Create a Mileage Expense Report College of Education – Teacher Supervisor

1. Create a Mileage Expense ReportCollege of Education – Teacher Supervisor During the travel month or at the conclusion of the month, you can build your Expense Report from your approved Travel Request. When creating the report from the request, the report header already has all the information carried forward except for the average time of day your trip begins and the average time of day your trip ends. Please view the next few slides for detail in building your report.

2. To sign in to Concur: Go to csusb.edu and click on mycoyote. On the single sign on page, type in your mycoyote ID and password, and hit enter and then either choose, My Employment or, Administrative Systems and click on the Travel Icon as shown below:

3. As shown below, click on Request and your active requests will show. Choose the correct approved request and click on the blue Expense on the far right side of the request. You can then begin to build your Expense Report.

4. You will now begin to create a new Expense Report. All the information entered at the Request header will carry over to the Expense Report Header except for the time of day your trip started and ended, remember to use the down arrows when entering the time and am or pm. Enter the times and scroll to the bottom of the screen and click on to move to the next screen where you can begin entering your trip expenses. Program & Project should be None. If not, type none in the box and then click on it.

5. The traveler may now begin entering the trip expenses. Click on the red “New Expense” and choose Personal Car Mileage to input from the box on the right. As you enter each days mileage for the month you will also enter specific information for each expense as shown on the next slide.

6. After clicking on Personal Car Mileage you will see a mileage calculator pop up. Please enter your beginning address and then add the locations you visited for the day. You do not need the address as you can type in the name of the school and the address will populate for you. The system saves your most used destinations so the next time you will not have to type in all the information, you can choose it from the box that pops up outlining your popular destinations.

7. Enter each destination and click on calculate route to bring up the address and the next box. After entering all the destinations for one day, click calculate route again and then navigate to the bottom and click on “Add Mileage to Expense”. CSUSB reimburses expenses from Headquarters OR Home, whichever is closer.

8. You will now enter the date of travel, and in the comment box please enter the name(s) of the school(s) visited and the school district. Abbreviate as needed. Be sure to click on the save button on the bottom of the page to save each entry.

9. When you have entered all the mileage for each day of the month you traveled, you are ready to click the orange SUBMIT REPORT button. You will then accept and submit at the Certification box and then just as you did on your Travel Request you will need to confirm the correct travel approver. Click on SUBMIT REPORT again and follow the prompts until you receive the REPORT SUCCESSFULLY SUBMITTED box!

10. Approval Workflow Confirm the travel approver is correct and click on the red X to remove the budget approver and click submit again.

11. If further information or assistance is needed, please do not hesitate to contact Manorama "Mona" Sinha, Accounts Payable at 909-537-3158. You can also contact Lola Cromwell for Special Education at, 909-537-7406. August 2017