eTravel System Revolutionizing Travel Travel Department – Leah Bartelt 254-968-9434

1. eTravel SystemRevolutionizing TravelTravel Department – Leah Bartelt254-968-9434

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

3. 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

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

5. Profile Setup Profile Setup Training Video: http://www.tamus.edu/assets/files/travel/pdf/CentraCap.pdf

6. 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)

7. 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.

8. Administering Travel for Another User To administer on behalf of the traveler, click on “Yourself”

9. Administering Travel for Another User Choose the traveler that you would like to administer for.

10. Administering Travel for Another User In this example, Marenda Horton is now administering for William Test Never (the traveler).

11. Authorization Requests – Domestic Travel Authorization Requests (Domestic Travel) Training Video: http://www.tamus.edu/assets/files/travel/pdf/domestic_ar_request.pdf

12. Authorization Requests – Domestic Travel Video Concepts • Enter trip information • Estimate trip expenses • Submit authorization request

13. 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)

14. Authorization Requests – Foreign Travel Authorization Requests (Foreign Travel) Training Video: http://www.tamus.edu/assets/files/travel/pdf/Foreign_AuthoRequest.pdf

15. 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.

16. Pre-Trip Authorization Approvals Pre-Trip Authorization Approvals Training Video: http://www.tamus.edu/assets/files/travel/pdf/ar_approval_requests.pdf

17. 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).

18. Booking Travel Booking Travel Training Video: http://www.tamus.edu/assets/files/travel/pdf/travel_booking.pdf

19. 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

20. 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.

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

22. 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)

23. 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.

24. Expense Report Approval Expense Report Approval http://www.tamus.edu/assets/files/travel/pdf/expense_report_approval.pdf

25. Expense Report Approval Log in and select My Concur

26. Expense Report Approval Find your Approval Queue

27. 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

28. 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.

29. 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