Pre Trip – Create Report From the Welcome screen, select Create a new expense/pre trip report.
Pre Trip – Create Report Select Pre Trip Report and click OK.
Pre Trip – Report Name/Purpose Type in the name of your Pre Trip Report. You will notice that the Purpose field will automatically populate with the Report Name you chose.
Pre Trip – Report Name/Purpose To make your Pre Trip more meaningful to you, you have the ability to revise the Purpose.
Pre Trip – Category Select your trip Category. Click Finish.
Pre Trip – Build the Pre Trip Report Select your trip type, Domestic or International.
Pre Trip – Build the Pre Trip Report Select your destination city. Tip: This field recognizes the city name as you type. If you click in this field and type the word Stamford, it will take you to that particular city.
Pre Trip – Build the Pre Trip Report Select your Start Date and End Date by clicking on the Calendar icon.
Pre Trip – Build the Pre Trip Report Add your detailed information regarding the reason for your request. Note: This is information your Approver will be using to evaluate your request.
Pre Trip – Build the Pre Trip Report Input the estimated expenses for the trip cost. Tip: These estimates will be compared to your actual expenses when you submit your expense report.
Pre Trip – Save & Submit • Once you have completed the required fields, click on Save & Submit. • A summary of your Pre Trip will appear.
Pre Trip – Report Routing • If you like, you can view your Report Routing and make revisions or copy a user if necessary. • Report Routing is based on the information in your HR profile.
Pre Trip – Change Approver/Send Copy To change the Approver for this report or send a copy of the report to another user, simply use the Look Up feature to access the user database. Note: If you change your Approver, your original Approver will receive a copy of your submitted Pre Trip.
Pre Trip – Save & Submit Click Save & Submit to submit your Pre Trip request.
Pre Trip – Print Option • If you would like, you can print a Summary and e-mail a copy to a fellow employee who may be traveling with you. • Note: You can also copy a fellow employee using the Report Routing Copy feature.
Pre Trip – Submitted Folder Once the Pre Trip Report is submitted, the system automatically moves it to the Submitted folder.
Things to Remember • Estimated Expenses: You can either enter your “best guess” or use the online booking tool (Sound Travels) hold-trip feature to provide you a more accurate estimate of the flight, hotel and rental car cost. • If you request an international destination with a flight segment greater than 8 hours or a flight that is booked less than 7 days in advance your Approver will be instructed to add an EC (Executive Committee) level Approver to the workflow. • After you take your trip and you are ready to submit your expenses, you can attach your Pre Trip Report to the expense report.