enter departure dates here Multi-leg Trip Entry Simplified

4. New Payment Notification

5. Email Notifications Now Contain Project and Project Department ID

6. Select “Authorization – Cancel” Select the trip to cancel Trip Cancellation

7. Trip Cancellation • If no Lab purchased airline or train ticket was issued you can cancel the document • If both Travel Authorization and Expense Report were created you must cancel the Expense Report prior to canceling the Authorization • If Lab purchased ticket was purchased you must • Contact the travel agency to cancel the ticket • Cancel any existing document (ER or Authorization) in TREX

8. Special Characters Now Allowed

9. Business Location Lookup • New process has “smart” lookup As you type in the name of the city, the list narrows

10. Business Location Lookup As you type in the name of the city, the list narrows

11. Business Location Lookup Now select the city If you can’t find the location you need, please send an email to TREX @lbl.gov requesting to set the specific location in TREX.

12. Business Location Lookup Can now search by US state or country Type a comma, then the abbreviation

13. Using “Save for Later” to obtain Trip # for booking travel • Must now enter all required trip data before the LBNL trip number is provided

14. Using “Save for Later” to obtain Trip # for booking travel • After clicking on the “Save for Later” button, it disappears and Trip # appears • Document still able to be modified prior to submission

15. OLD METHOD Get trip authorization approved by division Pay expense or obtain invoice Submit RFIC with receipt Receive payment Create expense report but do not include RFIC amount on expense report Receive reimbursement NEW METHOD Get trip authorization approved by division Pay expense or obtain invoice Create “Prepayment Expense Report” Receive payment Create expense report listing amounts pre-paid Receive reimbursement Requesting Pre-Payment for Conference Fees and Lodging

16. Pre-Payment Expense Report: Create The first step for this is to create a Travel Authorization --- all pre-payment expense reports must have a travel authorization first! Select Prepayment Exp Report - Create

17. Pre-Payment Expense Report: Create Expense report is noted as “for Prepayment”

18. Pre-Payment Expense Report: Create Trip leg information is displayed from travel authorization Enter pre-paid lodging or registration fees NOTE: date entered must be within range of trip date regardless of the actual expense date Submit per existing process; send report and receipts to travel.

19. Pre-Payment Expense Report: View or Modify 1. Select “Expense Report – View” or “Expense Report – Modify” 2. Select the report you wish to view/modify

20. Pre-Payment: Creating Expense Report After Trip • Create the expense report from your authorization

21. Pre-Payment: Creating Expense Report After Trip Pre-paid Expenses are already filled in Populate all lodging costs Enter all other costs incurred including any other pre-paid costs

22. Pre-Payment Creating Expense Report After Trip • The expense report totals show the total cost of the trip • Prepayment amounts are applied to the expense report, leaving the difference as Due to the Employee. (In this example the Lab Paid Airfare is also deducted from the amount Due to the Employee).

23. Pre-Payment: Creating Expense Report After Trip • If pre-payment was for a higher amount than the actual expense, then a check from the traveler shall be written to the Lab

24. Pre-Payments: Other Considerations • If a prepayment is required to attend outside training in a nearby location, the documents in TREX must be created for a ‘Domestic’ trip. • Travel expenses claimed and reimbursed up front through a Prepayment Expense Report are not charged to the project, they are recorded as a ‘prepayment’ to the traveler. The project will be charged when the total expenses are reported through the Expense Report for the trip. • Prepayment Expense Reports as Regular Expense Reports can be Cancelled if needed only if they are in ‘Pending’ status. • If a trip where prepayments have been paid ends up being canceled and it will not take place, an expense report must be created to record the expense according with the terms agreed when making the pre-payment.

25. Division Review Current process No specific department or project data!

26. Division Review Improved Process

27. Division Review Search for Authorizations pending and already reviewed using the Project Dept ID and “Division Reviewed” box The Division Reviewer page defaults to the Div. Reviewer’s Level 1 Division (two character div code) based in his/her own organization in the Project Deptid field, but this value can be changed Empty checkbox will show all pending authorizations to review Marked checkbox will show all authorizations already reviewed

28. Division Review – Budget Reviewer Complete Division Reviewer Comments Complete Division Review field (required) Click when review is complete

29. Division Review – Approver’s Page Division Reviewer’s comments are viewable

30. To summarize… • Entry of pre-paid expenses added • Multi-leg trip entry simplified • Division Review functionality improved • New Email notification for payment to traveler • Trip Cancellation Guidance • Special characters allowed in trip name • Trip number only available after completing travel information • Location search simplified

31. Help for Your Questions http://travel.lbl.gov/ travelpolicy@lbl.gov Travel Hotline: 486.4500 TREX Hotline: 486.6446 http://travelhelp.lbl.gov/