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eTravel System Revolutionizing Travel Travel Department – Leah Bartelt 254-968-9434. Introduction. The Benefits. eTravel (Concur) is the only Texas A&M University System approved electronic travel reservation and expense system. Travel Rules Continued.

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Presentation Transcript
introduction
Introduction

The Benefits

eTravel (Concur) is the only Texas A&M University System approved electronic travel reservation and expense system.

travel rules continued
Travel Rules Continued

All other Tarleton State University travel rules follow the Texas A&M University System Disbursement manual. Those rules can be found at:

http://www.tamus.edu/assets/files/budgets-acct/pdf/DisbursementManual2010Updates.pdf

etravel
eTravel

eTravel can be accessed through the SSO menu. eTravel has three main components that travelers must utilize to book their trips.

profile setup
Profile Setup

Profile Setup Training Video:

http://www.tamus.edu/assets/files/travel/pdf/CentraCap.pdf

profile setup video concepts
Profile Setup Video Concepts
  • Verify contact and personal information
  • Select travel preferences
  • Add an assistant and/or travel arrangers
  • Add delegates for Authorization Request approvals

(Section 3 of the eTravelQuickStart Guide)

administering travel for another user
Administering Travel for Another User
  • The process to create authorization requests, book travel, and create expense reports for another user.
  • The pre-trip authorization and expense report must be submitted by the traveler.
administering travel for another user1
Administering Travel for Another User

To administer on behalf of the traveler, click on “Yourself”

administering travel for another user2
Administering Travel for Another User

Choose the traveler that you would like to administer for.

administering travel for another user3
Administering Travel for Another User

In this example, Marenda Horton is now administering for William Test Never (the traveler).

authorization requests domestic travel
Authorization Requests – Domestic Travel

Authorization Requests (Domestic Travel)

Training Video:

http://www.tamus.edu/assets/files/travel/pdf/domestic_ar_request.pdf

authorization requests domestic travel video concepts
Authorization Requests – Domestic Travel Video Concepts
  • Enter trip information
  • Estimate trip expenses
  • Submit authorization request
authorization requests domestic travel tarleton
Authorization Requests - Domestic Travel (Tarleton)
  • Account number sequence starts with TSU campus code (04)

Begin with 04 (Tarleton’s Campus Code within the Texas A&M System)

authorization requests foreign travel
Authorization Requests – Foreign Travel

Authorization Requests (Foreign Travel)

Training Video:

http://www.tamus.edu/assets/files/travel/pdf/Foreign_AuthoRequest.pdf

authorization requests foreign travel tarleton
Authorization Requests – Foreign Travel (Tarleton)
  • We will use the Request for Foreign Travel form.
  • The final signature and approval on the pre-trip authorization request for foreign travel comes from the President’s office.
  • Form will be scanned and added as receipt.
pre trip authorization approvals
Pre-Trip Authorization Approvals

Pre-Trip Authorization Approvals

Training Video:

http://www.tamus.edu/assets/files/travel/pdf/ar_approval_requests.pdf

pre trip authorization approvals tarleton
Pre-Trip Authorization Approvals (Tarleton)

A substitute signer can be setup in profile training by setting a delegate who can approve for you.

  • Pre-trip authorization request follows SSO menu workflow (TimeTraq).
booking travel
Booking Travel

Booking Travel Training Video:

http://www.tamus.edu/assets/files/travel/pdf/travel_booking.pdf

booking travel tarleton
Booking Travel (Tarleton)
  • When booking airfare, after the “purchase” button is clicked a warning box will appear. The fiscal office will need to approve the airfare.
  • The fiscal office has 24 hours to approve the request. If it is not approved or is rejected, the entire itinerary will be cancelled.

Although this states you are not in compliance with the travel rules – in this case you are within compliance, but you need approval for the airfare from Business Services. In the drop down box – select the only options and hit save

short s travel agency fees
Short’s Travel Agency Fees

If you contact Short’s outside of e-Travel to book airfare there will be an additional $10.00 fee, making the total fee $24.50. They will have to contact our office for approval.

expense report
Expense Report

Expense Report Training Video:

http://www.tamus.edu/assets/files/travel/pdf/Expense%20Report%20Creation.pdf

expense report video concepts
Expense Report Video Concepts
  • The traveler or delegate can create the expense report
  • Select the appropriate account number
  • Claiming credit card charges
  • Claiming out-of-pocket expenses
  • Attaching receipts
  • Submitting the expense report
  • E-mail notifications

(Sections 8, 9, 10, and 11 of the eTravelQuickStart Guide)

expense report approval
Expense Report Approval
  • Approval workflow runs off of FAMIS routing workflow.
  • When an expense report is submitted, it routes to approvers and substitute signers for approval.
expense report approval1
Expense Report Approval

Expense Report Approval

http://www.tamus.edu/assets/files/travel/pdf/expense_report_approval.pdf

expense report approval2
Expense Report Approval

Log in and select My Concur

expense report approval3
Expense Report Approval

Find your Approval Queue

expense report approval4
Expense Report Approval

Select the Expense Report in the Queue

To review each expense select the expense under Expense Type. This allows you to review each expense individually.

Once you review the expenses and approve - Select Approve

expense report approval5
Expense Report Approval

You must now select – Accept or Decline

Once you select Accept the expense report is routed to Business Service for review and payment to the traveler.

contact information
Contact Information
  • For questions with eTravel, please contact:
  • E-mail: bartelt@tarleton.edu or mhorton@tarleton.edu
  • Telephone:
    • Leah Bartelt – X9434
    • Marenda Horton – X9928
  • More information about eTravel can be found at:

http://www.tamus.edu/offices/travel/

Or www.tarleton.edu/business